Privacy Policy

We respect and value the privacy of our clients, prospective clients, job applicants and our current and former employees, event/training attendees, newsletter subscribers, and everyone who visits our website, www.dbxuk.com (“Our Site”). We will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Information about us

Databasix is a trading name of Get Data Protection Services Limited. Get Data Protection Services Limited is the data controller (ICO registration number ZB642897), a limited company registered in England and Wales under 15292208. Our registered address is Unit B Oakwood, Oakfield Industrial Estate, Eynsham, Witney, OX29 4TH.

To contact us with a data protection query regarding the processing of your personal data, please use the contact us form or email This email address is being protected from spambots. You need JavaScript enabled to view it..

What Is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

Details of our processing

We believe that all these purposes are justified based on our legitimate interests in running and promoting the business, our contractual requirements to deliver the agreed products and services to you, and our legal obligations, the exception is for sending email marketing and collecting non-essential cookies which we rely on consent. If you would like to know more, please read below:

• Clients
• Prospective Clients
• Prospective Employee & Associates
• Event Attendees (Webinar/Best Practice Group)
• E-Newsletter / Blogs / social media
• E-Learning & Online Training Courses
• Website Visitors

Clients

As a client, we will hold the following information about you:

• Contact data: name, title, email address, telephone number(s)
• Organisation data: name, address, email address, telephone number, social media handles.
• Financial data: billing and payment information.
• Profile information: Documents relating to the product(s) and service(s) we are providing, including all communications with you.

We use your Personal Data to meet our contractual requirements to support us in providing our services and delivering our training. We also use your Personal Data as required by law, such as for tax purposes. We also use your information to invoice you, and to keep track of payments that you make.

Prospective Clients

As a prospective client, we will hold the following information about you:

• Your full name, email address and telephone number.
• Information about your business activities, including social media handles.
• Information and documents relating to the service we are providing, including communications with you.

If you make an enquiry to us via email, phone, or the contact us page on our website, we will use this information to follow-up on this enquiry to see if we can help you. This is in our legitimate interest as we grow our business and is of benefit to you linked to resolving the issue you are contacting us about.

Prospective Employees & Associates

As a prospective employee, associate, or subcontractor, we will hold the following information about you:

• Contact details including full name, email address, postal address, and telephone/mobile phone number(s).
• Financial Details, including Bank Account
• Work History & Education Information
• Identification
• Photo for social media and website
• Correspondence data between us.

All the information you provide during the recruitment process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us whether the information is in electronic.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. Upon successful appointment you will receive an employee privacy notice that sets out, in more detail, our processing of your personal data.

Event Attendees (Webinars/Best Practice Group)

When you book onto an in-person workshop or virtual webinar/event, we ask for you to provide us with your name, email address, contact telephone number and payment details (if applicable). We process your details purely for the purpose of administering the workshop/webinar.  If you have attended a previous event/webinar we will invite you to similar events in the future (legitimate interests), and you will have the option to opt-out at any time.

E-Learning and Online Training Courses

When you buy either a e-learning or online training course, we ask you for you to provide us with your email address, full name, organisation name, and telephone number. We process your details purely for the purpose of enrolling you onto the course and processing your payment.  At the end of each course, you will be provided with the option to sign-up for webinars, our monthly newsletter, and our Best Practice Group.

How long will you keep my personal data?

We will not keep your personal data for any longer than is necessary considering the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods:

• Prospective clients: we will retain information about you for the duration of the enquiry, then one year.
• Clients: We will retain information about you for the duration of our relationship with you, then 2 years. We will retain financial records for 6 years, following the end of the current financial year. We need to keep details of financial transactions for 6 years, after the end of the current financial year for tax purposes.
• Prospective Employees/Associates: if you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment.
• Unsuccessful candidates: if you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
• Event attendees, e-learning and online training: We will retain information about your booking/registration for 12-months, at which point we will delete your details.

How and where do you store or transfer my personal data?

We do store some of your personal data in countries outside of the UK. These are known as “third countries”. We will take additional steps to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation as follows:

1. We will only store or transfer personal data in or to countries that are deemed to provide an adequate level of protection for personal data. For further information about adequacy decisions and adequacy regulations, please refer to the Information Commissioner’s Office.
2. We will use specific approved contracts which ensure the same levels of personal data protection that apply under the Data Protection Legislation. For further information, please refer to the Information Commissioner’s Office.

The security of your personal data is essential to us, and to protect your data, we take several important measures, including the following:

1. limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality.
2. procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so.

Do you share my personal data?

We may sometimes contract with the following third parties to supply certain products and services.

1. Xero Accounting Software to manage your billing and payment details. Xero uses servers that are based in the US, therefore personal information is transferred outside of the UK. For more information, please view Xero’s privacy policy here.
2. Apptivo CRM to maintain contact details, project details and proposal details. Apptivo CRM uses servers that are based in the US, therefore personal information is transferred outside of the UK. For more information, please view Apptivo’s privacy policy here.
3. ClickMeeting to manage your registration and attendance. ClickMeeting uses servers that are based within the UK, for more information please view their privacy policy here.
4. Your e-learning registration details are shared with LearnDash who host the Learning Management System (on US-based Servers), for the purpose of enrolling you on to the course and providing you with access to the course contents. You can read their privacy policy here.
5. We use Stripe to process online training courses and the eLearning course payment(s). You can read their privacy policy here.

How do you use cookies?

Our Site may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve our products and services. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and always respected.

All Cookies used by and on Our Site are used in accordance with current Cookie Law.

Before Cookies are placed on your computer or device, you will be shown a pop-up requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended. Our Site uses analytics services provided by Google. Website analytics refers to a set of tools used to collect and analyse aggregated usage information, enabling us to better understand how Our Site is used. This, in turn, enables us to improve Our Site and the products and services offered through it.

The analytics service(s) used by Our Site use(s) Cookies to gather the required information. You do not have to allow us to use these Cookies, however whilst our use of them does not pose any risk to your privacy or your safe use of Our Site, it does enable us to continually improve Our Site, making it a better and more useful experience for you.

The following cookies may be placed on your computer or device:

In addition to the controls that we provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.

You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.

It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.

Your Rights

Under Data Protection Legislation, you have the following rights, which we will always work to uphold when we process your personal data:

• The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the contact details provided at the end of this policy.
• The right to access the personal data we hold about you. The section “How Can I Access My Personal Data?” will tell you how to do this.
• The right to have your personal data rectified if any of your personal data held by us are inaccurate or incomplete. Please contact us using the contact details provided at the end of this policy.
• The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold, in certain circumstances. Please contact us using the contact details provided at the end of this policy to find out more.
• The right to restrict (i.e. prevent) the processing of your personal data.
• The right to object to us using your personal data for a particular purpose or purposes.
• The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
• The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data are processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
• Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

If, at any time, you want to verify, update, or amend your personal data please email This email address is being protected from spambots. You need JavaScript enabled to view it..

You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 18/01/2024.