Who we are
Adept Data Services Ltd provides subscription and circulation software and bureau services to publishers. We're registered in England and Wales (company number 13683172) and our address is Suites 6 & 7, 27-28 Windmill Street, Gravesend, Kent, DA12 1AS.
For the personal data we collect through this website, we're the data controller. We're registered with the Information Commissioner's Office (ICO), registration number CSN0432962.
If you have a question about this policy or your data, email [email protected] or write to us at the address above.
What we collect, and why
When you fill in a form
Our contact and book-a-demo forms ask for some or all of: your name, email address, company, phone number, the product or service you're interested in, the titles you publish and their circulation, your message, and whether you'd like to hear from us about news and events.
We use this to answer your enquiry, arrange a demo if you asked for one, and keep a record of our conversation. When you send a form:
- it's emailed to our team, using our email provider, Mailgun;
- your details and message are added to our customer relationship management (CRM) system so we can follow up and keep track;
- we send you an email to confirm we've received it.
Our legal basis is legitimate interests: you've asked us to get in touch, and we need the details to do that. We'll only send you marketing emails if you tick the box to say you'd like them, and you can unsubscribe at any time.
Stopping spam
To stop automated spam, we limit how many forms can be sent from one place in a short time. We do this with a scrambled (hashed) version of your IP address that can't be turned back into the address. The address itself isn't stored. This is in our legitimate interest in keeping the forms usable.
Security and performance
Our website sits behind Cloudflare, which protects it from attacks and helps pages load quickly. To do that, Cloudflare processes technical information such as your IP address and browser details when you visit. Like most websites, our web server also keeps standard access logs for security and troubleshooting.
Analytics, only if you agree
We use Google Analytics 4 to understand which pages are useful and how people find us, but only if you accept analytics cookies when you first visit. If you don't, Google Analytics doesn't load. You can change your mind at any time. Our cookie policy has the details.
Who we share it with
We don't sell, rent or trade your details. We share them only with the service providers we need to run the website and deal with your enquiry:
- Mailgun, which delivers the emails our forms send;
- our CRM provider, where we keep track of enquiries and customers;
- Cloudflare, for security and performance;
- Google, for analytics, if you've agreed to it.
They act on our instructions and can't use your data for their own purposes. Some of them may process data outside the UK. Where they do, we rely on the safeguards UK law requires, such as adequacy regulations or approved contract terms.
We may also disclose information if the law requires it, for example to the police or another authority with the legal power to ask for it.
How long we keep it
We keep enquiries for as long as we need them to deal with what you asked, and after that as part of our ordinary business records. If you ask us to delete your details, we will, unless we have to keep something for a legal reason.
If you're a client
When we run subscriptions and circulation for a publisher, or a publisher uses our software, we handle their readers' data on their behalf. In that case the publisher is the data controller and we're their data processor, working under the data protection terms in our contract with them. If you're a reader with a question about that data, the publisher you deal with is the best first contact, though we're happy to pass a request on.
Your rights
Under UK data protection law (UK GDPR and the Data Protection Act 2018), you have the right to:
- ask for a copy of the personal data we hold about you;
- ask us to correct anything that's wrong or incomplete;
- ask us to delete your data;
- object to us using your data, or ask us to restrict how we use it;
- ask for your data in a format you can take elsewhere, where that applies;
- withdraw your consent at any time, where we rely on it (for example, marketing emails or analytics).
To use any of these rights, email [email protected]. We may need to check who you are before we act on a request, so we don't hand your data to someone else. We'll reply within one month.
Keeping it secure
Our website is served over an encrypted connection, and we hold Cyber Essentials certification. Access to enquiries is limited to the people on our team who need it.
Complaints
If you're unhappy with how we've handled your data, please tell us first and we'll try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this policy
We review this policy when the way the website works changes, or when the law does. The current version is always on this page.