This Privacy Policy sets out the basis on which PIXYM LIMITED ("PIXYM", "we", "our" or "us") collects, uses, stores and protects personal data about individuals ("you" or "data subjects") who interact with us through our website at pixym.digital, through our enquiry process, or in the course of our business activities as a technology services provider.
PIXYM LIMITED is committed to the responsible stewardship of personal data. We recognise that the protection of personal information is both a legal obligation and a matter of trust between ourselves and those whose data we hold. We have designed our data handling practices to be transparent, proportionate and consistent with applicable law.
This Privacy Policy applies to all personal data processed by PIXYM LIMITED in connection with our website, our enquiry and client onboarding processes, our delivery of technology services, our marketing activities and our business operations generally. It should be read together with our Cookie Policy and our Terms and Conditions, where applicable.
We encourage you to read this policy carefully. If you have questions about how we handle your personal data, please contact us using the details set out at the end of this document.
This policy is written in plain English where possible. Where we use technical or legal terminology, we have provided explanations to assist your understanding.
For the purposes of the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018 ("DPA 2018"), the data controller in respect of personal data processed under this Privacy Policy is:
PIXYM LIMITED
Flat 5, 104 London Road
Headington, Oxford
OX3 9AJ
United Kingdom
Electronic mail: network@pixym.digital
Telephone: +44 7883 844072
Website: pixym.digital
PIXYM LIMITED is registered in England and Wales. You may contact us directly on any data protection matter using the contact details provided above. We do not currently have a designated Data Protection Officer but we treat data protection responsibilities with seriousness and respond to all data-related enquiries promptly and substantively.
The categories of personal data we collect depend on your relationship with PIXYM LIMITED. The following describes the main categories of data we process:
When you visit the PIXYM LIMITED website at pixym.digital, we may collect certain technical data automatically. This includes your IP address, browser type and version, operating system, the referring URL from which you arrived at our website, the pages you visit and the time and duration of your visit. This data is collected through standard server logging mechanisms and, where applicable, analytics tools. This data is collected in anonymised or pseudonymised form where possible and is used for the purposes described in Section 6 of this policy.
When you submit an enquiry through our website contact form, we collect the information you provide in that form. This typically includes your full name, your email address, the name of your organisation (where you choose to provide it) and the content of your enquiry message. We use this information to respond to your enquiry, to assess whether there is a fit between your requirements and our capabilities, and to maintain a record of communications with prospective clients.
If you enter into an engagement with PIXYM LIMITED for technology services, we will collect and process additional personal data as necessary for the performance of that engagement. This may include your name, job title, direct contact details, billing address, bank account details for payment processing, and any personal data contained in the technical specifications, documentation or other materials you share with us in the course of the project. We also collect data relating to communications between us, including emails, written notes and call records where relevant.
Any correspondence you send to us, whether by email, post or other means, will be retained as part of our business records. This includes enquiries, complaints, requests for information and any other written communications. We maintain correspondence records for the purposes described in Section 6 and for the retention periods described in Section 7.
In the course of delivering technology services, PIXYM may process personal data held within client systems, databases, applications or infrastructure that we are engaged to design, build, maintain or review. Where we process personal data on behalf of a client in this context, PIXYM acts as a data processor and the client acts as the data controller. Our processing in this capacity is governed by the relevant data processing agreement or contractual provisions between us and the client, rather than by this Privacy Policy.
We collect personal data through the following means:
You provide personal data directly to us when you complete and submit the enquiry form on our website, when you send us an email, when you contact us by telephone, when you enter into a contract with us for services, or when you correspond with us in the ordinary course of a business relationship. All data collected through direct submission is provided voluntarily by you, and you are made aware of the purpose for which it is collected at the time of submission where practicable.
Certain technical data is collected automatically when you visit our website, as described in Section 3.1. This data is collected through standard web server mechanisms and, where applicable, through cookies or similar technologies. Please refer to our Cookie Policy for more detailed information about how we use cookies on our website and how you can manage your cookie preferences.
In limited circumstances, we may receive personal data about you from third parties. For example, if you are referred to PIXYM by an existing client or business contact, we may receive your name and contact details from that referring party. We will treat any such data in accordance with this Privacy Policy and will provide you with a copy of this policy at the earliest practicable opportunity following receipt of your data from a third party source.
We are required by the UK GDPR to identify a lawful basis for each category of personal data processing we carry out. The following table sets out the primary legal bases on which PIXYM processes personal data:
Where you have entered into a contract with PIXYM LIMITED for the provision of technology services, we process your personal data as necessary for the performance of that contract. This includes processing your contact details to communicate with you about the project, processing your payment details to invoice you, and processing any technical data you share with us as part of the delivery of the agreed services. Without this processing, we would be unable to fulfil our contractual obligations to you.
We process certain personal data on the basis of our legitimate interests as a business, where those interests are not overridden by your rights and freedoms as a data subject. Specifically, we rely on legitimate interests for: maintaining records of business communications and correspondence; processing technical data collected through our website for the purposes of website security, fraud prevention and general site administration; following up on enquiries from prospective clients; and maintaining client relationship records for the purpose of delivering consistent and effective services.
Before relying on legitimate interests as a legal basis, we have considered whether the processing is necessary for the identified interest, whether the interest is genuine and proportionate, and whether the processing could have an unjustified adverse effect on your rights and freedoms. We have conducted legitimate interests assessments in respect of the processing activities described in this section and have determined that the processing is justified.
We may be required to process certain personal data in order to comply with legal obligations that apply to PIXYM LIMITED as a registered company in England and Wales. This includes obligations arising under company law, tax law, financial regulations and other applicable statutory requirements. Where we process data on this basis, we retain it only for as long as the relevant legal obligation requires.
In limited circumstances, we may rely on your consent as the legal basis for processing your personal data. Where we do so, we will clearly identify the processing activity for which consent is being sought, obtain your consent through an affirmative action, and maintain a record of the consent provided. You have the right to withdraw consent at any time, and withdrawal of consent will not affect the lawfulness of processing that occurred prior to the withdrawal. If you wish to withdraw any consent previously given to PIXYM, please contact us using the details in Section 15.
We use the personal data we collect for the following purposes:
When you submit an enquiry through our website or contact us by other means, we use the information you have provided to understand your requirement, to assess whether we can help, and to formulate and send you an appropriate response. We may retain a record of the enquiry and the associated correspondence as part of our business records, regardless of whether the enquiry leads to a commercial engagement.
Where you engage PIXYM LIMITED to deliver technology services, we use the personal data collected in the course of that engagement for the following purposes: to communicate with you throughout the project; to produce technical documentation, specifications, reports and other deliverables that may reference personal details where relevant; to manage invoicing and payment; to maintain project records; and to provide post-delivery support services as agreed in the engagement terms.
We use personal data for the internal administrative functions of PIXYM LIMITED, including maintaining our business records, managing our accounts and financial obligations, conducting internal reviews and quality assessments, and ensuring the ongoing integrity and reliability of our operations. This use is necessary for us to function as a responsible and well-administered business.
Technical data collected automatically when you visit our website is used for the purposes of operating, maintaining, securing and improving the website. This includes monitoring for security incidents, identifying and addressing technical errors, understanding how visitors navigate the site so that we can improve its usefulness, and ensuring the website performs reliably under operational conditions.
We may use personal data to the extent necessary to comply with applicable legal and regulatory obligations, to respond to lawful requests from public authorities, to establish, exercise or defend legal claims, and to protect the rights and legitimate interests of PIXYM LIMITED and its clients.
Where you have submitted an enquiry to PIXYM, we may use your contact details to follow up on that enquiry, to provide you with additional information about our services that may be relevant to your stated requirement, and to notify you of significant changes to our service offering that may affect your assessment of whether to engage us. We will not send unsolicited marketing communications to individuals who have not demonstrated an interest in our services.
We do not retain personal data for longer than is necessary for the purposes for which it was collected or for which we are required to retain it by law. The following outlines our retention practices for the main categories of personal data we hold:
Personal data submitted through our enquiry form, together with the associated correspondence, is retained for a period of two years from the date of the last communication associated with that enquiry. After this period, the data is securely deleted or anonymised such that it can no longer be associated with an identifiable individual. Where an enquiry leads to a commercial engagement, the data is reclassified as client data and retained in accordance with the retention period applicable to client data.
Personal data collected in the course of a commercial engagement with PIXYM LIMITED is retained for a period of seven years from the completion or termination of the engagement. This retention period reflects our obligations under UK tax law, which requires businesses to retain accounting and business records for a period of at least six years, together with an additional year to provide a buffer for the resolution of any disputes or queries that may arise after the formal end of the retention period.
Technical data collected automatically through our website, including server logs and analytics data, is retained for a period of thirteen months. This period allows us to compare year-on-year patterns in website performance and usage without retaining data for longer than is operationally necessary.
Personal data that we are required to retain for legal or regulatory compliance purposes is retained for the period specified by the applicable legal or regulatory obligation, regardless of the retention periods stated above. Where a specific legal obligation requires us to retain data beyond the periods stated above, we will document the basis for the extended retention and ensure that the data is securely deleted at the end of the applicable legal retention period.
We periodically review our data holdings to identify and securely delete personal data that is no longer required for the purposes for which it was collected. These reviews are conducted at least annually and are documented as part of our internal data governance records.
PIXYM LIMITED does not sell personal data to third parties under any circumstances. We do not share personal data with third parties for the purposes of third-party marketing. We may, however, share personal data with third parties in the following limited circumstances:
We engage third-party service providers to assist us with certain business functions, including website hosting, email infrastructure, cloud data storage, accounting software and other business tools. These service providers may process personal data on our behalf as data processors. We select service providers with care, require them to maintain appropriate data protection standards, and enter into data processing agreements with them where required by applicable law. We do not permit our service providers to use personal data for their own purposes beyond the specific services they provide to us.
We may share personal data with our professional advisers, including legal advisers, accountants and insurance providers, where this is necessary for the conduct of our business affairs or for the protection of PIXYM's legal interests. These advisers are themselves bound by professional duties of confidentiality and applicable data protection obligations.
We may disclose personal data to public authorities, regulatory bodies, law enforcement agencies or courts where we are legally required to do so, or where we have a legitimate legal basis for making the disclosure. In such cases, we will disclose only the minimum amount of personal data necessary to comply with the relevant legal obligation or to establish, exercise or defend a legal claim.
In the event that PIXYM LIMITED is subject to a merger, acquisition, restructuring, sale of assets or other form of business transfer, personal data held by PIXYM may be transferred to the acquiring or successor entity as part of the transaction. In such circumstances, we will take reasonable steps to ensure that the receiving entity assumes obligations in respect of the personal data that are at least equivalent to those set out in this Privacy Policy, and we will notify affected data subjects of any material change to the controller of their data in advance where required to do so by applicable law.
PIXYM LIMITED is based in the United Kingdom and processes personal data primarily within the United Kingdom. In limited circumstances, we may use service providers or infrastructure that results in personal data being transferred to or processed in countries outside the United Kingdom.
Where personal data is transferred outside the United Kingdom, we ensure that appropriate safeguards are in place in accordance with the UK GDPR and any applicable adequacy regulations or international data transfer agreements. These safeguards may include: transfers to countries that the UK has determined to offer an adequate level of protection for personal data; the use of the UK International Data Transfer Agreement or other approved transfer mechanisms; or the implementation of supplementary technical and organisational measures where required.
We do not transfer personal data to countries that lack appropriate data protection frameworks without first conducting an assessment of the risks and implementing any measures necessary to protect the data adequately. If you would like further information about the specific safeguards in place for any international transfers, please contact us using the details in Section 15.
Under the UK GDPR, you have a number of rights in relation to personal data held about you by PIXYM LIMITED. The following describes each right and the circumstances in which it applies. Please note that some rights apply only in specific circumstances and that we may need to verify your identity before responding to a rights request.
You have the right to request a copy of the personal data that PIXYM holds about you. This is commonly referred to as a Subject Access Request (SAR). We will respond to a valid SAR within one calendar month of receipt. Where a request is complex or where we receive multiple requests from the same individual, we may extend this period by a further two months, in which case we will notify you of the extension within the initial one-month period and provide an explanation of why the extension is necessary.
You have the right to request that we correct any inaccurate personal data we hold about you, and to have any incomplete personal data completed. We will take reasonable steps to verify the accuracy of the corrected data where appropriate before making any changes. We will respond to a valid rectification request within one calendar month.
You have the right, in certain circumstances, to request that we delete the personal data we hold about you. This right applies where: the personal data is no longer necessary for the purposes for which it was collected; you withdraw consent on which the processing is based and there is no other legal basis for the processing; you object to the processing and there are no overriding legitimate grounds; the personal data has been unlawfully processed; or the personal data must be deleted to comply with a legal obligation. This right does not apply where processing is necessary for the establishment, exercise or defence of legal claims, or for compliance with a legal obligation.
You have the right to request that we restrict the processing of your personal data in certain circumstances. This means that we may continue to store your data but must not process it further without your consent or for the establishment, exercise or defence of legal claims. This right applies where: you contest the accuracy of the data and we are verifying it; the processing is unlawful and you request restriction rather than erasure; we no longer need the data for processing purposes but you require it for legal claims; or you have objected to processing and we are considering whether our legitimate grounds override your objection.
Where we process your personal data on the basis of your consent or for the performance of a contract, and the processing is carried out by automated means, you have the right to receive the personal data you provided to us in a structured, commonly used and machine-readable format, and to request that we transmit it directly to another controller where this is technically feasible.
You have the right to object at any time to the processing of your personal data on the basis of legitimate interests. Where you exercise this right, we will cease processing the data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms, or where the processing is necessary for the establishment, exercise or defence of legal claims. You also have the right to object at any time to processing of your personal data for direct marketing purposes, including any profiling carried out in connection with direct marketing.
You have the right not to be subject to decisions based solely on automated processing that produce legal or similarly significant effects on you. PIXYM LIMITED does not currently carry out automated decision-making of this kind in relation to personal data it holds about individuals. If this changes, we will update this policy and provide appropriate information about any such processing.
To exercise any of the rights described in this section, please contact us in writing using the contact details provided in Section 15. We may require you to verify your identity before processing your request, in order to ensure that we are responding to the correct individual and to protect personal data from unauthorised disclosure. We will respond to all valid rights requests within the timescales required by the UK GDPR and will not charge a fee for doing so except in the limited circumstances permitted by law.
If you believe that PIXYM LIMITED has not complied with its obligations under the UK GDPR or DPA 2018 in relation to your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), which is the supervisory authority for data protection in the United Kingdom. The ICO can be contacted at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom. Telephone: 0303 123 1113. Website: ico.org.uk. We would, however, appreciate the opportunity to address any concerns you may have before you contact the ICO, and we encourage you to contact us in the first instance.
Our website at pixym.digital uses cookies and similar technologies to support its operation and to improve the experience of visitors. A cookie is a small text file placed on your device by a website when you visit it. Cookies serve various purposes, including enabling the website to function correctly, remembering your preferences, measuring website performance and supporting analytics.
For detailed information about the specific cookies we use, their purposes, the data they collect and how you can manage or opt out of them, please refer to our Cookie Policy, which is available at cookie-policy.html. The Cookie Policy forms part of PIXYM's data protection framework and should be read together with this Privacy Policy.
The PIXYM LIMITED website and services are directed at and intended for use by businesses and business professionals. We do not knowingly collect personal data from individuals under the age of eighteen. If we become aware that we have inadvertently collected personal data from a child under the age of eighteen, we will take prompt steps to delete that data from our records. If you believe that we may have collected personal data from a child, please contact us using the details in Section 15.
PIXYM LIMITED takes the security of personal data seriously and has implemented appropriate technical and organisational measures to protect personal data against accidental loss, destruction, alteration, unauthorised disclosure or access. These measures include:
Despite these measures, no system can guarantee absolute security. If you believe that your data has been subject to a security incident, please contact us immediately using the details in Section 15 so that we can investigate and take appropriate action.
We have procedures in place to report personal data breaches to the Information Commissioner's Office within 72 hours of becoming aware of a breach, where the breach is likely to result in a risk to the rights and freedoms of individuals. Where a breach is likely to result in a high risk to individuals, we will also notify the affected individuals without undue delay.
PIXYM LIMITED may update this Privacy Policy from time to time to reflect changes in our data processing practices, changes in applicable law or regulation, or for other operational reasons. When we make changes to this policy, we will update the "Last Reviewed" date at the top of the document. Where the changes are material, we will take additional steps to bring them to the attention of individuals whose data we hold, for example by publishing a prominent notice on our website or by contacting affected individuals directly.
We encourage you to review this Privacy Policy periodically to ensure that you are informed about how we use personal data. Your continued use of our website or services following any update to this policy constitutes your acknowledgement of the updated policy.
If you have any questions about this Privacy Policy, about how PIXYM LIMITED processes your personal data, or if you wish to exercise any of your data subject rights, please contact us using the following details:
PIXYM LIMITED
Flat 5, 104 London Road
Headington, Oxford
OX3 9AJ
United Kingdom
Electronic mail: network@pixym.digital
Telephone: +44 7883 844072
We aim to respond to all data-related queries and rights requests within the timescales required by applicable law. Where a matter requires more time to investigate fully, we will acknowledge your communication and provide an estimated response timeline as promptly as possible.
For complaints about our data protection practices, you may also contact the Information Commissioner's Office at ico.org.uk.