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Privacy Policy

Last Updated: 02/02/2026

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This Privacy Policy describes our policies and procedures on the collection, use, and disclosure of your information when you use our Service or interact with our consultancy business. It explains your privacy rights and how the law protects you under the UK General Data Protection Regulation (UK GDPR).

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1. Interpretation and Definitions

  • Company: Refers to LicenceSync Consulting Ltd, Manchester, England (also referred to as "the Company", "We", "Us", or "Our"). Registered in England and Wales: 16203102.

  • ICO Registration: LicenceSync is registered with the Information Commissioner’s Office (ICO) under registration number: ZC076819.

  • Personal Data: Any information that relates to an identified or identifiable individual.

  • Service: Refers to both the LicenceSync website and our professional consultancy services.

  • Usage Data: Data collected automatically, either generated by the use of the Service or from the website infrastructure.

  • Service Provider: Any natural or legal person who processes data on behalf of the Company (e.g., our cloud storage or CRM providers).

  • You: Means the individual or the legal entity on behalf of which an individual is accessing the Service.

2. Collecting and Using Your Personal Data

Types of Data Collected

  • Website Visitors: Information provided via contact forms, cookies, and analytics.

  • Prospects and Clients: Contact details (Name, Email, Phone, Company, Job Title), business information, and communication records.

  • Usage Data: IP addresses, browser types, and diagnostic data collected via Wix and Google Analytics.

3. Third-Party Data Processors

We use industry-standard service providers to manage, store, and protect data. Each provider is vetted for UK GDPR compliance:

  • Microsoft 365 (OneDrive, SharePoint, Teams, OneNote, Outlook, Excel): Our primary environment for secure cloud storage, client document control, forensic analysis, and communication.

  • HubSpot: Our Customer Relationship Management (CRM) system for managing client contacts and project pipelines.

  • SaaS Management & Optimisation Platform: Specialist third-party tooling used to perform forensic licence discovery and spend analysis within client environments.

  • QuickBooks: For secure financial management, invoicing, and tax record compliance.

  • Wix: Our website platform, hosting business site analytics and inbound enquiries.

  • SourceWhale: Used for professional B2B prospecting, contact enrichment, and the recording and transcription of business meetings to ensure accurate consultancy notation and project summaries.

  • Communication Platforms (Zoom): Used for video conferencing and meetings where Microsoft Teams is not the primary preference.

4. Legal Basis for Processing

We process personal data under the following legal bases:

  • Contractual Necessity: To provide the consultancy services agreed upon in a Statement of Work (SoW).

  • Legitimate Interests: To respond to enquiries, maintain IT security, and manage business operations.

  • Consent: Where you have explicitly opted-in (e.g., via our cookie banner).

  • Legal Obligation: Where we must retain data for tax or regulatory purposes.

5. Data Retention & Forensic Purge Policy

LicenceSync does not store client project data longer than is strictly necessary:

  • Project Metadata & Datasets: Subject to a 30-day forensic purge policy post-engagement. Once a project is closed, all client-specific datasets are securely deleted unless otherwise contractually agreed or required for the continued provision of agreed support.

  • Financial Records: Retained for 6 years to comply with UK tax and accounting requirements.

  • Website Analytics: Retained for up to 24 months.

6. International Data Transfers

Where third-party providers process data outside the UK, we ensure appropriate safeguards are in place, including the UK Addendum to Standard Contractual Clauses (SCCs) and enterprise-grade encryption.

7. Security & Operational Resilience

We employ enterprise-grade security to protect your data, including:

  • Multi-Factor Authentication (MFA): Mandatory for all critical systems.

  • Encryption: Data is encrypted at rest and in transit.

  • Vetting: All consultants are BPSS-vetted (Baseline Personnel Security Standard).

  • Insurance: Our data processing activities are backed by Professional Indemnity insurance (£2m) and Public Liability (£2m) via Hiscox Insurance Company Limited.

8. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation (GDPR), you have the right to request access to a copy of your data, rectification of inaccurate information, erasure of your data under certain conditions, restriction of processing in specific circumstances, data portability to another organisation, and the right to object to processing (such as for marketing purposes).

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To exercise these rights, please contact info@licencesync.com.

9. Cookies Policy

We use cookies to improve website functionality and analyse traffic.

  • Strictly Necessary: Essential for the site to function.

  • Performance/Analytics: We use Google Analytics to understand site usage.

  • Management: You can manage or disable cookies through your browser settings or our website's consent banner.

10. Contact Us

For any questions regarding this Privacy Policy or our data handling practices:

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