Privacy Notice
1. Who we are
This website is operated by Promenta Ltd (“Promenta”, “we”, “us” or “our”), a company incorporated in England and Wales.
Registered office: Rotterdam House, 116 Quayside, Newcastle upon Tyne, NE1 3DY, United Kingdom
Company number: 04374124
Email: contact@promenta.com
Website: https://promenta.com/
Promenta Ltd is responsible for the personal information described in this Privacy Policy and is the data controller for the purposes of UK data-protection law.
Although Promenta is established in the United Kingdom, our website and services are used by businesses internationally, including in the United States. Additional privacy rights may apply depending on where you reside.
This Privacy Policy explains how we collect, use, disclose and protect personal information when you:
- visit our website;
- contact or correspond with us;
- request information or a product demonstration;
- enquire about or use our products and services;
- subscribe to marketing communications; or
- create or use a website account, where this functionality is available.
Separate privacy information may apply to employees, job applicants and individuals whose information we process on behalf of Promenta customers.
2. Personal information we collect
The personal information we collect depends on how you interact with us.
Information you provide
When you contact us, make an enquiry or request a product demonstration, we may collect:
- your name;
- your employer, department and job title;
- your business email address;
- your telephone number;
- the contents of your enquiry or correspondence;
- information about the products or services in which you are interested;
- documents or other information you choose to provide; and
- your communication and marketing preferences.
If the website allows you to create an account, we may also collect your username, encrypted password, account settings and information about your use of the account.
Please do not submit confidential, sensitive or special-category personal information through our general website forms unless we specifically ask you to provide it.
Information collected automatically
When you visit our website, our systems and service providers may collect:
- your IP address;
- browser type and version;
- device and operating-system information;
- approximate location derived from your IP address;
- referring and exit pages;
- pages viewed and actions taken on the website;
- dates and times of visits;
- server and security logs; and
- cookie identifiers and similar technical information.
Information required for the operation, security and accessibility of the website may be collected automatically. Information associated with optional analytics or marketing cookies will be collected only where the required consent has been obtained.
Information obtained from other sources
We may receive business contact information from:
- your employer or colleagues;
- Promenta’s authorised representatives and business partners;
- event organisers;
- publicly available professional and company sources; and
- service providers that support our website and business communications.
Where required by law, we will tell you about the source or category of source from which your information was obtained.
3. How and why we use personal information
We use personal information only where we have a lawful basis for doing so.
| Purpose | Personal information | Lawful basis |
|---|---|---|
| Operating, maintaining and securing our website | IP address, device, browser, server logs and security information | Our legitimate interests in providing a secure and reliable website |
| Responding to enquiries and demonstration requests | Name, employer, business contact details and correspondence | Our legitimate interests in responding to business enquiries, or taking steps at your request before entering into a contract |
| Providing and administering products and services | Identity, business contact, account and service information | Performance of a contract, pre-contractual steps or our legitimate interests in managing customer relationships |
| Understanding and improving the website | Website usage and analytics information | Consent where non-essential cookies or similar technologies are used |
| Sending relevant business communications | Name, employer, business email address and preferences | Consent where required, or our legitimate interests where business marketing is permitted by law |
| Maintaining business and legal records | Contact, correspondence, transaction and service information | Legal obligations and our legitimate interests in managing our business and legal claims |
| Preventing fraud, misuse and security incidents | Identity, contact, account, device and security information | Our legitimate interests in protecting our organisation, customers and systems |
| Meeting legal and regulatory requirements | Relevant contact, correspondence and transaction information | Compliance with our legal obligations |
Where we rely on legitimate interests, we consider whether the processing is necessary and proportionate and whether your rights and interests override our interests.
We will not use your personal information for a materially different purpose without providing further information and, where required, obtaining your consent.
4. Marketing communications
We may send information about Promenta’s products, services and events to business contacts where permitted by law.
You can opt out of marketing communications at any time by:
- selecting the unsubscribe link in a marketing email; or
- emailing contact@promenta.com
Opting out of marketing will not prevent us from sending necessary contractual, service, security or administrative communications.
We may retain limited information on a suppression list to ensure that we continue to respect your opt-out request.
5. Cookies and similar technologies
Cookies are small files stored on your device when you visit a website.
We may use the following categories of cookies:
- Strictly necessary cookies: required for the website to operate securely and correctly.
- Preference cookies: remember choices you make about the website.
- Analytics cookies: help us understand how visitors use the website.
- Marketing cookies: help us measure marketing campaigns or provide relevant advertising.
We will not place optional analytics or marketing cookies on the devices of UK visitors unless the required consent has been provided through our cookie-management tool.
You can withdraw or change your consent at any time by selecting Cookie Settings on our website.
Blocking or deleting cookies through your browser may affect some website functions.
6. How we share personal information
We may disclose personal information to:
- website hosting and infrastructure providers;
- IT, cybersecurity and technical-support providers;
- customer relationship management and communications providers;
- analytics providers, where the required consent has been obtained;
- companies providing professional and business services to us;
- professional advisers, including accountants, auditors, insurers and legal advisers;
- authorised representatives and business partners where necessary to respond to an enquiry or provide services;
- prospective purchasers, investors and professional advisers in connection with a proposed business transaction; and
- courts, regulators, law-enforcement authorities or other parties where disclosure is required or permitted by law.
Our principal website-related providers include:
- Website hosting: Kinsta
- Customer relationship management: HubSpot
- Email and marketing communications: sales@promenta.com
- Website analytics: Google Analytics
Service providers acting on our behalf are required to process personal information only for authorised purposes and to protect it appropriately.
We do not sell personal information for money.
Promenta does not share personal information for cross-context behavioural advertising or use it for targeted advertising.
7. International transfers
Promenta is established in the United Kingdom, but some service providers or recipients may be located in other countries, including the United States.
Where personal information is transferred outside the United Kingdom to a country that has not been recognised as providing an adequate level of protection, we use an approved transfer mechanism where required. This may include:
- the UK International Data Transfer Agreement;
- the UK Addendum to the EU Standard Contractual Clauses;
- an applicable UK adequacy regulation; or
- another legally permitted safeguard.
You may contact us for further information about the safeguards relevant to your personal information.
8. How long we retain personal information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, security and reporting requirements.
Our usual retention periods are:
- general website enquiries: up to 24 months after the most recent meaningful communication;
- prospective-customer and sales records: up to 24 months after the last meaningful contact, unless an active business relationship justifies longer retention;
- customer and contractual records: for the duration of the relationship and normally six years afterwards;
- marketing records: until you opt out or the information is no longer required, subject to periodic review;
- marketing suppression records: for as long as reasonably necessary to respect your opt-out;
- website security and server logs: normally up to 12 months, unless longer retention is required to investigate an incident or comply with law; and
- cookie information: for the periods shown in our cookie-settings panel or cookie notice.
We may retain information for longer where required by law or where necessary to establish, exercise or defend legal claims.
9. How we protect personal information
We use appropriate organisational and technical measures designed to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.
Access to personal information is restricted to employees, contractors and service providers who require it for legitimate business purposes and who are subject to appropriate confidentiality obligations.
However, no internet transmission or storage system can be guaranteed to be completely secure. You should avoid sending sensitive or confidential information through an unsecured website form.
10. Your UK data-protection rights
Depending on the circumstances, UK data-protection law may give you the right to:
- request access to your personal information;
- request correction of inaccurate or incomplete information;
- request deletion of your personal information;
- request restriction of processing;
- object to processing based on legitimate interests;
- object at any time to direct marketing;
- request transfer of information where the right to data portability applies;
- withdraw consent at any time, without affecting processing carried out before withdrawal; and
- complain to a data-protection regulator.
These rights are subject to legal conditions and exemptions.
You will not normally have to pay a fee. We may charge a reasonable fee or refuse a request where permitted by law—for example, if a request is manifestly unfounded or excessive.
We may request information to verify your identity before responding. We normally respond to a valid request within one month, although the law permits an extension in certain circumstances.
To exercise your rights, email contact@promenta.com
You may also complain to:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/
We would appreciate the opportunity to address your concerns first, although you are entitled to contact the ICO directly.
11. Information for United States residents
Promenta Ltd is a UK company serving businesses internationally, including businesses in the United States.
Certain US states provide their residents with privacy rights. These laws generally apply only where a business meets specified legal thresholds. Where an applicable US state privacy law applies to Promenta and your information, you may have the right to:
- confirm whether we process your personal information;
- access personal information held about you;
- request correction or deletion;
- obtain a portable copy of certain information;
- opt out of the sale of personal information;
- opt out of targeted advertising or certain profiling;
- limit certain uses of sensitive personal information;
- appeal a decision concerning a privacy request; and
- exercise your rights without unlawful discrimination.
Promenta does not sell personal information for money.
We do not knowingly collect sensitive personal information, as defined under applicable US state privacy laws, through our general website forms.
We do not use website information to make solely automated decisions that produce legal or similarly significant effects concerning individuals.
California residents
Where the California Consumer Privacy Act, as amended, applies to Promenta and your personal information, you may have rights to know, access, correct and delete personal information and to opt out of its sale or sharing.
During the preceding 12 months, we may have collected the categories of identifiers, professional information, commercial information, internet activity, approximate location and communications described in this Privacy Policy.
We collect and use this information for the purposes described in section 3 and disclose it to the categories of recipients described in section 6.
We do not knowingly sell or share personal information belonging to individuals under 16 years of age.
Submitting a US privacy request
To submit a request, email contact@promenta.com with the subject line “US Privacy Request.”
Please provide:
- your name;
- your state of residence;
- the right you wish to exercise;
- your relationship with Promenta; and
- sufficient information for us to locate the relevant records.
We may take reasonable steps to verify your identity and authority. Where permitted, an authorised agent may make a request on your behalf, although we may require evidence of that authority.
We will respond within the period required by applicable law. California requests will generally be answered within 45 days, subject to legally permitted extensions.
If applicable law provides a right of appeal, you may appeal our decision by emailing contact@promenta.com with the subject line “Privacy Request Appeal.”
12. Children’s information
Our website and services are intended for businesses and business professionals. They are not directed to children under 13, and we do not knowingly collect personal information online from children under 13.
We do not knowingly sell or share personal information belonging to individuals under 16.
If you are a parent or guardian and believe that a child has provided personal information to us, please email contact@promenta.com. We will investigate and, where appropriate, delete the information.
13. Third-party websites
Our website may contain links to websites operated by third parties.
We do not control and are not responsible for those parties’ privacy practices. You should review their privacy information before submitting personal information to them.
14. Changes to this Privacy Policy
We may update this Privacy Policy to reflect changes to our website, processing activities or legal obligations.
We will publish the updated version on this page and revise the “Last updated” date. Where a change materially affects how we use personal information, we will provide additional notice where appropriate.
15. Contact us
If you have questions about this Privacy Policy, how we use personal information or your privacy rights, contact:
Promenta Ltd
Rotterdam House, 116 Quayside, Newcastle upon Tyne, NE1 3DY, United Kingdom
Email: contact@promenta.com