Privacy Policy

Last updated: 11 November 2025

1. Overview

This Privacy Policy describes how DOCENTRA ADVISORY LTD (“we”, “our”, “us”) collects, uses, stores, and protects personal information obtained through www.docentraltd.com and related communication channels.

We are committed to protecting your privacy and processing all personal data in accordance with the United Kingdom General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and, where applicable, the EU General Data Protection Regulation (EU GDPR).

This Policy applies to all visitors, users, and individuals who interact with our website or contact us directly via email or web forms.
We do not sell products, operate payment systems, or manage customer accounts.

2. Data Controller

The Data Controller responsible for your personal information is:

DOCENTRA ADVISORY LTD
Registered Office Address: 78 Station Road East, Trimdon Station, TS29 6BS, United Kingdom
Company Number: 16844531
Email: help@docentraltd.com
Phone: +44 7832 749627

If you have any questions regarding the processing of your personal information, please contact us using the details above.

3. Information We Collect

We collect only the data that is necessary to communicate with you and provide information about our services.
Depending on your interaction with the website, we may collect:

a. Information you provide directly:

  • Name and surname
  • Email address
  • The content of your message or enquiry
  • Any additional information you choose to share

b. Automatically collected data:
When you visit www.docentraltd.com, we may collect basic technical data such as:

  • Browser type and version
  • Device type and operating system
  • IP address (for security and spam prevention)
  • Date and time of access
  • Referring website or search source

This technical information is used only to maintain the proper operation of the website and ensure its security.

4. How We Use Your Information

Your personal data may be used for the following purposes:

  • To respond to your enquiries or requests;
  • To communicate regarding our consulting and documentation services;
  • To maintain business correspondence and provide updates upon request;
  • To ensure compliance with legal or regulatory obligations;
  • To improve our website, security, and communication processes.

We will not use your data for marketing, advertising, or profiling without your explicit consent.

5. Legal Basis for Processing

We process personal data under the following lawful bases defined by the UK GDPR:

  • Legitimate interest (Article 6(1)(f)) — to enable effective communication with users and clients.
  • Consent (Article 6(1)(a)) — if you voluntarily subscribe to updates or provide information for communication purposes.
  • Legal obligation (Article 6(1)(c)) — where required to comply with applicable laws.

We ensure that the processing of data is minimal, relevant, and proportionate to its purpose.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes outlined in this Policy.

In general:

  • Contact form submissions are retained for up to 12 months after the last communication.
  • Administrative records related to client communication may be stored for up to 3 years in accordance with professional compliance obligations.

After this period, data is securely deleted or anonymised.

7. Data Sharing and Disclosure

We do not sell, rent, or exchange personal data.
Your information may only be shared in limited cases, such as:

  • When required by law or a valid governmental request;
  • With trusted IT or hosting service providers under strict data processing agreements;
  • For maintaining website operations and security compliance.

All third parties engaged by us are contractually bound to protect the confidentiality and integrity of your data.

8. International Data Transfers

We operate primarily within the United Kingdom and the European Union.
If any data is transferred outside these regions, it will only occur:

  • To countries recognised by the UK or EU as having adequate data protection standards; or
  • Under appropriate safeguards such as Standard Contractual Clauses (SCCs) approved by the Information Commissioner’s Office (ICO).

We take all reasonable steps to ensure that your personal data remains protected, regardless of where it is processed.

9. Data Security

We use technical and organisational measures to protect your personal information, including:

  • Secure hosting and encrypted website connections (HTTPS);
  • Access control and authentication for authorised personnel only;
  • Regular backups and system monitoring;
  • Secure deletion of outdated or redundant data.

While no system is completely immune from cyber risks, we continuously update our infrastructure and protocols to minimise potential threats.

10. Your Data Protection Rights

Under the UK GDPR and EU GDPR, you have the following rights:

  • Right of access – to obtain a copy of your personal data we hold;
  • Right to rectification – to correct inaccurate or incomplete data;
  • Right to erasure – to request deletion of your personal information;
  • Right to restriction – to limit processing under specific conditions;
  • Right to object – to object to data processing based on legitimate interests;
  • Right to data portability – to receive your data in a structured, machine-readable format.

You may exercise these rights at any time by contacting us at help@docentraltd.com.
We may request identity verification before fulfilling such requests.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) via https://ico.org.uk.

11. Cookies and Tracking Technologies

Our website uses essential cookies to ensure core functionality such as navigation, security, and session stability.
We do not use third-party analytics, advertising, or tracking tools.

For detailed information on the cookies we use, please see our Cookie Policy.
You can manage or disable cookies in your browser settings at any time.

12. Updates and Contact Information

We may amend this Privacy Policy from time to time to reflect legal, operational, or technological changes.
The most recent version will always be available on www.docentraltd.com.

If you have any questions or concerns about this Policy or your personal information, please contact:

DOCENTRA ADVISORY LTD
Company Number: 16844531
Registered Office Address: 78 Station Road East, Trimdon Station, TS29 6BS, United Kingdom
Phone: +44 7832 749627
Email: help@docentraltd.com
Website: www.docentraltd.com