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iTS Consultancy Services Ltd

Last updated: 26 October 2026

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1. Introduction

iTS Consultancy Services Ltd ("iTS", "we", "us" or "our") is committed to protecting the privacy and personal information of individuals who interact with our business.

This Privacy Policy explains how we collect, use, store, share and protect personal information in connection with our engineering consultancy services, website and business operations.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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2. Who We Are

The organisation responsible for the personal information described in this policy is:

iTS Consultancy Services Ltd

Company Registration Number: 07074993

Registered Office:

Unit 7A, Waterside Business Park
Waterside
Chesham
Buckinghamshire
HP5 1PE

Trading Office:

First Floor, Milton House
Gatehouse Road
Aylesbury
Buckinghamshire
HP19 8EL

Email: enquiries@itsconsultancy.co.uk

Website: www.itsconsultancy.co.uk

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iTS generally acts as the data controller for information collected during our business operations. In some circumstances, we may process information on behalf of a client in accordance with their documented instructions.

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3. Information We Collect

We collect and process personal information where necessary for legitimate business activities.

3.1 Clients, Consultants and Project Contacts

Information may include:

• Names and job titles.

• Company names and business addresses.

• Email addresses and telephone numbers.

• Business correspondence and meeting records.

• Project-related information identifying individuals.

• Contractual and commercial information.

We use this information to communicate with clients and project teams, prepare proposals, deliver consultancy services, manage projects and maintain professional records.

Lawful basis: Contractual necessity where an individual is a party to a contract, or our legitimate interests in providing and administering professional consultancy services.

​3.2 Suppliers and Financial Information

Information may include business contact details, billing addresses, invoice information, transaction records and relevant bank details.

We use this information to administer contracts, process payments, maintain accounting records and meet financial reporting obligations.

Lawful basis: Contractual necessity, compliance with legal obligations and our legitimate interests in administering our business.

3.3 Employees and Job Applicants

We collect information necessary for recruitment, employment administration and compliance with employment legislation.

This may include:

• Personal and emergency contact details.

• Employment history and qualifications.

• Identity documents and right-to-work information.

• Payroll, salary, pension and National Insurance details.

• Training, performance and appraisal records.

• Sickness, absence and other employment records.

• Criminal record check information where legally necessary and permitted.

We use this information to manage employment relationships, administer payroll and pensions, assess professional competence, comply with legal duties and protect legitimate business interests.

Lawful basis: Contractual necessity, compliance with legal obligations and legitimate interests where appropriate.

Where special-category information or criminal offence information is processed, we identify and apply the additional legal conditions required by UK data protection legislation.

Further privacy information may be provided directly to employees or applicants where necessary.

3.4 Website Visitors

When individuals visit our website, certain technical information may be processed, including:

• Internet Protocol (IP) addresses.

• Browser and device information.

• Website interaction and usage information.

• Technical and security logs.

• Cookie preferences and related information.

This information supports the operation, security and maintenance of our website and, where enabled, helps us understand website usage.

Lawful basis: Legitimate interests in maintaining a functional and secure website, together with consent where required for non-essential cookies or similar technologies.

3.5 Business Enquiries

When someone contacts iTS through our website, email, telephone or another communication channel, we may retain their contact information and correspondence.

This allows us to respond to enquiries, prepare quotations and maintain appropriate business records.

Lawful basis: Legitimate interests or steps taken at an individual's request before entering into a contract.

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4. Sources of Personal Information

We generally obtain personal information directly from the individuals concerned.

Information may also be received from employers, clients, project consultants, suppliers, professional advisers, recruitment referees or publicly available business sources.

We only collect information relevant to the legitimate purpose for which it is required.

Where information is necessary to enter into a contract or meet a legal requirement, we will explain the consequences of not providing it where appropriate.

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5. How We Use Personal Information

We use personal information for purposes including:

• Delivering engineering and building services consultancy.

• Managing client relationships and construction projects.

• Preparing proposals, contracts and financial records.

• Communicating with clients, consultants and suppliers.

• Managing employees and recruitment.

• Complying with statutory and regulatory requirements.

• Protecting company systems and information.

• Responding to enquiries and resolving disputes.

We do not sell personal information to third parties.

We do not use confidential client information or employee records for unrelated advertising purposes.

 

6. Sharing Information with Third Parties

We share personal information only where reasonably necessary for business operations or where required by law.

Recipients may include:

• Authorised iTS employees and directors.

• Clients, contractors and professional design teams.

• Accountants and financial advisers.

• Payroll and pension administrators.

• Banks and financial institutions.

• Professional insurers and legal advisers.

• IT, communications and cloud service providers.

• Regulatory or public authorities where legally required.

Our business uses third-party technology providers, including Wix for website services, Google Workspace for email and collaboration, and Xero for accounting and expenses.

Other providers, including Microsoft services and specialist business software suppliers, may process relevant information where those services are used.

We seek appropriate contractual, organisational and technical safeguards when third parties process personal information on our behalf.

 

7. Website Cookies

Our website is hosted using Wix and uses cookies and similar technologies to support its operation, functionality and security.

Cookies are small files stored on a visitor's device that help websites function correctly and remember certain information.

Essential Cookies

Essential cookies are used to support the operation of our website, including security, navigation and core functionality.

These cookies do not require consent where they are strictly necessary to provide the requested website services.

Website Analytics

Our website hosting provider and any enabled analytics services may process limited technical information to help monitor website performance and understand how the website is used.

Where analytics cookies or similar technologies are used, we will provide appropriate information and any consent or objection controls required by applicable legislation.

Advertising and Marketing

iTS Consultancy Services Ltd does not use cookies for targeted advertising, remarketing or building advertising profiles of website visitors.

Managing Cookies

Visitors can manage or delete cookies through their browser settings.

Where additional cookie preferences are available through our website, visitors can use those controls to manage optional technologies.

For further information, please contact enquiries@itsconsultancy.co.uk.

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9. International Data Transfers

Some technology and cloud service providers may process or make information accessible outside the United Kingdom.

Where international transfers are subject to restrictions under UK data protection law, we will use applicable adequacy arrangements or appropriate safeguards, such as recognised contractual transfer protections.

Further information about applicable safeguards can be requested using the contact details in this policy.

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10. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including relevant contractual, legal, regulatory and professional obligations.

Our general retention approach includes:

Client and Project Records

Typically retained throughout the business relationship and for a further ten years, reflecting contractual obligations and professional liability considerations.

Employee Records

Generally retained during employment and, depending on the type of record, for an appropriate period afterwards. Core employment records may be retained for up to six years following employment, with different periods applying where required by law.

Financial and Accounting Records

Retained for the periods required by applicable tax, accounting and company legislation, generally at least six years where relevant.

Enquiries and Correspondence

Retained for as long as necessary for business administration, appropriate follow-up and any applicable legal obligations.

Website Technical Information

Retained in accordance with the relevant operational and security requirements of the website and its service providers.

When information is no longer required, it is deleted, anonymised or securely disposed of in accordance with the applicable retention arrangements. Information may remain temporarily within controlled backup systems until the relevant backup retention period expires.

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11. Your Data Protection Rights

Under UK data protection legislation, individuals may have the following rights, subject to applicable conditions and exemptions:

Right of Access: To request information about the personal data we hold concerning you.

Right to Rectification: To request correction of inaccurate or incomplete information.

Right to Erasure: To request deletion of personal information in certain circumstances.

Right to Restrict Processing: To request restrictions on how information is processed.

Right to Data Portability: To receive certain personal information in a commonly used electronic format where applicable.

Right to Object: You may object to processing based on our legitimate interests in certain circumstances. You have the right to object to direct marketing at any time.

Right to Withdraw Consent: Where processing relies on consent, you may withdraw that consent at any time without affecting processing lawfully carried out beforehand.

To exercise these rights, please contact:

enquiries@itsconsultancy.co.uk

We may request reasonable evidence of identity before responding to a request.

Requests will be handled in accordance with applicable statutory requirements.

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12. Complaints

If you have concerns about how we handle personal information, please contact us so that we can investigate.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Information about making a complaint is available through the ICO's official website.

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13. Automated Decision-Making

We do not ordinarily use personal information collected through our consultancy activities to make solely automated decisions that produce legal or similarly significant effects on individuals.

If this position changes, we will provide appropriate additional information and safeguards.

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14. Additional Software and Digital Services

iTS may develop or operate software applications and other digital services separately from its core engineering consultancy activities.

Where these services involve different categories of personal information or additional processing arrangements, we will provide relevant supplementary privacy information.

This includes PaceBridge, our running training and performance application, which has its own Privacy Policy describing its current operation and proposed future Garmin Connect and AI integration.

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15. Changes to This Privacy Policy

We may update this policy to reflect changes in legislation, technology, business activities or our information processing arrangements.

The latest version will be published on our website, and material changes will be brought to affected individuals' attention where required.

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Last updated: 26 October 2026

© 2026 iTS Consultancy Services Ltd. All rights reserved.