Why this privacy policy?

At Active Ants UK, we respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, store, and protect your personal data when you visit our website. It also informs you about your rights under applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Scope of this privacy policy

This policy applies to the processing of personal data collected through our website https://www.activeants.com/ and any related communications initiated through the website. It does not cover personal data collected through other platforms, services, or interactions outside the website.

This privacy policy does not apply to customers of businesses that use Active Ants’ fulfilment services. If you are a customer of one of our business clients, please refer to their privacy policy.

Key definitions

• Personal data: Any information that can directly or indirectly identify an individual, such as a name, email address, or IP address.
• Processing: Any action performed on personal data, such as collection, storage, or sharing.
• Data controller: The entity responsible for determining the purposes and means of processing personal data.
• Data processor: A third party that processes personal data on behalf of the data controller.

Identity and Contact Details of Active Ants UK

Active Ants UK is the data controller responsible for processing personal data collected through our website.

Company Name: Active Ants B.V.
Registered Address: Unit 1, 26 Liliput Road, Brackmills Industrial Estate, NN4 7DT, Northampton, United Kingdom

Company Registration Number: 30079089
Website: https://www.activeants.com/
General Contact Email: compliance@activeants.nl

If you have any questions regarding this privacy policy or how we process your personal data, you can contact us via https://www.activeants.com/contact/.

We collect and process personal data when you interact with our website. The types of personal data collected depend on how you use our website and the services you request.

3.1 Data You Provide Directly

We collect personal data that you voluntarily provide when using our website, including:

• Contact details: If you fill out a contact form, request information, or subscribe to a newsletter, we collect your name, email address, phone number (if provided), and any other details you provide.
• Customer service interactions: If you contact us via email, phone, or our website, we collect the details of your inquiry and any related communication.

3.2 Data Collected Automatically

When you visit our website, certain data is collected automatically to improve our services and website performance. This includes:

• Technical data: Your IP address, browser type and version, operating system, and device information.
• Website usage data: Information about the pages you visit, time spent on pages, and interactions with website elements.
• Cookies and tracking technologies: Our website uses cookies and similar technologies to collect information on website performance and user behavior (see section 10 for details).

3.3 Data Obtained from Third Parties

We may receive additional data from external service providers to analyze website traffic and generate business insights. This may include aggregated or anonymized data related to website visits and user interactions.

We process your personal data for specific purposes in compliance with the UK General Data Protection Regulation (UK GDPR). Each purpose has a legal basis, which is defined by data protection law.

4.1 Legal Bases for Processing

We process your data based on one or more of the following legal bases:

• Contractual necessity – Processing is required to fulfill an agreement with you or respond to your request.
• Legal obligation – Processing is necessary to comply with laws or regulations.
• Legitimate interest – Processing is necessary for business operations, provided it does not override your rights.
• Consent – Processing is based on your explicit consent, which you can withdraw at any time.

4.2 Purposes for Processing and Corresponding Legal Bases

We only share your personal data when necessary to operate our website, provide services, or comply with legal obligations. We ensure that any third parties processing your data do so securely and in compliance with the UK GDPR.

5.1 Internal Recipients

Your personal data may be shared within Active Ants UK on a strict need-to-know basis. Access is limited to employees who require the data to perform their job duties.

5.2 External Service Providers

We use third-party service providers to help operate our website and business. These providers process personal data on our behalf and are contractually obligated to protect it. These include:

• IT and hosting providers – To maintain our website and infrastructure.
• Customer service platforms – To handle inquiries and communication.
• Marketing and analytics providers – To analyze website performance and user behavior.
• Business intelligence tools – To enrich visitor profiles based on publicly available business data.
• Email and communication platforms – To send emails and newsletters.
• Payment processors (if applicable) – To handle transactions securely.

5.3 Legal and Regulatory Authorities

We may disclose your personal data if required by law, such as:

• Compliance with legal obligations (e.g., tax, fraud prevention, regulatory requirements).
• Responding to lawful requests from law enforcement or public authorities.
• Establishing, exercising, or defending legal claims.

We only store your personal data for as long as necessary to fulfill the purposes outlined in this privacy policy or as required by law. The retention periods depend on the type of data and the purpose of processing.

6.1 Retention Periods

6.2 Criteria for Determining Retention Periods

If no specific retention period is listed, we determine the duration based on:

• The necessity of the data for ongoing business operations.
• Legal and regulatory requirements.
• The risk of harm from prolonged storage.
• Industry best practices for data retention.

6.3 Data Deletion and Anonymization

After the retention period expires, we will either:

• Delete your personal data securely, or
• Anonymize the data so it can no longer be linked to you.

You have the right to request the deletion of your personal data at any time, subject to legal and contractual restrictions (see section 9 for details on your rights).

We take appropriate measures to ensure your personal data is protected against unauthorized access, loss, misuse, or alteration. Security measures are implemented at both the platform and hosting levels.

7.1 Security Measures in Place

• Secure Hosting – Our website is hosted by a provider that implements security best practices, including firewalls and access controls.
• SSL Encryption – All data transmitted between your browser and our website is secured using SSL/TLS encryption.
• Regular Updates – Our website’s software and security configurations are kept up to date to reduce vulnerabilities.
• Access Controls – Administrative access to our website is restricted to authorized personnel only.
• Automated Security Monitoring – Our hosting provider and security tools monitor for suspicious activity.

7.2 Organizational Security Measures

• Staff Training – Employees handling personal data receive training on data protection and security best practices.
• Confidentiality Agreements – Employees and third-party service providers are required to protect personal data.
• Data Minimization – We only collect and store the data necessary for our purposes.

7.3 Incident Management and Data Breach Response

In the event of a data breach, we have procedures in place to:

• Identify and contain the breach.
• Assess the impact on affected individuals.
• Notify the UK Information Commissioner’s Office (ICO) and affected individuals if required by law.

We continuously review and improve our security measures to keep your personal data safe.

Under the UK General Data Protection Regulation (UK GDPR), you have several rights regarding the processing of your personal data. These rights ensure transparency and give you control over how your data is used.

8.1 Your Rights

You have the following rights concerning your personal data:

• Right to Access – You can request a copy of the personal data we hold about you.
• Right to Rectification – You can ask us to correct inaccurate or incomplete personal data.
• Right to Erasure (“Right to be Forgotten”) – You can request that we delete your personal data, subject to legal and contractual obligations.
• Right to Restriction of Processing – You can ask us to temporarily suspend the processing of your data under certain conditions.
• Right to Data Portability – You can request to receive your personal data in a structured, commonly used format so that you can transfer it to another service provider.
• Right to Object – You can object to the processing of your personal data when based on legitimate interest or for direct marketing purposes.
• Right to Withdraw Consent – If processing is based on consent (e.g., marketing emails), you may withdraw your consent at any time.
• Right to Lodge a Complaint – You have the right to file a complaint with the UK Information Commissioner’s Office (ICO) if you believe we have misused your data.

8.2 How to Exercise Your Rights

To exercise any of these rights, please contact us using the details provided in section 12 (How Can You Contact Us?).

When submitting a request, we may ask you to verify your identity to ensure the security of your personal data. We aim to respond to all requests within one month, as required by law. If your request is complex or involves a large volume of data, we may extend this period by up to two additional months, but we will inform you if this is necessary.

8.3 Complaints to the ICO

If you are not satisfied with how we handle your request, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk/
Phone: +44 303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom

Our website uses cookies and similar tracking technologies to improve user experience, analyze website performance, and provide relevant content. This section explains how we use these technologies and how you can manage your preferences.

9.1 What Are Cookies?

Cookies are small text files that are stored on your device (computer, tablet, smartphone) when you visit a website. They allow websites to recognize your device and store information about your preferences or past interactions.

9.2 Types of Cookies We Use

We use the following types of cookies:

• Essential Cookies – Required for basic website functionality, such as security, accessibility, and session management. These cookies cannot be disabled.
• Analytics Cookies – Used to analyze how visitors interact with our website. These cookies help us improve functionality and performance. These cookies are only used with your consent.
  • We use Google Analytics to track website visits and generate anonymized reports. Google may be required to disclose data to public authorities under certain laws. More details can be found in Google’s Privacy & Terms.
• Marketing & Lead Generation Cookies – Used to identify business visitors and enhance lead generation activities. These cookies are only used with your consent.
  • We use Lead Forensics to track and analyze visits from businesses. Lead Forensics identifies company-related visits and provides insights based on publicly available data.

9.3 Managing Your Cookie Preferences

When you visit our website, you will see a cookie banner that allows you to:
✔ Accept all cookies
✔ Reject non-essential cookies
✔ Customize your cookie settings

You can also manage or delete cookies through your browser settings. Instructions for popular browsers:

• Google Chrome: Manage cookies
• Mozilla Firefox: Manage cookies
• Safari: Manage cookies
• Microsoft Edge: Manage cookies

9.4 Third-Party Cookies

Some third-party services we use, such as analytics or lead generation providers, may place their own cookies on your device. These providers have their own privacy and cookie policies, which we recommend reviewing.

9.5 Updates to Our Cookie Policy

We may update this cookie policy from time to time. Any changes will be reflected on this page, and significant changes may be communicated via our website.

You have control over how we process your personal data. This section explains how you can manage your preferences regarding marketing communications and data processing.

10.1 Managing Marketing Communications

If you have subscribed to our marketing communications (such as newsletters or promotional emails), you can manage your preferences at any time by:

• Clicking the “unsubscribe” link at the bottom of our emails.
• Contacting us directly (see section 12: How Can You Contact Us?).

10.2 Objecting to or Restricting Data Processing

In certain situations, you have the right to object to the processing of your personal data, including:

• Objecting to processing based on legitimate interest (e.g., business intelligence tools).
• Restricting processing while a complaint or correction request is being evaluated.

To exercise these rights, see section 12: How Can You Contact Us?.

If you have any questions about this privacy policy or how we process your personal data, you can contact us using the details below.

11.1 Contact Information

Company Name: Active Ants UK Ltd
Registered Address: Unit 1, 26 Liliput Road, Brackmills Industrial Estate, NN4 7DT, Northampton, United Kingdom
Company Registration Number: [Insert Company Number]
General Contact Email: [Insert Contact Email]
Website: https://www.activeants.com/

11.2 Exercising Your Data Protection Rights

To exercise your rights regarding your personal data (e.g., access, rectification, erasure), please submit your request via:

• Email: compliance@activeants.nl

For security reasons, we may ask for additional information to verify your identity before processing your request.