Privacy Policy


At Active Informatics we respect the privacy of our customers and visitors to our website. This policy is concerned with how we collect information, what we do with it and what controls you have.

We may change this document from time to time to reflect the latest view of what we do with your information. Please check back frequently; you will be able to see if changes have been made by the date it was last updated.

Refer to the sections below for more details on how and why we use your personal information:

  1. Who are we?
  2. What personal data we collect
    • Why we need it
    • Cookies
    • Marketing
    • Legitimate interest
  3. What are your rights?
  4. Processing of personal data outside the UK
  5. Keeping your data secure
  6. Retaining your information
  7. How to contact us


1. Who are we?

We’re Active Informatics, also referred to as ‘Active’. We customise and sell software solutions specific to the education and skills, fire and safety, and membership business sectors.  We are licenced partners of Microsoft Dynamics 365 and licenced UK partners of Burning Glass Technologies. Our registered address is Network House, Basing View, Basingstoke, Hampshire, RG21 4HG, and our limited company number is 6720040.

Active Informatics Limited is the data controller in relation to our website and is responsible for your personal data (collectively referred to as Active Informatics, “we”, “us” or “our” in this privacy notice).

2. What personal data we collect

Personal data, or personal information, means any information about an individual from which that person can be identified.

This website is not intended for children and we do not knowingly collect data relating to children.

We may collect, use, store and transfer different kinds of personal data about you which may include:

  • Identity Data includes first name, last name, job title, company name
  • Contact Data may include contact address, email address and telephone numbers.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
  • Usage Data includes information about how you use our website, products and services including the full Uniform Resource Locators (URL), clickstream to, through and from our sites (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.
  • Marketing and Communications Data includes your preferences in receiving marketing from us, and your communication preferences.

We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your Identity and Contact Data by filling in an online form or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
  • Ask us to supply you with a product demonstration;
  • apply for a role with us;
  • request our marketing newsletter;
  • enter a competition or survey; or
  • give us some feedback.
  • Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookie policy for further details.
  • Third parties or publicly available sources. We may receive Identity and Contact Data about you from public sources such as Companies House and Linkedin.


  • Why we need it

We will only use your personal data as the law allows us to. Most commonly, we will use your personal data where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests, or where we need to fulfil our contractual or product support obligations.  Generally, we do not rely on consent as a legal basis for processing your personal data.

Note that we may process your personal data on more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out below.

  • to carry out our obligations arising from any contracts entered into by you and us;
  • contact you about a product demonstration or a free report you have requested via our website
  • seek your views or comments on the services we provide;
  • notify you of changes to our services;
  • send you communications which you have requested and that may be of interest to you. These may include promotions of our other products which may be relevant to you.


  • Cookies

We use some analytical tracking tools on our website which will collect information about how you interact with our website.  For full details please see our Cookies Policy.

  • Marketing

As a business to business organisation, Active may processes your data when it is in our legitimate interests to do this and when these interests do not override your rights. Those legitimate interests include providing you with information on our products and services where these are deemed to be relevant to you and your organisation, and in accordance with your rights under ICO Privacy and Electronic Communications Regulations (PECR) Version: 2.3 (March 2018).

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:

We may use your Identity, Contact, Technical and Usage Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.

You will receive marketing communications from us if you have been referred to us by a third party (with your prior consent), you have requested information from us or purchased services from us or if you have provided us with your details including when you entered a competition or registered for a promotion only if, in each case, you have not opted out of receiving that marketing.

Legitimate Interests

One lawful reason we can use (or ‘process’) your personal information is something called ‘legitimate interests’. Broadly speaking Legitimate Interests means we can process your personal information if:

We have a genuine and legitimate reason.


We are not harming any of your rights and interests.

We may use your information to tell you about software solutions that are beneficial to individuals or teams working in the fields of either education and skills, fire and safety, and/or membership. Before doing this, though, we will also carefully consider and balance any potential impact on you and your rights.

We may process your personal information to conduct and manage our business to enable us to give you the most appropriate marketing, information, service and products and provide the best and most secure experience. These are what we consider to be our ‘Legitimate Interests’.

Opting out

You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Third-party marketing

We do not share your personal data with third parties for marketing purposes.

3. What are your rights?

  • Transparency over how we use your personal information (right to be informed).
  • Request a copy of the information we hold about you, which will be provided to you within one month (right of access).
  • Update or amend the information we hold about you if it is wrong (right of rectification).
  • Ask us to stop using your information (right to restrict processing).
  • Ask us to remove your personal information from our records (right to be ‘forgotten’).
  • Object to the processing of your information for marketing purposes (right to object).
  • Obtain and reuse your personal data for your own purposes (right to data portability).
  • Not be subject to a decision when it is based on automated processing (automated decision making and profiling).

If you would like to know more about your rights under the data protection law see the Information Commissioners Office website.

Remember, you can change the way you hear from us or withdraw your permission for us to processing your personal data at any time by using the form on our Contact Us page.

4. Processing of personal data outside the UK

Your personal data may also be processed by third parties based outside of the UK, as detailed here:

  • Service providers acting as processors who provide IT and system administration services to us e.g. website analytics
  • Third parties who provide services on our behalf, e.g. email service providers, online survey providers etc.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

5.  Keeping your data secure

When you give us personal information online, by requesting a report or a product demonstration for example, we take steps to ensure that it’s treated securely.

This website works over an entirely encrypted connection – a lock icon can be seen on the top of your web browser.  Once we receive your information, we make our best effort to ensure its security on our systems.

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

6.  Retaining your information

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

7. How to contact us

If you wish to talk through anything in our privacy policy, find out more about your rights or obtain a copy of the information we hold about you, please contact us (details at the bottom of this page) who will be happy to help. If you wish to raise a complaint on how we have handled your personal data, you can contact our data protection officer who will investigate the matter. If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to the Information Commissioner’s Office (ICO) ( We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

If you wish to talk to us about anything in the policy or the information we hold about you please contact us:

By telephone: 01256 356629

By email:

By post: The Data Protection Officer, Active Informatics, Network House, Basing View, Basingstoke, Hampshire, RG21 4HG

This document was last updated: May 2018