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Privacy Policy – Cygnentic Ltd

Last Updated: 22 October 2025 ver1.1

1. Our Commitment to Your Privacy

Cygnentic Ltd ("we", "us", "our") is committed to protecting and respecting your privacy. This policy explains how we collect, use, and protect any personal data you provide to us when you use this website.

We are the Data Controller for any personal data we collect from you or about you. We are registered with the Information Commissioner's Office (ICO), the UK's data protection regulator.

Our company details are:

• Company Name: Cygnentic Ltd

• Company Number: 16650694

• Contact Email: compliance@cygentic.co.uk]

2. The Data We Collect About You

We may collect, use, store, and transfer different kinds of personal data about you, which we have grouped as follows:

• Identity Data: Includes first name, last name, or similar identifiers.

• Contact Data: Includes email address, telephone numbers, and company name.

• Technical Data: Includes your Internet Protocol (IP) address, browser type and version, time zone setting and location, and other technology on the devices you use to access this website.

• Usage Data: Includes information about how you use our website, products, and services.

• Marketing and Communications Data: Includes your preferences in receiving marketing from us and your communication preferences.

We do not collect any Special Categories of Personal Data (e.g., details about your race, religion, health, or sexual orientation) via this website.

3. How We Collect Your Data

We use different methods to collect data from and about you:

• Direct Interactions: You may give us your Identity and Contact Data by filling in forms on our website (e.g., our "Contact Us" form) or by corresponding with us by post, phone, or email.

• Automated Technologies: As you interact with our website, we automatically collect Technical and Usage Data. We collect this data by using cookies and similar technologies. Please see our Cookie Policy for further details.

4. How We Use Your Data (Our Lawful Basis)

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Purpose / Activity

Type of Data

Lawful Basis for Processing

To respond to your inquiries (e.g., via our contact form).

Identity, Contact

Legitimate Interest (to respond to you and grow our business).

To manage and protect our website (including troubleshooting, data analysis, and security).

Identity, Contact, Technical

Legitimate Interest (to run our website and ensure its security).

To analyse and improve our website (using analytics to understand how visitors use the site).

Technical, Usage

Legitimate Interest (to improve our services and user experience).

To send you marketing communications (e.g., newsletters or service updates that you have requested).

Identity, Contact, Marketing

Consent (which you can withdraw at any time).

5. Data Sharing and Third Parties

We will not sell or rent your personal data to third parties. We may have to share your data with the following categories of third parties for the purposes set out above:

• IT Service Providers: Such as our website hosting provider, IT support, and cloud service providers (e.g., Microsoft 365, Google Workspace).

• Analytics Providers: Such as Google Analytics, to help us understand website traffic.

• Professional Advisers: Including our lawyers, bankers, and accountants who provide consultancy, banking, legal, and accounting services.

• Third-Party Partners: If you request an introduction to one of our specialist partners, we will only share your contact details with that partner after obtaining your explicit consent to do so.

• Regulators and Authorities: If we are required by law to do so.

6. International Transfers

Some of our third-party providers (e.g., analytics or cloud services) may be based outside the UK. When we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• The country has been deemed to provide an adequate level of protection for personal data by the UK.

• We use specific contracts approved by the UK which give personal data the same protection it has in the UK (known as Standard Contractual Clauses).

7. Data Security

We have put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way. We limit access to your personal data to those employees and third parties who have a business need to know.

8. Data Retention

We will only retain your personal data for as long as is reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements.

• Data from contact form inquiries will typically be retained for 24 months after our last communication with you.

• Data held for legal or financial record-keeping will be retained for 6 years after the end of the relevant financial year.

9. Your Legal Rights

Under UK data protection law, you have rights in relation to your personal data. These include the right to:

• Request Access: To a copy of the personal data we hold about you.

• Request Rectification: To correct any inaccurate or incomplete data.

• Request Erasure: To ask us to delete your personal data (the "right to be forgotten").

• Object to Processing: Where we are relying on a legitimate interest.

• Request Restriction: To suspend the processing of your data.

• Request Data Portability: To receive your data in a machine-readable format.

• Withdraw Consent: At any time, where we are relying on consent to process your data.

To exercise any of these rights, please contact us at compliance@cygentic.co.uk.

10. Cookies

Our website uses cookies to distinguish you from other users. This helps us to provide you with a good experience and to improve our site. For detailed information on the cookies we use and the purposes for which we use them, please see our Cookie Policy [Link to your Cookie Policy page].

11. How to Complain

If you have any concerns about our use of your personal information, you can make a complaint to us at feedback@cygentic.co.uk

You also have the right to lodge a complaint with the UK's data protection regulator, the Information Commissioner's Office (ICO).

• Website: https://www.ico.org.uk

• Helpline: 0303 123 1113

12. Changes to This Privacy Policy

We keep our privacy policy under regular review. Any updates will be posted on this page. This policy was last updated on the date shown at the top.

Terms of Service – Cygnentic Ltd

Last Updated: 22 October 2025 Ver1.1

Welcome to Cygnentic Ltd. These Terms of Use ("Terms") govern your access to and use of our website, located at www.cygentic.co.uk By accessing or using this Website, you agree to be bound by these Terms.

1. About Us

This Website is owned and operated by Cygnentic Ltd, a company registered in England and Wales (Company Number: 16650694) 

2. Disclaimer of Professional Advice

The content on this Website, including but not limited to blog posts, articles, and service descriptions, is provided for general informational purposes only. It does not constitute technical, financial, legal, or professional advice and is not a substitute for bespoke advice from a qualified professional. You must not rely on the information on this Website as an alternative to seeking professional consultation.

3. Intellectual Property

All content, logos, graphics, and trademarks on this Website are the property of Cygnentic Ltd or its licensors and are protected by UK and international intellectual property laws. You may not reproduce, distribute, or use any content without our express written permission.

4. Acceptable Use

You agree not to use this Website in any way that:

• Is unlawful, fraudulent, or harmful.

• Attempts to gain unauthorised access to our servers, or introduces viruses or other malicious code.

• Damages or impairs the availability or accessibility of the Website.

5. Limitation of Liability

To the fullest extent permitted by law, Cygnentic Ltd shall not be liable for any loss or damage (whether direct, indirect, or consequential) arising from your use of this Website or your reliance on any information it contains. This does not limit our liability for death, personal injury, or fraud, which cannot be excluded by law.

6. Third-Party Links

This Website may contain links to external websites that are not operated by us. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party sites.

For your convenience, our Website may also refer to or link to our preferred specialist partner, DLG Computers Ltd (Company number 12411732).

Disclaimer of Third-Party Liability: Any links, referrals, or mentions of third parties, including DLG Computers Ltd, are provided for informational purposes only. Cygnentic Ltd accepts no liability whatsoever for the products, services, actions, or omissions of any third party. Your engagement with any third party is entirely at your own risk and is subject to their own separate terms and conditions.

7. Governing Our Professional Services

These Terms govern your use of the Website only. The provision of all professional services by Cygnentic Ltd, including consultancy, cyber security, and managed services, is governed by a separate Master Services Agreement (MSA), which is provided to all clients before an engagement begins.

8. Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales. Any disputes relating to these Terms will be subject to the exclusive jurisdiction of the courts of England and Wales.

9. Contact Us

If you have any questions about these Terms, please contact us at  compliance@cygentic.co.uk