Privacy Policy

Britannic Technologies Limited are registered in England and Wales under company number 2097097 with our registered office at Britannic House, Merrow Business Park, Guildford, Surrey, GU4 7WA. Our VAT number is 529 1677 22.

1. About this Privacy Notice

Britannic Technologies Limited (“Britannic”, “we”, “us” or “our”) is committed to protecting your personal information and respecting your privacy.

This Privacy Notice explains how we collect, use, share and protect personal information when you:

visit or interact with our website;
contact or communicate with us;
register for or attend our events, webinars or other activities;
interact with us through social media;
enquire about, purchase or use our products or services;
work for, or represent, one of our customers, prospective customers, suppliers or business partners; or
otherwise interact with Britannic in a business capacity.

We process personal information in accordance with applicable UK data protection and privacy legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the Privacy and Electronic Communications Regulations (PECR).

For the purposes of UK data protection law, Britannic Technologies Limited is the data controller in relation to the personal information covered by this Privacy Notice.

Britannic Technologies Limited
Merrow Business Park
Guildford
Surrey
GU4 7WA
Email: GDPR@btlnet.co.uk
Telephone: 01483 242526

2. Personal information we collect

The personal information we collect depends on how you interact with us. It may include:

Identity and contact information

name;
business address;
email address;
telephone number; and
other contact details.
Business and professional information
company or organisation;
job title and role;
business contact details;
areas of professional interest; and
information relating to your relationship with Britannic.

Customer and service information

products and services purchased or used;
account and contract information;
service and support records;
enquiries, complaints and other correspondence;
customer portal account information; and
information required to provide and manage our products and services.
Financial and transaction information
billing and payment information;
bank details where required;
transaction records; and
information required for credit checking, fraud prevention and debt recovery.

Communications information

emails and other correspondence;
enquiries submitted through our website;
communications through social media;
telephone call information and recordings where calls are recorded; and
records of your communications with our employees and representatives.

Marketing and preference information

marketing preferences;
communication preferences;
event and webinar registrations;
areas of interest;
previous interactions with Britannic marketing; and
records of consent, opt-outs and objections to marketing.

Website and technical information

IP address;
browser type;
device information;
pages visited;
dates and times of visits;
referring website or source;
website interactions; and
cookie and similar technology information.

Further information about our use of cookies and similar technologies is available in our Cookie Policy below.

3.Cookies

A cookie is a small information file that is sent to your computer and is stored on your hard drive.

Some websites use cookies to remember users' email addresses or log on details. We use cookies on our Website. We may also use other technology to track the patterns of behaviour of registered and non-registered visitors to our Website. The information collected in this way can be used to identify you unless you modify your browser settings so as to not accept cookies.

Every time you connect to our Website we store a log of your visit which shows the unique number your machine uses when it is connected to the internet (IP address). This tells us what you have looked at and which browser you use to view the pages. This information helps us to understand which areas of the Website are of particular interest and which pages are not being requested. It also tells us the number of 'hits' on the Website. Information that is collected via Cookies is used in accordance with this Privacy Policy.

4. How we obtain personal information

We collect personal information directly from you when, for example, you:

contact us;
submit a form on our website;
make an enquiry;
enter into a contract with us;
purchase or use our products or services;
create or use a customer account;
register for an event or webinar;
communicate with our Customer Services, Sales, Marketing or other teams;
communicate with us by telephone;
interact with our marketing communications; or
manage your marketing preferences.

We may also obtain business contact information from other sources, including:

your employer or organisation;
colleagues or other business contacts;
event and conference organisers;
business partners and suppliers;
publicly available business information;
company websites and professional networking platforms; and
third-party business or contact data providers, where applicable.

Where we obtain personal information from another source rather than directly from you, we will provide the information required by data protection law within the applicable period, unless an exemption applies.

5. How and why we use personal information

We only process personal information where we have a lawful basis for doing so.

Depending on the circumstances, we may process your personal information for the following purposes:

Purpose	Lawful Basis
Responding to enquiries and requests	Our legitimate interests in responding to enquiries and developing our business
Providing products and services	Performance of a contract and/or our legitimate interests in providing services to our customers
Managing customer relationships and accounts	Performance of a contract and/or our legitimate interests in managing our customer relationships
Customer support and service management	Performance of a contract and/or our legitimate interests in supporting our customers and maintaining service quality
Billing, payments and financial administration	Performance of a contract, legitimate interests and/or compliance with legal obligations
Managing suppliers and business partners	Performance of a contract and/or legitimate interests
Maintaining records of communications and, where applicable, recording calls	Our legitimate interests in service quality, training, security, dispute resolution and maintaining appropriate business records
Preventing fraud, misuse and security incidents	Our legitimate interests in protecting Britannic, our customers and our systems and, where applicable, compliance with legal obligations
Establishing, exercising or defending legal claims	Our legitimate interests and/or compliance with legal obligations
Meeting legal, regulatory, audit and compliance requirements	Compliance with legal obligations and/or our legitimate interests in demonstrating appropriate governance and compliance
Improving our products, services and customer experience	Compliance with legal obligations and/or our legitimate interests in demonstrating appropriate governance and compliance
Providing relevant B2B marketing	Our legitimate interests in promoting and developing our business, or consent where required
Managing marketing preferences and suppression records	Our legitimate interests in respecting preferences and demonstrating compliance with marketing and data protection requirements
Managing events and webinars	Our legitimate interests, performance of a contract where applicable and/or consent
Website operation, security and essential functionality	Our legitimate interests and/or provision of a service requested by you
Analytics and non-essential cookies/tracking	Consent where required by PECR

Where we rely on legitimate interests, we consider whether our interests are necessary and proportionate and balance them against the rights and interests of the individuals concerned.

Where we rely on consent, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

6. Direct marketing

We may use business contact information to provide information about Britannic's products, services, events, webinars, updates and other content that we believe may be relevant to your professional role or organisation.

Where permitted by law, we may rely on our legitimate interests in developing and promoting our business, products and services. Where consent is required under applicable data protection or electronic communications law, we will obtain the necessary consent before contacting you.

We may communicate with business contacts through different channels, including email and telephone.

Your marketing preferences

You can change your marketing preferences or opt out of particular types of marketing communication at any time.

For example, you may choose not to receive marketing emails while continuing to receive other forms of communication from us.

Where available, our preference management tools allow you to manage the types of marketing communications you receive. You can also contact us at [marketing email address].

An unsubscribe from a particular communication channel will normally be applied to that channel unless you tell us that you wish to object to all direct marketing.

You have the right to object at any time to the processing of your personal information for direct marketing purposes. If you object to all direct marketing, we will stop processing your personal information for that purpose.

Where you unsubscribe, withdraw consent or object to marketing, we may retain the minimum information necessary on a suppression or do-not-contact list. This allows us to recognise and continue to respect your preference if we receive your details again in the future.

Telephone marketing

Where we make live B2B marketing calls, we comply with applicable PECR requirements. This includes screening telephone numbers against the Telephone Preference Service (TPS) and Corporate Telephone Preference Service (CTPS), where required, and against our own suppression and do-not-call records.

We will not make live marketing calls to a number where the relevant person or organisation has previously objected to receiving such calls, unless there is a lawful basis permitting the call.

When making a marketing call, Britannic or a service provider acting on our behalf will identify the organisation making the call and provide appropriate contact information.

7. Events and webinars

If you register for a Britannic event, webinar, seminar or other activity, we will use the information you provide to administer your registration, communicate with you about the event and manage your participation.

We may also use information about your participation and professional interests to provide relevant information about Britannic's products, services or future events where permitted by law.

Where an event is delivered jointly with another organisation, we will tell you where your personal information will be shared with that organisation and explain how it will be used.

8. Who we share personal information with

We may share personal information where necessary with:

Britannic employees and authorised personnel who require access to perform their roles;
IT, hosting, cloud and technology providers;
CRM, marketing and communications service providers;
telephone and communications service providers;
organisations providing services as part of a Britannic solution;
payment, banking, credit reference and fraud prevention providers;
professional advisers, including lawyers, auditors, insurers and accountants;
event and webinar service providers;
suppliers and business partners where necessary to provide products or services;
organisations providing sales or business development services on our behalf;
regulators, public authorities, law enforcement agencies and courts where required or permitted by law; and
other organisations where necessary to establish, exercise or defend legal rights.

Where another organisation processes personal information on our behalf, we require it to process that information appropriately and in accordance with applicable data protection requirements.

We do not sell personal information to third parties.

9. Fraud prevention and security

We may use personal information to prevent and detect fraud, misuse of our services, cyber security incidents and other unlawful activity.

Where false or inaccurate information is provided and fraud is suspected or identified, relevant information may be shared with fraud prevention agencies, law enforcement agencies or other appropriate organisations where permitted by law.

This information may also be used where necessary for activities including:

credit checks;
managing payment accounts;
setting up direct debits;
recovering debts;
investigating suspected fraud; and
protecting Britannic, our customers and third parties.

10. International transfers

Some of our suppliers and service providers may process personal information outside the UK.

Where this involves a restricted transfer of personal information under UK data protection law, we will ensure that an appropriate transfer mechanism is in place.

Depending on the circumstances, this may include:

transferring information to a country or organisation covered by UK adequacy regulations;
using an appropriate safeguard recognised under UK data protection law, such as the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses; or
relying on another lawful transfer mechanism or exception where applicable.

Where required, we will carry out the applicable assessment to ensure that the relevant standard of protection is maintained.

You can contact us if you would like further information about the safeguards applying to transfers of your personal information.

11. How long we keep personal information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, regulatory, contractual, accounting, reporting and legitimate business requirements.

The period for which we retain information depends on factors including:

the type of information;
the purpose for which it is used;
the duration of our relationship with you or your organisation;
contractual requirements;
applicable legal or regulatory requirements;
relevant limitation periods;
security and fraud prevention requirements; and
whether the information is required to establish, exercise or defend legal claims.

Our retention periods are defined in our internal records retention requirements.

Where personal information is no longer required, it will be securely deleted, destroyed or anonymised in accordance with our information security and data retention procedures.

Where you have opted out of marketing or objected to direct marketing, limited information may be retained for longer on a suppression list so that we can continue to respect your preference.

12. Keeping your personal information secure

We maintain appropriate technical and organisational measures designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

Our information security arrangements include policies, procedures and controls governing the handling, storage, access, transmission and secure disposal of information.

Access to personal information is restricted to employees, contractors and other authorised parties who require it for legitimate business purposes.

13. Cookies and similar technologies

We use cookies and similar technologies on our website for purposes including operating the website, maintaining security, remembering preferences, understanding how visitors use the website and, where applicable, supporting marketing activities.

Cookies that are not strictly necessary will only be used where permitted by applicable law and, where required, after you have provided consent.

You can manage your cookie choices through our cookie preference tool.

Further information about the cookies and similar technologies we use, their purposes, providers and duration is available in our Cookie Policy.

Salespanel and website visitor analytics

We currently use Salespanel to help us understand website interactions and identify and qualify relevant business leads.

Where information collected through Salespanel or similar technologies constitutes personal information and consent is required, it will only be processed after the appropriate consent has been obtained.

Further information about the specific cookies and tracking technologies used on our website is provided in our Cookie Policy.

14. Call recording

Some telephone calls to or from Britannic may be recorded.

Where calls are recorded, recordings may be used for purposes such as:

providing and managing our services;
maintaining appropriate records;
quality assurance;
training;
resolving queries or disputes;
security and fraud prevention;
demonstrating compliance; and
AI-assisted analysis to help us understand service quality, identify trends and areas for improvement, and improve our customer service and overall customer experience.

Access to call recordings is restricted to authorised personnel and recordings are retained in accordance with our applicable retention requirements.

15. Your data protection rights

Access - request a copy of the personal information we hold about you.

Rectification - ask us to correct personal information that is inaccurate or complete information that is incomplete.

Erasure - ask us to delete your personal information in certain circumstances.

Restriction - ask us to restrict the processing of your personal information in certain circumstances.

Data portability - receive certain personal information in a structured, commonly used and machine-readable format and, where applicable, ask us to transfer it to another organisation.

Object - object to certain processing based on legitimate interests.

Object to direct marketing - object at any time to the processing of your personal information for direct marketing purposes.

Withdraw consent - where we rely on consent, withdraw that consent at any time.

Rights relating to automated decision-making - have rights in relation to certain decisions made solely using automated processing where those decisions have legal or similarly significant effects.

These rights are subject to conditions and exemptions under applicable data protection law and will not apply in every circumstance.

To exercise your rights, please contact GDPR@btlnet.co.uk.

We may need to ask for information to confirm your identity before responding to a request. We will only request information that is reasonably necessary for this purpose.

We will respond within the period required by applicable data protection law.

16. Automated decision-making and profiling

We may use information about your interactions with our website, communications, products, services and marketing content to understand your business interests and identify products, services or content that may be relevant to you. This may include automated lead scoring or categorisation to help us prioritise and tailor our communications.

The results of this activity are used to support our Marketing and Sales teams, who decide whether and how to contact you. We do not make decisions about individuals based solely on automated processing, including profiling, which produce legal effects or otherwise significantly affect them.

If this changes, we will update this Privacy Notice with the information required by applicable data protection law about the logic involved and the significance and likely consequences of that processing.

17. When you need to provide personal information

In some circumstances, we need personal information to:

enter into or perform a contract;
provide products or services;
administer an account;
process payments;
meet legal or regulatory requirements; or
respond to particular requests.

Where information is required and you do not provide it, we may be unable to provide the relevant product or service, enter into a contract or fulfil your request.

Where providing information is optional, we will make this clear where appropriate.

18. Links to other websites

Our website may contain links to websites operated by third parties.

Britannic is not responsible for the privacy practices, content or security of third-party websites. We recommend that you review the privacy information provided by those organisations before providing personal information to them.

19. Complaints

If you have concerns about how Britannic uses your personal information, please contact us so that we have an opportunity to investigate and respond.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection.

Further information about making a data protection complaint is available on the ICO's website.

20. How to contact us

If you have a question about this Privacy Notice, how Britannic uses your personal information, or you wish to exercise one of your data protection rights, please contact:

Compliance Manager
Britannic Technologies Limited
Merrow Business Park
Guildford
Surrey
GU4 7WA
Email: GDPR@btlnet.co.uk
Telephone: 01483 242526

20. Changes to this Privacy Notice

We keep this Privacy Notice under regular review and may update it from time to time to reflect changes to our activities, services, technology or legal and regulatory requirements.

Where appropriate, we will bring material changes to your attention.

This Privacy Notice was last updated: 31st September 2026.

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