Last updated: 1 June 2026

Privacy Policy

PROXSOLUTIONS LTD ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal data when you visit our website at proxsolutions.diy, contact us, engage our services, or otherwise interact with us. This policy is written in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all other applicable UK data protection legislation.

Please read this policy carefully. By using our website or services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with any part of this policy, you should not use our website or services.

1. Who We Are

PROXSOLUTIONS LTD is a company registered in England and Wales. Our registered office address is 82a, James Carter Road, Mildenhall, Suffolk, IP28 7DE, United Kingdom. We are a specialist software development company providing HR analytics and personnel diagnostics applications to organisations across the United Kingdom.

For the purposes of UK data protection law, PROXSOLUTIONS LTD is the data controller for personal data collected through our website, enquiry processes, and direct communications. Where we process personal data on behalf of our clients as part of the delivery of our development services, we act as a data processor under the terms of a separate data processing agreement.

You can contact us regarding data protection matters at any time using the following details:

Email: Edwards@proxsolutions.diy
Telephone: +44 8765 6090
Postal address: PROXSOLUTIONS LTD, 82a, James Carter Road, Mildenhall, Suffolk, IP28 7DE, United Kingdom

2. What Personal Data We Collect

We collect different categories of personal data depending on the nature of your interaction with us. The following sets out the main categories of personal data we may process.

2.1 Website Enquiry and Contact Data

When you contact us through our website contact form, by email, or by telephone, we collect:

• Your full name
• Your business email address
• Your organisation name
• Your telephone number, if provided
• The content of your message or enquiry brief
• The date and time of your enquiry
• Any additional information you choose to include in your communication

2.2 Website Usage Data

When you visit our website, we may collect certain technical and usage data automatically, including:

• Your IP address
• Browser type and version
• Operating system
• Referring URL
• Pages visited and time spent on each page
• Date and time of your visit
• Geographic location data derived from IP address (country and region level only)

2.3 Client and Contractor Data

In the course of providing our HR analytics development services, we collect and process personal data relating to our clients' authorised representatives, project contacts, and in certain cases, technical contacts within client organisations. This may include:

• Names and job titles of project contacts
• Business email addresses and telephone numbers
• Business postal addresses
• Contract and invoice information
• Communications and correspondence records

2.4 Data Processed on Behalf of Clients

As part of our software development and platform delivery services, we may process workforce data and employee data on behalf of our clients. In these circumstances, we act as a data processor and process data solely in accordance with the written instructions of the client, who acts as the data controller. We do not use client employee data for any purpose other than the delivery of the contracted development service.

3. How We Collect Personal Data

We collect personal data through the following means:

• Directly from you — when you complete our contact form, send us an email, call us by telephone, or otherwise communicate with us directly
• Automatically through our website — via standard web server logs and analytics tools when you browse our website
• From our clients — when client organisations provide us with contact details for project team members and technical contacts in the course of a contracted engagement
• From publicly available sources — we may in certain circumstances gather publicly available professional contact information to support our business development activities, in accordance with the legitimate interests basis described below

4. Legal Basis for Processing

Under the UK GDPR, we are required to have a lawful basis for processing personal data. We rely on the following lawful bases:

4.1 Legitimate Interests

We process contact and enquiry data to respond to your request for information, to assess whether we can assist with your requirements, and to manage our business relationships. This processing is necessary for our legitimate interests in operating a commercial software development business. We have assessed that this processing does not override the interests or rights of the individuals concerned, particularly as individuals contact us voluntarily in a professional capacity.

4.2 Contractual Necessity

Where you or your organisation has entered into a contract with us for the delivery of software development services, we process personal data of authorised client contacts as necessary for the performance of that contract and for managing our contractual obligations.

4.3 Legal Obligation

We may process personal data where necessary to comply with applicable UK legal obligations, including but not limited to tax record-keeping requirements under HMRC regulations, anti-money laundering compliance obligations, and any requirements arising from court orders or regulatory directions.

4.4 Consent

Where we rely on your consent to process personal data — for example, in connection with certain categories of marketing communications or optional cookies — we will request this consent clearly and separately, and you may withdraw it at any time without affecting the lawfulness of any processing carried out prior to withdrawal.

5. How We Use Your Personal Data

We use the personal data we collect for the following purposes:

• To respond to enquiries and signal requests submitted through our website or by direct communication
• To assess and evaluate potential client requirements and determine whether our service channels are appropriate
• To manage, deliver, and support contracted HR analytics development projects
• To communicate with you during and after a project engagement regarding project progress, deliverables, and support matters
• To issue invoices, manage payments, and maintain financial records as required by law
• To improve our website, services, and business processes based on usage patterns and feedback
• To fulfil our legal and regulatory obligations under applicable UK law
• To protect the security and integrity of our systems and business operations

We do not sell your personal data to third parties. We do not use your personal data for automated decision-making that produces legal or similarly significant effects on you without human review.

6. Who We Share Your Data With

We may share your personal data with the following categories of recipients:

6.1 Service Providers and Processors

We work with a small number of carefully selected third-party service providers who process personal data on our behalf in order to support our business operations. These include providers of web hosting, email infrastructure, cloud storage, project management software, and accounting systems. All such service providers are contractually bound to process data only on our documented instructions and in compliance with applicable data protection law.

6.2 Legal and Regulatory Bodies

We may disclose personal data to government bodies, regulators, courts, or law enforcement agencies where we are required to do so by law or where we have a good-faith belief that such disclosure is necessary to protect the rights, property, or safety of PROXSOLUTIONS LTD, our clients, or others.

6.3 Professional Advisers

We may share relevant personal data with our legal advisers, accountants, or insurance providers where necessary for the purpose of obtaining professional advice or defending legal claims.

6.4 Business Transfers

In the event of a merger, acquisition, restructuring, or sale of all or part of the business assets of PROXSOLUTIONS LTD, personal data may be transferred to the relevant acquiring party subject to appropriate confidentiality and data protection obligations.

7. International Transfers

PROXSOLUTIONS LTD is based in the United Kingdom. We primarily process and store personal data within the United Kingdom and the European Economic Area. Where we use third-party service providers that may process data outside the UK or EEA, we ensure that adequate safeguards are in place in accordance with Chapter V of the UK GDPR, including through the use of standard contractual clauses approved by the UK Information Commissioner's Office, or reliance on adequacy decisions where applicable.

8. Data Retention

We retain personal data for no longer than is necessary for the purposes for which it was collected. Our standard retention periods are as follows:

• Enquiry and contact data where no contract is formed: 24 months from the date of last contact, after which data is securely deleted unless there is an ongoing legitimate business reason for retention
• Client project and contract data: 7 years from the date of project completion or contract termination, in accordance with HMRC record-keeping requirements and standard limitation periods for contractual claims under the Limitation Act 1980
• Financial and invoicing records: 6 years from the end of the relevant financial year, as required by UK tax and accounting regulations
• Website usage and analytics data: Up to 26 months in aggregated or anonymised form

At the end of the applicable retention period, personal data is securely and permanently deleted or anonymised in a manner that prevents re-identification.

9. Data Security

We take the security of personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, accidental loss, destruction, disclosure, or alteration. These measures include:

• Encryption of data in transit using TLS protocols
• Encryption of stored data using AES-256 or equivalent standards
• Access controls limiting data access to personnel with a legitimate business need
• Regular security assessments of our systems and third-party service providers
• Staff awareness and data handling training
• Secure disposal procedures for data and devices

In the event of a personal data breach that is likely to result in a risk to the rights and freedoms of affected individuals, we will notify the UK Information Commissioner's Office within 72 hours of becoming aware of the breach, and will notify affected individuals without undue delay where required under Article 34 of the UK GDPR.

10. Your Rights Under UK Data Protection Law

Under the UK GDPR and the Data Protection Act 2018, you have the following rights in relation to the personal data we hold about you:

• Right of access: You have the right to request a copy of the personal data we hold about you and information about how we process it. This is known as a Subject Access Request.
• Right to rectification: You have the right to request that we correct any inaccurate personal data we hold about you, or complete any incomplete personal data, without undue delay.
• Right to erasure: In certain circumstances, you have the right to request that we delete your personal data. This right applies where the data is no longer necessary for the purpose it was collected, where you have withdrawn consent and no other legal basis applies, or where the data has been unlawfully processed.
• Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain circumstances, such as where you contest the accuracy of the data or where you have objected to processing.
• Right to data portability: Where we process your data on the basis of consent or contract and the processing is carried out by automated means, you have the right to receive a copy of your personal data in a structured, commonly used and machine-readable format.
• Right to object: You have the right to object to the processing of your personal data where we rely on legitimate interests as the lawful basis for processing. You also have an absolute right to object to processing for direct marketing purposes.
• Rights related to automated decision-making: You have the right not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects, unless you have provided explicit consent, the decision is necessary for a contract, or is authorised by applicable law.

To exercise any of these rights, please contact us at Edwards@proxsolutions.diy or by post to the address set out in Section 1. We will respond to your request within one calendar month of receipt, or within three months for complex or numerous requests, and will inform you if we require an extension. There is generally no charge for exercising your rights, although we reserve the right to charge a reasonable administrative fee for manifestly unfounded or excessive requests.

11. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to improve your experience and to help us understand how the site is being used. A full description of the cookies we use and your choices regarding them is provided in our separate Cookie Policy, which is available at cookie-policy.html. By continuing to use our website, you consent to our use of strictly necessary cookies. For other categories of cookies, we will seek your consent through our cookie consent mechanism.

12. Third-Party Links

Our website may contain links to third-party websites. This Privacy Policy applies only to PROXSOLUTIONS LTD and our website at proxsolutions.diy. We are not responsible for the privacy practices of any third-party websites, and we encourage you to review their respective privacy policies before providing any personal data to them.

13. Marketing Communications

We may from time to time send you information about our services, new capabilities, or industry insights that we consider may be of professional interest to you, where you have given us permission to do so or where we have a legitimate interest in doing so under applicable law. You can opt out of receiving any marketing communications from us at any time by contacting us at Edwards@proxsolutions.diy or by following any unsubscribe instructions included in the communication.

14. Right to Complain

If you are not satisfied with how we handle your personal data, or how we respond to a request to exercise your data protection rights, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO). The ICO is the supervisory authority responsible for enforcing data protection law in the United Kingdom.

You can contact the ICO at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Telephone: 0303 123 1113. Website: ico.org.uk

We ask that you contact us in the first instance if you have any concerns about how we process your data, as we would welcome the opportunity to resolve your concerns directly.

15. Children's Privacy

Our website and services are directed exclusively at business and professional users. We do not knowingly collect or process personal data relating to individuals under the age of 18. If you believe that we have inadvertently collected data relating to a minor, please contact us immediately at Edwards@proxsolutions.diy and we will take steps to delete such data promptly.

16. Changes to This Privacy Policy

We review and update this Privacy Policy periodically to reflect changes in our business practices, legal obligations, or applicable data protection law. The date at the top of this page indicates when this policy was last updated. Where we make material changes, we will take reasonable steps to notify affected individuals, such as by posting a prominent notice on our website or communicating directly with you where appropriate. We encourage you to review this policy periodically to stay informed about how we protect your personal data.

17. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or our data protection practices, please contact us using the following details:

PROXSOLUTIONS LTD
82a, James Carter Road
Mildenhall, Suffolk
IP28 7DE
United Kingdom

Email: Edwards@proxsolutions.diy
Telephone: +44 8765 6090