1.1 The website www.thedatacity.com (the “Site”) is operated by Data City Innovations Ltd (“we”, “us”, “our”), a company incorporated in England and Wales under company number 10958787. Our registered office is Consort House, 12 South Parade, Leeds, LS1 5QS. 

1.2 We are committed to protecting your privacy and complying with our obligations under the Data Protection Act 2018, the UK General Data Protection Regulation (UK GDPR), and all other applicable UK data protection legislation (together, “Data Protection Law”). 

1.3 This policy applies to personal data collected through the Site only.  

1.4 When you interact with the Site, we act as the data controller of your personal data. This means we determine the purposes and means of processing your personal data and are responsible for it. 

1.5 We may update this policy from time to time. Any changes will be posted on this page with an updated date at the top. We encourage you to review it periodically.

2. Who to Contact

2.1 Our data protection contact is James Bell. If you have any questions about this policy or wish to exercise your data rights, please contact us at: 

• Email: [email protected] 

• Post: Data City Innovations Ltd, Consort House, 12 South Parade, Leeds, LS1 5QS 

2.2 If you are unhappy with how we handle your personal data, you have the right to complain to the Information Commissioner’s Office (ICO): 

• Website: https://ico.org.uk/make-a-complaint 

• Telephone: 0303 123 1113

3. What Personal Data We Collect and Why

3.1 We collect personal data in the following circumstances. The table below sets out the category of data, the purpose for which we collect it, our lawful basis under UK GDPR, and how long we retain it. 

Category of personal data	What it includes	Purpose	Lawful basis	Retention period
Enquiry and contact data	Name, work email address, organisation name, message content — submitted via contact, demo request or free trial forms	To respond to your enquiry; to provide information about our products and services; to follow up on your request	Legitimate interests (responding to business enquiries and pursuing potential commercial relationships)	3 years from last contact, or until you request deletion
Marketing data	Name, work email address, organisation name	To send you information about our products, services, reports and events by email, where you have submitted a form and been informed of this use	Legitimate interests (direct marketing to business contacts who have expressed interest in our services), subject to your right to opt out at any time	3 years from last engagement, or until you unsubscribe or request deletion
Newsletter subscribers	Name (if provided), work email address	To send our monthly newsletter	Legitimate interests (keeping interested parties informed of our work and publications)	Until you unsubscribe or request deletion
Job applicant data	Name, contact details, CV and application information submitted via our website	To assess your application and progress it through our recruitment process	Legitimate interests (recruitment and selection)	Held only for the duration of the active recruitment process, then deleted. Unsuccessful applicant data is not retained beyond the process.
Website usage and analytics data	IP address (anonymised), browser type, pages visited, time on site, referral source	To understand how the Site is used and to improve it	Legitimate interests (maintaining and improving our website)	Stored anonymously in Google Analytics; not linked to identified individuals
Cookie and tracking data	See our Cookie Policy for full details	To analyse site usage; to understand the effectiveness of our marketing; to improve user experience	Consent (where required) / Legitimate interests (analytics)	See Cookie Policy

 

3.2 Marketing communications and opt-out. When you submit a form on our Site, you will be informed at the point of submission that your information may be used to contact you about our products and services. You can opt out of marketing communications at any time by clicking the unsubscribe link in any email we send you, or by contacting us at [email protected]. We will process your opt-out promptly. 

3.3 Job applications. Application data submitted via the Site is captured in a private board on Monday.com. Access is restricted to those directly involved in the recruitment process and our COO only. Data is deleted at the conclusion of the relevant recruitment process. 

3.4 This Site is not intended for use by individuals under the age of 16. We do not knowingly collect personal data from children.

4. Cookies and Tracking Technologies

4.1 We use the following types of cookies and tracking technologies on the Site: 

Technology	Provider	Purpose	Basis
Analytics cookies	Google Analytics	To measure and analyse how visitors use the Site	Legitimate interests (anonymised analytics)
Session recording	Hotjar	To record anonymised user sessions and generate heatmaps to improve site design and usability	Consent
Marketing tag	LinkedIn Insight Tag	To measure the effectiveness of LinkedIn advertising campaigns and to enable LinkedIn-based retargeting	Consent
Marketing pixel	Meta Pixel	To measure the effectiveness of advertising on Meta platforms and to enable audience targeting	Consent

 

4.2 You can manage your cookie preferences at any time – for full details of the cookies we use, please see our Cookie Policy at [www.thedatacity.com/cookie-policy].

5. Third-Party Tools and Data Sharing

5.1 We use third-party tools to operate the Site and manage our marketing and sales activities. Where these tools process personal data on our behalf, they act as our data processors and are bound by appropriate data processing agreements. 

Third party	Role	Purpose
HubSpot	Data processor	CRM, marketing automation, and form submission management
Google Analytics	Data processor	Website analytics (anonymised)
Hotjar	Data processor	Session recording and heatmaps
LinkedIn	Data processor	Marketing campaign measurement and retargeting
Meta	Data processor	Marketing campaign measurement and retargeting
Monday.com	Data processor	Recruitment application management
YouTube (Google)	Third-party controller	Embedded video content; subject to Google’s own privacy policy

 

5.2 We do not sell your personal data to third parties. 

5.3 We may share your personal data with the following categories of third party where necessary: 

• Our employees, contractors and professional advisers, to the extent necessary for the operation of our business; 

• Government bodies, regulators or law enforcement agencies where required or permitted by law; 

• A prospective purchaser or new owner of our business, in the event of a sale or transfer of the business. 

5.4 International transfers. Some of our third-party processors (including HubSpot, Google, Meta and LinkedIn) may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK GDPR, including reliance on the UK’s international data transfer mechanisms. 

5.5 Embedded YouTube content. Our Site contains embedded YouTube videos. When you interact with embedded YouTube content, Google may collect data about you in accordance with its own privacy policy. We recommend reviewing Google’s privacy policy at policies.google.com/privacy.

6. Your Rights

6.1 Under Data Protection Law you have the following rights in relation to your personal data: 

Right	What it means
Access	To request a copy of the personal data we hold about you
Rectification	To request that we correct inaccurate or incomplete personal data
Erasure	To request that we delete your personal data in certain circumstances
Restriction	To request that we limit how we use your personal data in certain circumstances
Portability	To receive your personal data in a structured, machine-readable format in certain circumstances
Objection	To object to our processing of your personal data where we rely on legitimate interests
Withdraw consent	To withdraw consent at any time where we rely on consent as our lawful basis

 

6.2 To exercise any of these rights, please contact us at [email protected]. We will respond within one month of receiving your request. We may ask you to verify your identity before acting on your request. 

6.3 These rights are not absolute and may be subject to limitations under Data Protection Law in certain circumstances.

7. Data Security

7.1 We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction or alteration. Access to personal data is restricted to those who need it for legitimate business purposes. 

7.2 While we take reasonable steps to protect your data, no transmission over the internet is entirely secure. You provide your data at your own risk.

8. Data Retention

8.1 We retain personal data only for as long as is necessary for the purposes for which it was collected, as set out in the table at section 3 above. When personal data is no longer required, we securely delete or anonymise it.

9. Links to Other Websites

9.1 The Site may contain links to third-party websites. We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies before providing any personal data to them. 

10. Governing Law

10.1 This policy is governed by the laws of England and Wales.