Last updated: 06 August 2026
Who we are
This policy explains how Dataphiles Ltd (“Dataphiles”, “we”, “us”) collects and uses personal data when you visit our website at dataphiles.co.uk or contact us through it.
Dataphiles Ltd
Bank Chambers, 25 Crossgate, Otley, West Yorkshire, LS21 1BE
Company number: 04599161
Email: info@dataphiles.co.uk
Phone: 01943 464 090
We are the data controller for the personal data described in this policy.
What this policy covers
This policy covers the dataphiles.co.uk website only.
It does not cover patient data processed through the PatientComms platform on behalf of our healthcare customers. We act as a processor for that data, and it is governed by our contracts and data processing agreements with those customers. If you are a patient and want to know how your data is handled, please contact the practice or provider you attend.
What we collect
When you contact us
If you use our contact form, or otherwise get in touch by email or phone, we collect what you give us – typically your name, email address, phone number, company name, job title, and the content of your message.
Automatically, when you browse the site
Like most websites, we collect some technical information automatically: IP address, browser type, device information, pages viewed, and how you arrived at the site. We use this to keep the site secure and to understand how it’s used.
Cookies and similar technologies
We use a small number of essential cookies to support site security and the contact form. We do not use Google Analytics, Google Tag Manager, the LinkedIn Insight Tag, or any other advertising or marketing cookies, including Meta Pixel, Hotjar and Microsoft Clarity. Because the site sets no optional cookies, we do not run a cookie banner.
To measure site traffic we use Cloudflare Web Analytics. It is cookieless and does not track individuals across websites. We also use Google Fonts, which are served from Google’s servers; this means Google receives visitors’ IP addresses when fonts load, though no cookies are set. You can control cookies through your browser settings. Blocking them may affect how the site works.
How we use your information
We use your information to:
- Respond to your enquiry and follow up on it
- Manage our relationship with you if you become a customer or partner
- Keep our website secure and working properly
- Understand how visitors use the site, so we can improve it
- Send you information you’ve asked for about PatientComms
We do not sell your personal data. We do not use automated decision-making or profiling that produces legal or similarly significant effects.
Our legal basis for processing
- Legitimate interests – responding to enquiries, running and securing the website, and understanding site usage. We consider this a proportionate use of your data that you’d reasonably expect.
- Consent – for non-essential cookies, and for marketing communications where consent is required.
- Contract – where we’re taking steps at your request before entering into an agreement, or performing one.
- Legal obligation – where we need to keep or disclose information to comply with the law.
Who we share it with
- Capsule CRM, our CRM provider, which stores and processes contact form submissions and enquiry data on our behalf.
- Service providers who support our website and IT systems (hosting, email, analytics), acting on our instructions.
- Professional advisers and authorities where required by law, or to establish, exercise, or defend legal claims.
- In the event of a merger, acquisition, or sale of business assets, your data may be transferred as part of that transaction.
We don’t share your data with third parties for their own marketing purposes.
How long we keep it
We keep enquiry and contact data for as long as we have an ongoing relationship or legitimate reason to stay in touch, and for a reasonable period afterwards in case you get back in touch or for record-keeping purposes. We don’t keep personal data longer than we need it.
Your rights
Under UK GDPR, you have the right to:
- Ask what personal data we hold about you, and get a copy
- Ask us to correct inaccurate data
- Ask us to delete your data
- Object to or restrict certain processing
- Ask for your data in a portable format
- Withdraw consent at any time, where we’re relying on consent
To exercise any of these, email info@dataphiles.co.uk. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk) if you think we’ve mishandled your data.
Security
We use appropriate technical and organisational measures to protect your data. Dataphiles is certified to ISO27001 and Cyber Essentials Plus and compliant with the NHS Data Security and Protection Toolkit. No system is completely secure, but we take this seriously and keep our measures under review.
Changes to this policy
We’ll update this page if how we handle data changes, and update the date at the top. Significant changes will be flagged clearly on the site.
Contact us
Questions about this policy or your data: info@dataphiles.co.uk / 01943 464 090.