Privacy Policy

1. Who We Are

Xtenalyze Ltd ("we", "us", or "our") is the data controller for the personal data collected through the ComplyTrack service. We are registered in England and Wales under company number 09147474.

2. Information We Collect

Personal Information You Provide

• Account Information: Name, email address, password
• Contact Details: Phone number (optional), business address
• Payment Information: Billing address, payment method details (processed by Stripe)
• Company Information: Company numbers, names, and compliance preferences
• Communication Data: Messages, support requests, feedback

Information We Collect Automatically

• Usage Data: How you interact with our service, features used, time spent
• Technical Data: IP address, browser type, device information, operating system
• Cookies: Session data, preferences, analytics information
• Log Data: Access times, pages viewed, actions taken

Third-Party Data

• Companies House Data: Public company information, filing history, director details
• Authentication Data: Information from Google OAuth (if used)

3. How We Use Your Information

We process your personal data for the following purposes under these lawful bases:

Service Delivery (Contract Performance)

• Creating and managing your account
• Providing compliance monitoring and alerts
• Processing payments and billing
• Delivering requested notifications (email, SMS, webhooks)

Legitimate Interests

• Improving our service quality and features
• Analyzing usage patterns and trends
• Preventing fraud and security threats
• Customer support and communication

Legal Compliance

• Responding to legal requests and court orders
• Compliance with tax and accounting obligations
• Anti-money laundering and Know Your Customer requirements

Consent

• Marketing communications (you can opt out anytime)
• Optional cookies and analytics
• Additional features requiring explicit consent

4. Data Sharing and Disclosure

We do not sell your personal data. We may share your information in these circumstances:

Service Providers

• Cloudflare: Hosting and security services
• Stripe: Payment processing
• Email Providers: Notification delivery
• Analytics Services: Usage analytics and monitoring

Legal Requirements

• Court orders and legal proceedings
• Law enforcement requests
• Regulatory investigations
• Protection of rights and safety

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business assets.

5. International Data Transfers

Some of our service providers may be located outside the UK/EEA. When we transfer your data internationally, we ensure appropriate safeguards are in place:

• Standard Contractual Clauses (SCCs)
• Adequacy decisions by the UK government
• Binding Corporate Rules
• Explicit consent for specific transfers

6. Data Security

We implement appropriate technical and organizational measures to protect your data:

• Encryption: Data encrypted in transit and at rest
• Access Controls: Role-based access with multi-factor authentication
• Regular Audits: Security assessments and penetration testing
• Staff Training: Regular data protection training for all staff
• Incident Response: Procedures for handling security breaches

7. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this policy:

• Account Data: Retained while your account is active, plus 3 years after closure
• Payment Data: Retained for 7 years for tax and accounting purposes
• Usage Logs: Retained for 2 years for security and analytics
• Marketing Data: Until you withdraw consent or 3 years of inactivity

Some data may be retained longer if required by law or for legal claims.

8. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

To exercise any of these rights, please contact us at privacy@complytrack.co.uk. We will respond within one month.

9. Cookies and Tracking

We use cookies and similar technologies to improve your experience:

Essential Cookies

Required for the service to function (authentication, security, preferences).

Analytics Cookies

Help us understand how users interact with our service (with your consent).

Marketing Cookies

Used to deliver relevant advertisements and track campaign effectiveness (with your consent).

You can manage cookie preferences through your browser settings or our cookie consent tool.

10. Children's Privacy

Our service is not intended for children under 16. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child under 16, we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

• Email notification to registered users
• Prominent notice on our website
• In-app notifications

12. Complaints

If you have concerns about how we handle your personal data, please contact us first. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

13. Contact Us

For any questions about this Privacy Policy or your personal data, please contact: