Privacy Policy
Last Updated: 1 May 2026 · OnDigi Solutions
Introduction
Welcome to the OnDigi Solutions (OnDigi) privacy policy.
OnDigi respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
Please use the Glossary at the end of this document to understand the meaning of some of the terms used in this privacy policy.
1. Important Information & Who We Are
Purpose of This Privacy Policy
OnDigi understands that your privacy is important to you and that you care about how your personal data is used. This privacy policy aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide. We will only collect and use personal data in ways that are described here, in a way that is consistent with our obligations and your rights under the law.
This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.
Controller
OnDigi Solutions is the controller and responsible for your personal data (collectively referred to as OnDigi, we, us or our in this privacy policy).
We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.
Contact Details
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk ). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the Privacy Policy & Your Duty to Inform Us
We keep our privacy policy under regular review. This version was last updated on 1st May 2026.
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.
Third-Party Links
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 policy of every website you visit.
2. The Data We Collect About You
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes first name, last name, username or similar identifier, title, date of birth and gender.
- Contact Data includes billing address, email address and telephone numbers.
- Financial Data includes bank account and payment card details.
- Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
- 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.
- Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
- Usage Data includes information about how you use our website, products and services.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
If You Fail to Provide Personal Data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.
3. How Your Personal Data Is Collected
We use different methods to collect data from and about you including through:
- Direct Interactions. You may give us your Identity, Contact, and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- apply for our products or services;
- request marketing to be sent to you;
- request a campaign proposal or audit; or
- give us feedback or contact us.
- Automated Technologies or Interactions. As you interact with our website, we will 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.
- Third Parties or Publicly Available Sources. We will receive personal data about you from various third parties and public sources as set out below:
- Google Analytics: Google Remarketing (showing our ads on third party websites), Google Display Network Impression Reporting, and Demographics and Interest Reporting. Visitors can opt out of Google Analytics for Display Advertising using Google Ad Settings (adssettings.google.com) or the Google opt-out browser add-on.
- Hubspot: Marketing automation and website contact forms (Privacy Policy: legal.hubspot.com/privacy-policy).
- Salesforce: CRM platform for managing our sales pipeline and revenue reporting (Privacy Policy: salesforce.com/uk/company/privacy/).
4. How We Use Your Personal Data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal obligation.
Purposes for Which We Will Use Your Personal Data
| Purpose / Activity | Type of Data | Lawful Basis for Processing |
|---|---|---|
| To register you as a new customer | Identity, Contact | Performance of a contract with you |
| To process and deliver your order, recover debts, and manage invoice payments | Identity, Contact, Financial, Transaction, Marketing | Performance of a contract, Necessary for our legitimate interests (to recover debts) |
| To manage our relationship with you (notifying changes, requesting reviews or surveys) | Identity, Contact, Profile, Marketing | Performance of a contract, Comply with legal obligation, Necessary for legitimate interests |
| To administer and protect our business and this website (troubleshooting, network security, IT support) | Identity, Contact, Technical | Necessary for legitimate interests (running our business, IT service provision), Comply with legal obligation |
| To deliver relevant website content/ads to you and measure ad effectiveness | Identity, Contact, Profile, Usage, Marketing, Technical | Necessary for legitimate interests (study how customers use products, grow business) |
| To use data analytics to optimize our website, products/services, and customer relationship strategy | Technical, Usage | Necessary for legitimate interests (define customer types, keep website updated and relevant) |
Marketing & Promotional Offers
We may use your Identity, Contact, Technical, Usage, and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out.
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
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.
5. Disclosures of Your Personal Data
We may sometimes contract with the following third parties to supply certain products or services.
| Recipient | Activity Carried Out | Sector | Location |
|---|---|---|---|
| Xero | Financial reporting, invoicing and bookkeeping service | Finance and Business Support | US (data stored) / NZ (head office) |
| Teamtailor | Recruitment management | Recruitment | EU / EEA |
| SEO, PPC & Analytics services | Digital Marketing Services | US / EU | |
| Salesforce | Sales & revenue reporting, CRM | Finance, Sales and Business Support | US / UK |
| Office 365 | Office products and email servers | Operations and Business Support | US |
| Hubspot | Sales and marketing email management | Sales and Marketing | US / EU |
| Egnyte | File management server | Operations and Business Support | US |
If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights under the law.
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.
6. International Transfers
Many of our external third parties are based outside the UK, so their processing of your personal data will involve a transfer of data outside the UK.
Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
- Where we use certain service providers, we may use specific contracts approved for use in the UK (such as Standard Contractual Clauses or the International Data Transfer Agreement) which give personal data the same protection it has in the UK.
7. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
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.
8. Data Retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
9. Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:
- Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party).
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in certain scenarios.
- Request the transfer of your personal data to you or to a third party.
- Withdraw consent at any time where we are relying on consent to process your personal data.
If you wish to exercise any of the rights set out above, please contact our data privacy manager at info@ondigisolutions.com.
10. Glossary
Lawful Basis
- Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests.
- Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
- Comply with a Legal Obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.