Privacy and Customer Data Protection Policy

This privacy notice was last updated on 18th June 2025

Customer Data Protection Statement (Overview)

This statement explains what information we may collect about you, your business, how we may use it, and the steps we take to ensure that it is kept secure. We also explain your rights in respect of your personal and company data.

Domainex’s Approach to Privacy and Data Protection

Domainex Ltd takes your privacy very seriously and is committed to protecting your and your Company’s information.  This policy sets out the way in which any personal or company information you provide to us is used and kept secure by Domainex Ltd.  It applies whenever we collect your personal or company data (including when you use our website or other digital platforms), so please read it carefully.   

How to contact us about your personal or company data

If you have any questions about this policy or about your personal or company data, please email us at DataProtectionOfficer@domainex.co.uk or write to us at the following address: Data Protection Officer, Domainex Ltd. Chesterford Research Park, Little Chesterford, Saffron Walden, Essex CB10 1XL. 

Information we collect and what we use it for

All personal or company information that we collect about you or your company will be recorded, used, and protected by us in accordance with applicable data protection legislation and this policy.  We may supplement the information that you provide with other information that we obtain from our dealings with you.

In broad terms, we use your data for the following purposes:

• to administer and provide products and services you request or have expressed an interest in;
• to enable us to administer any offers/promotions which you enter into;
• to communicate with you in the event that any products or services you have requested are unavailable or we are unable to fulfil;
• for fraud screening and prevention purposes;
• for record keeping purposes;
• to carry out market research so that we can improve the products and services we offer;
• to personalise and / tailor any communications that we may send you in the future.

When we provide you with products or services we need to collect and may store any personal or company information that you provide to us. We may, for example, keep a record of your name, address, delivery address, email address, telephone number and company name.

When you register to receive marketing communications from us, fill in one of our forms (whether online or offline) or otherwise expressly provide us with your personal information, we may collect and store any personal information that you provide to us and may use it to personalise and improve your experience on our digital platforms, provide products and services you request from us, and carry out market research.

When you interact with our digital platforms, we may also automatically collect the following information about your visit.  This is primarily to help us better understand how our customers use our digital platforms to enable us create better content and more relevant communications:

• how you have reached our digital platform and the internet protocol (IP) address you have used;
• your journey through our digital platform, including which links you click on and any searches you made, how long you stayed on a page, and other page interaction information;
• Which videos you have watched and for how long;
• Which adverts you saw and responded to;
• Which pop up or push messages you might have seen and responded to.

We may also infer your country of location from the IP address you have used to access our digital platforms and we may analyse which marketing activity led to your taking specific action on our digital platforms (e.g. downloading brochures from our website).

Disclosure of your information

In order to provide our products and services to you or to otherwise fulfil contractual arrangements that we have with you, we may need to appoint other organisations to carry out some of the data processing activities on our behalf. These may include, for example, payment processing organisations, delivery organisations, fraud prevention and screening and credit risk management companies, and mailing houses.

We may share your data with advertising networks and/or social media platforms for the purposes of selecting and serving relevant adverts to you via those networks/platforms, and to search engine and analytics providers.

We may share your data with third parties (a) if we are under a legal or regulatory duty to do so, (b) if it is necessary to do so to enforce our terms and conditions or other contractual rights, (c) to lawfully assist the police or security services with the prevention and detection of crime or terrorist activity, (d) where such disclosure is necessary to protect the safety or security of any persons, and/or (e) otherwise as permitted under applicable law.

Transfer of Data Outside the UK and EEA

Some of the bodies to which we may disclose your personal information, are situated outside of the United Kingdom and European Economic Area in countries which may not have laws that protect privacy rights as extensively as in the United Kingdom.  If we do transfer your personal information to other territories, we will take proper steps to ensure that your information is protected in accordance with this privacy policy.

We very rarely, if ever, disclose personal information to 3rd parties. In all instances where we may disclose your information to third parties for legitimate business interests, we will ensure that your information is appropriately protected.

Cookies

In common with many website operators, we use standard technology called 'cookies' on our website. Cookies are small pieces of information that are stored by your browser on your computer's hard drive and are used to record how you navigate this website on each visit. 

Monitoring

We may monitor or record telephone calls for security purposes and to improve the quality of services that we provide to you.   Please note that for your safety and security, CCTV is in operation in all of our premises. 

More about your information - your rights

You may correct or update your personal or company information at any time by emailing us at DataProtectionOfficer@domainex.co.uk.  Please include your name, company name, address and email address when you contact us as this helps us to ensure that we accept amendments only from the correct person. We encourage you to promptly update your personal information if it changes.

We will securely retain your information for as long as is reasonably necessary and in accordance with applicable law. If you wish to submit a request that your data be deleted, please write to us at the above address.  You have the right to receive a copy of the personal information that we hold about you. Please write to us at the address above if you wish to exercise this right. We may charge a small fee towards the cost of administering any request you make. The current fee is £20.00.

Changes to this policy

To uphold our commitment to continuous improvement, from time to time we may change this policy without prior notice. We recommend that you check our website periodically in order to review the latest version.

Where to make a complaint

If you have a complaint regarding any aspect of your personal data or this policy, please write to us at our Head Office in Great Chesterford, Saffron Walden on the address provided above.

If you are still not satisfied with the outcome of your complaint, you may write to the Information Commissioner's Office at the following address:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Customer Data Protection Statement (Detailed)

Domainex Ltd takes your privacy very seriously and is committed to protecting your personal and company information. This policy sets out the way in which any personal information you provide to us is used and kept secure by Domainex Ltd.   It applies whenever we collect your personal or company data (including when you use our website or other digital platforms), so please read it carefully.

An overview of data protection

General information

The following information will provide you with an easy to navigate overview of what will happen with your personal or company data.  The term “personal data” comprises all data that can be used to personally identify you. 

Data recording on our website

Who is the responsible party for the recording of data on our website? 

The data on the Domainex website is processed by the operator of the website, whose contact information is:
Sciad Communications Ltd
66-67 Newman Street,
London, W1T 3EQ
United Kingdom
Email: hello@sciad.com
Tel: +44 (0)20 3405 7892

How do we record your data?

We collect your data as a result of your sharing of your data with us. This may, for instance be information you enter when you contact Domainex Ltd.   

What are the purposes we use your data for?

Your data may be used to analyse your user patterns.

What rights do you have as far as your information is concerned?

You have the right to receive information about the source, recipients and purposes of your archived personal data at any time without having to pay a fee for such disclosures. You also have the right to demand that your data are rectified or eradicated. If you have consented to data processing, you have the option to revoke this consent at any time, which shall affect all future data processing.

Moreover, you have the right to demand that the processing of your data be restricted under certain circumstances. Furthermore, you have the right to log a complaint with the competent supervising agency.   Please do not hesitate to contact us at any time if you have questions about this or any other data protection related issues.

Storage duration

Unless a more specific storage period has been specified in this policy, your personal data will remain with us until the purpose for which it was collected no longer applies. 

If you assert a justified request for deletion or revoke your consent to data processing, your data will be deleted, unless we have other legally permissible reasons for storing your personal data (e.g. tax or commercial law retention periods); in the latter case, the deletion will take place after these reasons cease to apply.

Designation of a data protection officer as mandated by law

We have appointed a data protection officer for our company, dataprotectionofficer@domainex.co.uk

The details are as follows:
Data Protection Officer
Domainex Ltd.
Chesterford Research Park
Little Chesterford
Saffron Walden
Essex
CB10 1XL

Revocation of your consent to the processing of data

A wide range of data processing transactions are possible only subject to your express consent. You can also revoke at any time any consent you have already given us. This shall be without prejudice to the lawfulness of any data collection that occurred prior to your revocation.

Right to object to the collection of data in special cases; right to object to direct advertising (Art. 21 GDPR)

In the event that data is processed on the basis of article 6, section 1 of the GDPR regulations, you have the right to at any time object to the processing of your personal data based on grounds arising from your unique situation.   

This also applies to any profiling based upon these provisions. To determine the legal basis on which any processing of data is based, consult our data protection declaration – if you log an objection, we will no longer process your affected personal data, unless we are in a position to present compelling protection worthy grounds for the processing of your data that outweigh your interests, rights and freedoms or if the purpose of the processing is the claiming, exercising or defence of legal entitlements (objection pursuant to article 21, section 1, GDPR regulations).

If your personal data is being processed in order to engage in direct advertising, you have the right to at any time, objects the processing of your affected personal data for the purposes of such advertising. This also applies to profiling to the extent that it is affiliated with such direct advertising. If you object, your personal data will subsequently no longer be used for direct advertising purposes (objection pursuant to article 22, section 2, GDPR regulations).

Right to log a complaint with the competent supervisory agency

In the event of violations of the GDPR, data subjects are entitled to log a complaint with a supervisory agency, in particular in the member state or country where they usually maintain their domicile, place of work or at the place where the alleged violation occurred. The right to log a complaint is in effect regardless of any other administrative or court proceedings available as legal recourses.

Right to data portability

You have the right to demand that we hand over any data we automatically process on the basis of your consent or in order to fulfil a contract be handed over to you or a third party in a commonly used, machine readable format. If you should demand the direct transfer of the data to another controller, this will be done only if it is technically feasible.

Information about, rectification and eradication of data

Within the scope of the applicable statutory provisions, you have the right to at any time demand information about your archived personal data, their source and recipients as well as the purpose of the processing of your data. You may also have a right to have your data rectified or eradicated. If you have questions about this subject matter or any other questions about personal data, please do not hesitate to contact us at any time at the address provided.

Right to demand processing restrictions

You have the right to demand the imposition of restrictions as far as the processing of your personal data is concerned. To do so, you may contact us at any time at the address provided.  The right to demand restriction of processing applies in the following cases:

• In the event that you should dispute the correctness of your data archived by us, we will usually need some time to verify this claim. During the time that this investigation is ongoing, you have the right to demand that we restrict the processing of your personal data.
• If the processing of your personal data was/is conducted in an unlawful manner, you have the option to demand the restriction of the processing of your data in lieu of demanding the eradication of this data.
• If we do not need your personal data any longer and you need it to exercise, defend or claim legal entitlements, you have the right to demand the restriction of the processing of your personal data instead of its eradication.
• If you have raised an objection pursuant to Art. 21 Sect. 1 GDPR, your rights and our rights will have to be weighed against each other. As long as it has not been determined whose interests prevail, you have the right to demand a restriction of the processing of your personal data.
• If you have restricted the processing of your personal data, these data – with the exception of their archiving – may be processed only subject to your consent or to claim, exercise or defend legal entitlements or to protect the rights of other natural persons or legal entities or for important public interest reasons cited by the European Union or a member state of the EU.

Contact form

If you submit enquiries to us via our contact form, the information provided in the contact form as well as any contact information provided therein will be stored by us in order to handle your inquiry and in the event that we have further questions. We will not share this information without your consent.

The processing of these data is based on Art. 6 para. 1 lit. b GDPR, if your request is related to the execution of a contract or if it is necessary to carry out pre-contractual measures. In all other cases the processing is based on our legitimate interest in the effective processing of the requests addressed to us (Art. 6 Para. 1 lit. f GDPR) or on your agreement (Art. 6 Para. 1 lit. a GDPR) if this has been requested.

The information you have entered into the contact form shall remain with us until you ask us to eradicate the data, revoke your consent to the archiving of data or if the purpose for which the information is being archived no longer exists (e.g. after we have concluded our response to your inquiry). This shall be without prejudice to any mandatory legal provisions – in particular retention periods.

Request by e-mail or telephone

If you contact us by e-mail or telephone, your request, including all resulting personal data (name, request) will be stored and processed by us for the purpose of processing your request. We do not pass these data on without your consent.

These data are processed on the basis of Art. 6 Sect. 1 lit. b GDPR if your inquiry is related to the fulfilment of a contract or is required for the performance of pre-contractual measures. In all other cases, the data are processed on the basis of our legitimate interest in the effective handling of inquiries submitted to us (Art. 6 Sect. 1 lit. f GDPR) or on the basis of your consent (Art. 6 Sect. 1 lit. a GDPR) if it has been obtained.

The data sent by you to us via contact requests remain with us until you request us to delete, revoke your consent to the storage or the purpose for the data storage lapses (e.g. after completion of your request). Mandatory statutory provisions - in particular statutory retention periods - remain unaffected.

Platforms we use associated with data tracking on the Domainex website

Domainex website

Information collected: information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters; or any other information that you choose to send to us. Our website uses cookies. 

The website database contains logs that include user IP addresses. These are purged after approximately 1 month, however full site backs are kept indefinitely which also contain this information.

Form submission logs contain full user form submission information including IP address and email address.  These logs are currently not purged and we hold records back to Oct 2022. Again, this data is kept indefinitely in full site backups.

Server logs which record IP addresses go back to Oct 2024. These would also be kept indefinitely in full server backups. 

Google Ads 

(Includes the Google Display Network and other platforms included in the Google suite such as Discover, Gmail, Maps, YouTube, Google Shopping and Google Search.) (gTag)

Information collected: dependent on acceptance and use but generally information about user activity on Google services, such as website visits, app usage, searches and location; information stored within your google account which is treated as personal information and subject to Google’s privacy policy;  Location information including IP address, GPS and other data.

We have enabled Consent Mode on Google Ads – this enables the adjustment of google tags based on the consent status of users (eg cookie acceptance)

What data does Consent Mode collect?

In all cases, pings may include functional information like timestamp, user agent and referrer.

Other aggregate or non-identifying information could include:

• An indication of whether or not the current page or a prior page in the person’s navigation on the site included ad-click information in the URL (for example, GCLID or DCLID)
• Boolean information about the consent state
• Random number generated on each page load
• Information about the consent platform used by the site owner (for example, Developer ID)

Learn more about how Google uses Consent Mode data.

Google Analytics 4

Information collected: Information on how you interact with the website such as pages accessed, time spent on page, operating system, location, and referral source. https://policies.google.com/privacy This includes more detail on what information is tracked and how it is used by Google.

Google Signals

(part of GA4) data collected as on other google services

Google Tag Manager

https://support.google.com/tagmanager/answer/9323295?hl=en 

In order to monitor and provide diagnostics about system stability, performance, and installation quality, Google Tag Manager may collect some aggregated data about tag firing. This data does not include user IP addresses or any measurement identifiers associated with a particular individual. Other than data in standard HTTP request logs, all of which is deleted within 14 days of being received, and diagnostics data noted above, Google Tag Manager does not collect, retain, or share any information about visitors to our customers’ properties, including page URLs visited. Learn more about our use of Google Tag Manager data in our terms of service.

Looker Studio 

(For data visualisation)
Processes data collected from Google ads, analytics and linkedin. Looker studio is part of Google and covered by its privacy policy.

SuperMetrics

(A connector that pipes the data from GA4, Google Ads and LinkedIn Ads to Looker Studio)
Transfers data collected from Google ads, analytics and LinkedIn. https://supermetrics.com/privacy-policy 

LinkedIn Ads 

(Insight Tag)
https://www.linkedin.com/help/lms/answer/a427660 
The LinkedIn Insight Tag enables the collection of data regarding members’ visits to your website, including the URL, referrer, IP address, device and browser characteristics (User Agent), and timestamp. 

The IP addresses are truncated or hashed (when used for reaching members across devices), and members’ direct identifiers are removed within seven days in order to make the data pseudonymous. This remaining pseudonymized data is then deleted within 180 days.

Regarding the Website Actions feature, learn more about the button layout and engagement data involved.

If you enable enhanced matching, you can also send emails associated to the respective visits. Those emails are hashed on the website before being sent to LinkedIn, to protect members’ privacy – we only match information we already have, the rest remains unreadable. Learn more about enhanced matching for your website.

We don't share the personal data of members with you; we only provide reports and alerts (which do not identify members) about the professional makeup of your website audience and ad performance. 

We also provide retargeting for website visitors, enabling you to show personalized ads off your website by using this data, but without identifying the member. 

We also use data that doesn't identify members to improve ad relevance and reach members across devices. LinkedIn members can control the use of their personal data for advertising purposes through their account settings.

Legal basis for processing data: 

Consent
Necessary for compliance with user preferences (eg. Cookie opt out)
Legitimate interest

Data transfer upon closing of contracts for and the shipment of merchandise

We share personal data with third parties only if this is necessary in conjunction with the handling of the contract; for instance, with companies entrusted with the shipment of goods or the financial institution tasked with the processing of payments. Any further transfer of data shall not occur or shall only occur if you have expressly consented to the transfer. Any sharing of your data with third parties in the absence of your express consent, for instance for advertising purposes, shall not occur.   The basis for the processing of data is Art. 6 Sect. 1 lit. b GDPR, which permits the processing of data for the fulfilment of a contract or for pre-contractual actions.

Data transfer upon closing of contracts for services and digital content

We share personal data with third parties only if this is necessary in conjunction with the handling of the contract; for instance, with the financial institution tasked with the processing of payments.  Any further transfer of data shall not occur or shall only occur if you have expressly consented to the transfer. Any sharing of your data with third parties in the absence of your express consent, for instance for advertising purposes, shall not occur. The basis for the processing of data is Art. 6 Sect. 1 lit. b GDPR, which permits the processing of data for the fulfilment of a contract or for pre-contractual actions.

Online-based Audio and Video Conferences (Conference tools)

Data processing

We use online conference tools, among other things, for communication with our customers. The tools we use are listed in detail below. If you communicate with us by video or audio conference using the Internet, your personal data will be collected and processed by the provider of the respective conference tool and by us. The conferencing tools collect all information that you provide/access to use the tools (email address and/or your phone number). Furthermore, the conference tools process the duration of the conference, start and end (time) of participation in the conference, number of participants and other “context information” related to the communication process (metadata).

Furthermore, the provider of the tool processes all the technical data required for the processing of the online communication. This includes, in particular, IP addresses, MAC addresses, device IDs, device type, operating system type and version, client version, camera type, microphone or loudspeaker and the type of connection.

Should content be exchanged, uploaded or otherwise made available within the tool, it is also stored on the servers of the tool provider. Such content includes, but is not limited to, cloud recordings, chat/ instant messages, voicemail uploaded photos and videos, files, whiteboards and other information shared while using the service.

Please note that we do not have complete influence on the data processing procedures of the tools used. Our possibilities are largely determined by the corporate policy of the respective provider. Further information on data processing by the conference tools can be found in the data protection declarations of the tools used, and which we have listed below this text.

Purpose and legal bases

The conference tools are used to communicate with prospective or existing contractual partners or to offer certain services to our customers (Art. 6 para. 1 sentence 1 lit. b GDPR). 

Furthermore, the use of the tools serves to generally simplify and accelerate communication with us or our company (legitimate interest in the meaning of Art. 6 para. 1 lit. f GDPR). Insofar as consent has been requested, the tools in question will be used on the basis of this consent; the consent may be revoked at any time with effect from that date.

Duration of storage

Data collected directly by us via the video and conference tools will be deleted from our systems immediately after you request us to delete it, revoke your consent to storage, or the reason for storing the data no longer applies. Stored cookies remain on your end device until you delete them. Mandatory legal retention periods remain unaffected.

We have no influence on the duration of storage of your data that is stored by the operators of the conference tools for their own purposes. For details, please contact directly the operators of the conference tools.

Conference tools used

We use Microsoft Teams. The provider is Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA. For details on data processing, please refer to the Microsoft Teams privacy policy: https://privacy.microsoft.com/en-us/privacystatement.

Execution of a contract data processing agreement

We have entered into a contract data processing agreement with the provider of Microsoft Teams and implement the strict provisions of the data protection agencies to the fullest when using Microsoft Teams.