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How Intelance Digital Enablement Services Ltd collects, uses and protects personal data, under the UK GDPR, the Data Protection Act 2018 and PECR. Written in plain English to be read. Last updated 08 December 2025.
The full policy below is the binding version. This is what it says, in six lines.
We collect what you give us. Details from enquiries, engagements, applications and basic site analytics. Nothing gathered for its own sake.
We use it for clear purposes. Responding to you, delivering engagements, running the firm and meeting legal duties, each with a legal basis set out below.
We do not sell or rent personal data. Sharing is limited to staff, named service providers and legal requirements.
Marketing is easy to leave. Every marketing email has an unsubscribe link, or one message to info@intelance.co.uk stops it.
We keep data only as long as needed. Retention periods are published in section 9.
You are in control. Your UK GDPR rights are in section 12, and if we cannot resolve a concern you can go to the ICO.
We take your privacy and the security of your personal data very seriously.
This Privacy Policy explains how Intelance Digital Enablement Services Ltd (“Intelance”, “we”, “us”, “our”) collects, uses, shares, and protects personal data when you:
Visit or use our websites, including https://www.intelance.co.uk and any sub-domains
Contact us about our services
Work with us as a client, supplier, partner, or job applicant.
We process personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
Intelance Digital Enablement Services Ltd is a UK consultancy focused on:
Enterprise Architecture and digital transformation
Cybersecurity, data protection, and compliance
Artificial Intelligence strategy, AI governance, and EU AI Act readiness.
We are registered in England and Wales with Company No. 10817537. Our registered office is:
Rourke House, Watermans Business Park, The Causeway,
Staines-upon-Thames, Staines, United Kingdom, TW18 3BA.
We are the data controller for the personal data described in this Privacy Policy.
General privacy queries: info@intelance.co.uk
Postal address: Intelance Digital Enablement Services Ltd, Rourke House, Watermans Business Park, The Causeway, Staines-upon-Thames, TW18 3BA, United Kingdom
We are registered with the UK Information Commissioner’s Office (ICO) as a data controller.
This Privacy Policy applies to:
Visitors to our websites and online content
Individuals who contact us by email, web form, phone, or social media
Prospective and existing clients and their staff
Suppliers, partners, and independent consultants
Job applicants who apply through our careers portal or directly.
If you are an employee of a client, supplier, or partner, this notice works alongside any privacy information provided by your employer.
We only collect personal data that we genuinely need for clear purposes.
When you visit or use our websites, we may collect:
Name and contact details when you submit a form
Email address and phone number
Company name and job title
Your communication preferences
IP address and approximate location
Device and browser information
Usage data such as pages viewed, links clicked, and time on site
Cookie, pixel, and tracking data (see Section 6).
When you engage with Intelance as a prospective or existing client, we may collect:
Your name, business contact details, and role
Organisation name, sector, and location
Records of communications and meetings
Information you share about your current architecture, systems, risks, and objectives
Proposal, contract, and billing information
Project documentation that may include limited personal data about your staff or stakeholders where required for delivery.
For suppliers, partners, and consultants, we may collect:
Name and contact details
Organisation, role, and professional background
Bank and payment details for invoicing and payments
Contract information and due diligence records.
If you apply for a role at Intelance, we may collect:
CV, cover letter, and application form data
Employment history, qualifications, and references
Interview notes and assessment results
Salary expectations and notice period
Optional equal opportunities information where you choose to provide it.
We do not intentionally collect special category personal data (such as health, ethnicity, or biometric data) through our marketing websites. If special category data becomes relevant in a client engagement or HR context, we handle it under strict contractual, legal, and technical controls.
Our free online tools run entirely in your browser and do not send us your answers. If you choose to have a tool result emailed to you, we collect your email address and the result you asked us to send, and we use them only to deliver that report. If you also tick the benchmark box, we store your answers in anonymised form and may use them in aggregated comparisons, and this is done only with your consent, which you can withdraw by contacting us. If you tick the box asking for occasional insights, we will email you no more than monthly and every email includes a way to opt out. Tool report requests are kept for no longer than 24 months.
We collect personal data from several sources:
Directly from you when you contact us, attend meetings, join events, or work with us
Automatically when you browse our websites (via cookies, logs, and analytics tools)
From your colleagues or employer when they list you as a contact or project stakeholder
From publicly available sources such as LinkedIn, professional directories, and your company website
From recruitment platforms, agencies, and referees when you apply for a role.
We use personal data only where we have a clear purpose and a lawful basis under UK GDPR.
What we do
Respond to questions and requests
Arrange introductory calls and workshops
Send information you ask for about our services.
Legal basis
Legitimate interests (running and growing our business)
Contract (taking steps at your request before entering into a contract).
What we do
Set up and manage client accounts
Deliver consulting and advisory services in enterprise architecture, cybersecurity, AI, and related areas
Manage projects, stakeholders, and change activities
Record decisions, risks, and actions.
Legal basis
Contract (performing a contract with your organisation)
Legitimate interests (delivering professional services to our clients).
What we do
Register attendees
Send joining instructions and follow-up materials
Record attendance and gather feedback.
Legal basis
Contract (providing the event you have registered for)
Legitimate interests (communicating with interested professionals).
What we do
Send insight articles, newsletters, and invitations that relate to our services
Build segmented contact lists (for example, by role, sector, or interests)
Measure email engagement and improve our content.
Legal basis
Consent where required (for example, certain email marketing)
Legitimate interests for relevant B2B marketing to existing or prospective clients, where this is permitted.
You can opt out of marketing at any time (see Section 7).
What we do
Analyse how visitors use our websites
Monitor site performance, errors, and security events
Improve navigation, content, and user experience
Detect and prevent abuse or attacks.
Legal basis
Legitimate interests (maintaining a secure and effective website and services).
What we do
Process applications and CVs
Assess candidates and arrange interviews
Collect references where applicable
Keep limited records for future opportunities (where appropriate).
Legal basis
Contract (pre-contract steps at your request)
Legitimate interests (recruiting the right people for our team)
Legal obligations (for example, right to work checks where required).
What we do
Maintain business and financial records
Manage disputes and legal claims
Comply with tax, regulatory, and professional obligations
Support audits, insurance, and risk management.
Legal basis
Legal obligation
Legitimate interests (protecting our rights and managing risk).
We sometimes use AI-powered tools to support internal tasks, such as summarising long documents, drafting text, and helping with research.
When these tools may interact with personal data, we:
Limit the personal data we use to what is strictly necessary
Prefer enterprise-grade tools that provide strong security and clear data protection commitments
Configure tools so that providers do not use our client or prospect data to train public models, wherever this option is available
Keep a human in the loop for all decisions that affect individuals.
Legal basis
The same legal basis that applies to the original processing, typically contract or legitimate interests.
We do not use AI tools to make decisions about individuals that are based solely on automated processing and that have legal or similarly significant effects.
Our websites use cookies and similar technologies to:
Make the sites work properly
Remember your preferences (for example, cookie choices)
Understand how visitors use our content
Improve our marketing and campaigns.
We group cookies into:
Strictly necessary cookies
Required for the site to function and for security. These are always on.
Analytics cookies
Help us understand how the site is used, so we can improve the content and structure.
Marketing cookies
Used in limited cases to measure the performance of campaigns and refine our messaging.
When you first visit our website, you will see a banner that lets you accept or reject non-essential cookies. You can change your cookie preferences at any time through the banner or your browser settings.
For more detail about the cookies we use, please refer to our Cookie Policy which sits alongside this Privacy Policy.
If you subscribe to updates, download certain content, attend our events, or are a relevant business contact, we may send you emails about:
New articles, insights, and case studies
Events, webinars, or roundtables
Service updates and related offers.
You can stop receiving marketing emails at any time by:
Clicking the unsubscribe link in any marketing email, or
Emailing us at info@intelance.co.uk.
If you opt out of marketing, we may still contact you with important service messages where you are involved in an active project or contract.
Our core IT systems and service providers may store or process personal data in the United Kingdom, the European Economic Area (EEA), and other countries.
Where personal data is transferred outside the UK and EEA, we ensure that one of the following applies:
The destination country has an adequacy decision from the UK Government, or
We have appropriate safeguards in place, such as:
The UK International Data Transfer Agreement (IDTA), or
Standard Contractual Clauses (SCCs) approved by the UK or EU.
You can contact us for more details about the specific safeguards that apply to your data.
We keep personal data only for as long as we need it for the purposes described above, and in line with our retention schedule.
Typical retention periods are:
Enquiries that do not become clients: up to 12 months
Client files (including project records and key correspondence): normally 7 years after the end of the relationship, for legal and accounting reasons
Marketing contact details: until you opt out or we identify that you have been inactive for a significant period
Recruitment records (unsuccessful candidates): usually up to 12 months, unless you ask us to keep your details for longer in a talent pool
Supplier and partner records: for the duration of the relationship and a reasonable period afterwards.
Some data may be stored in secure backups beyond these periods for business continuity, but access is tightly restricted and data is only restored where necessary.
We do not sell or rent your personal data.
We share personal data only with:
Intelance staff and consultants
On a strict need-to-know basis to deliver services and run our business.
Service providers (processors) that support our operations, for example:
Cloud productivity and email providers (such as Microsoft 365)
Website hosting and infrastructure (such as SiteGround)
CRM and marketing automation platforms
Web analytics and optimisation tools
Recruitment, HR, and payroll platforms
IT support, security, and monitoring providers.
Professional advisers and auditors
For example, accountants, lawyers, and compliance advisers.
Clients and project partners
Where necessary as part of a consulting engagement, usually under contract and controlled access.
Regulators, authorities, and law enforcement
Where we are legally required to share data, or where it is necessary to establish, exercise, or defend legal claims.
Business transfers
If Intelance undergoes a merger, acquisition, or business restructuring, personal data may be transferred to the new entity. We will ensure that your rights continue to be protected and that you are informed where required.
All service providers acting as processors are required to sign appropriate data protection terms and to apply suitable technical and organisational measures to protect personal data.
We apply a layered approach to security and align our controls to recognised standards such as ISO 27001.
Our measures include:
Microsoft 365 enterprise-grade encryption and security controls
Role-based access with least-privilege principles
Endpoint protection, monitoring, and central device management
Secure configuration and hardening of servers and cloud services
Regular patching, vulnerability management, and technical reviews
Logging and audit trails for key systems
Staff training on information security and data protection
Clear incident response and escalation procedures.
We are accredited to Cyber Essentials and IASME Level 1 and are working towards full ISO 27001 certification.
If you suspect any unauthorised access to or misuse of your personal data in connection with Intelance, please contact us immediately at info@intelance.co.uk.
You have the following rights in relation to your personal data:
Right of access – to ask for a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to ask us to delete your personal data in certain circumstances.
Right to restriction – to ask us to restrict how we use your data in certain cases.
Right to object – to object to certain types of processing, including direct marketing.
Right to data portability – to receive your personal data in a structured, commonly used, machine-readable format and to transmit it to another controller, where applicable.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.
To exercise any of these rights, please contact us at info@intelance.co.uk. We may need to verify your identity before acting on your request.
We aim to respond to all valid requests within one month. If the request is complex or you have made several requests, this may take longer, but we will keep you informed.
We do not use your personal data to make decisions that are based solely on automated processing and that produce legal or similarly significant effects for you.
We may carry out limited profiling for business-to-business marketing, for example:
Grouping contacts by sector, role, or activity level
Prioritising follow-up to organisations that are most likely to benefit from our services.
You can object to this profiling at any time by contacting us.
Our websites, services, and events are aimed at adult professionals.
We do not knowingly collect personal data about children under the age of 16. If you believe that a child has provided us with personal data, please contact us so that we can investigate and delete the data where appropriate.
Our website may contain links to third-party websites, plug-ins, or applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you.
We are not responsible for the privacy practices or content of those third-party websites and services. We encourage you to read the privacy notices of every website you visit before providing any personal data.
We may update this Privacy Policy from time to time to reflect changes in law, guidance, technology, or how we operate.
When we make changes, we will:
Update the “Last updated” date at the top of this page, and
Where the changes are significant, provide a clear notice on our website or contact you directly where appropriate.
Please check this page from time to time to stay informed about how we handle personal data.
If you have any questions about this Privacy Policy or how we process personal data, please contact us at:
Email: info@intelance.co.uk
Post: Intelance Digital Enablement Services Ltd,
Rourke House, Watermans Business Park, The Causeway,
Staines-upon-Thames, TW18 3BA, United Kingdom.
You also have the right to raise concerns with the UK Information Commissioner’s Office (ICO):
Website: https://www.ico.org.uk
Telephone: 0303 123 1113
We would welcome the chance to resolve your concerns before you contact the ICO, so please contact us first if you can.
1. How does Intelance use my personal data when I submit an enquiry?
We use the details you provide to respond to your enquiry, record the interaction in our CRM, and follow up where it is reasonable to do so. If you become a client, your details will form part of the client file. If not, we usually keep enquiry records for up to 12 months.
2. Does Intelance share my personal data with third parties?
We only share your data with trusted service providers, professional advisers, clients, and authorities where this is necessary and lawful. We do not sell or rent your personal data.
3. Where does Intelance store my personal data?
We store personal data in secure cloud systems hosted in the UK, the EEA, and in some cases other countries that provide adequate protection or appropriate safeguards. Key platforms include Microsoft 365 for productivity and SiteGround for web hosting.
4. Does Intelance use AI tools to process personal data?
We may use AI-powered tools to help with internal tasks such as summarising documents or drafting content. We minimise the personal data we enter into these tools, select providers with strong security commitments, and configure settings so that providers do not use our client and prospect data to train their public models where this option is available. All decisions that affect individuals remain human-led.
5. How can I stop receiving marketing emails from Intelance?
You can click the unsubscribe link in any marketing email or contact us at info@intelance.co.uk. We will stop sending marketing messages but may still contact you with important service information where we are working with you.
6. I work for an Intelance client. Where can I find out more about how my data is used?
Your employer’s privacy information will cover how it uses your data and how it shares it with Intelance. This Privacy Policy explains how Intelance then processes that data to deliver our services. If you have questions, you can contact both your employer and Intelance.