Customer Privacy Notice

1. Introduction

This Privacy Notice explains how Icelantic (“we”, “us”, or “our”) collects, uses, stores, and protects personal data about our customers, prospects, and business contacts.

We are committed to protecting your privacy and handling your personal data transparently and securely in accordance with:

  • The UK General Data Protection Regulation (UK GDPR), as amended;
  • The Data Protection Act 2018, as amended; and
  • ICO guidance
2. Who We Are

Icelantic is the data processor for the purposes of UK data protection law.

Registered address: 15 Logie Mill, Edinburgh, EH7 4HG

If you have questions about this notice or how we use your data, contact:

Duncan Reid
Email: duncan@icelantic.com
Telephone: 0131 346 3252

3. What Personal Data We Collect

We may collect and process the following categories of personal data:

Identity and Contact Data

  • Name;
  • Job title;
  • Company name;
  • Email address;
  • Telephone number; and
  • Postal address

Account and Contract Data

  • Customer account details;
  • Contract information; and
  • Purchase history

Communications Data

  • Emails, calls, meeting notes, and correspondence

Technical Data

  • IP address;
  • Browser type and version;
  • Device identifiers; and
  • Website usage data

Marketing Preferences

  • Communication preferences; and
  • Opt-in / opt-out records

We do not intentionally collect special category data unless strictly necessary and lawful to do so.

4. How We Collect Your Data

We collect data:

  • Directly from you (i.e. enquiries, sign-ups, contracts);
  • From your employer or organisation;
  • From publicly available sources (i.e. LinkedIn, Companies House);
  • Through cookies and website technologies; and
  • Via referrals or partners
5. How We Use Your Personal Data

We use your data to:

  • Provide and manage our products and services;
  • Set up and administer customer accounts;
  • Communicate with you;
  • Perform contracts;
  • Invoice and process payments;
  • Respond to enquiries or complaints;
  • Improve our services;
  • Maintain security and prevent fraud;
  • Send marketing communications (where permitted); and
  • Meet legal and regulatory obligations
6. Lawful Bases for Processing

We rely on the following lawful bases:

Purpose Lawful Basis
Providing services Contract
Billing and accounts Legal obligation
Customer support Contract / Legitimate interests
Marketing to business contacts Legitimate interests or consent
Website analytics Consent (cookies)
Compliance and record-keeping Legal obligation
Security and fraud prevention Legitimate interests

Where we rely on consent, you may withdraw it at any time.

7. Marketing Communications

We may send you marketing communications about our services if:

  • You have opted in; or
  • You are a business contact and we believe the information is relevant, and you have not opted out

You can opt out at any time by:

  • Clicking the unsubscribe link in emails; or
  • Contacting us at info@icelantic.com
8. Who We Share Your Data With

We may share personal data with:

  • Our employees and contractors;
  • IT and systems providers;
  • CRM, billing, and accounting providers;
  • Marketing platforms;
  • Professional advisers (lawyers, auditors);
  • Regulators or authorities; and/or
  • Partners and subcontractors delivering services

All third parties are required to protect your data and use it only for specified purposes.

9. International Transfers

If we transfer personal data outside the UK, we ensure appropriate safeguards are in place, such as:

  • UK adequacy regulations;
  • International Data Transfer Agreements (IDTAs);
  • UK Addendum to EU Standard Contractual Clauses; and
  • Transfer risk assessments where required
10. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

  • Access controls;
  • Encryption where appropriate;
  • Secure systems; and
  • Staff training
11. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes described in this notice, including to meet legal, accounting, or regulatory requirements.

Retention periods are set out in our internal retention schedule.

12. Your Rights

Under UK GDPR, you have the right to:

  • Access your data;
  • Rectify inaccurate data;
  • Request erasure;
  • Restrict processing;
  • Object to processing;
  • Data portability;
  • Withdraw consent; and
  • Not be subject to automated decision-making in certain circumstances

To exercise your rights, contact info@icelantic.com

You also have the right to complain to the Information Commissioner’s Office (ICO):

www.ico.org.uk

13. Changes to This Notice

We may update this notice from time to time.

14. Version Control

Version: 2.0
Effective date: 13/02/2026
Last reviewed: 13/02/2026