TransparentChoice Privacy Policy

This Privacy Policy governs the manner in which TransparentChoice Limited collects, uses, maintains and discloses information collected from users (each, a "User") of the https://www.transparentchoice.com website ("Site"). This privacy policy applies to the Site and all products and services offered by TransparentChoice Limited, and tells you what to expect us to do with your personal information. 

Contents:


Contact details 

By Post:
IdeaSpace West, 3 Charles Babbage Road, Cambridge, Cambridgeshire, CB3 0GT, United Kingdom  

Telephone:
+44 1244  940929 

Email:
contact@transparentchoice.com 

 

Summary guidelines

At TransparentChoice, we respect your personal information and use it only when it is mutually beneficial. We only collect what is strictly necessary to conduct our business for the mutual benefit of our customers, partners, employees and our company. Your contact information will be retained only for as long as you or your organisation are active or potential customers, partners, suppliers or employees. We do not retain contact details for cold leads, we do not keep any personal information beyond what is necessary or legally required, and we will never sell it. We select our partners carefully, and a list of all entities with whom we may share your personal information, and for what purpose, is available upon request.

 

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

  • Names and contact details
  • Account information
  • Website user information (including user journeys and cookie tracking) 
  • Records of meetings and decisions 

We collect or use the following information for the operation of customer accounts and guarantees: 

  • Names and contact details

  • Account information, including registration

  • Information used for security purposes 

  • Marketing preferences  

We collect or use the following information for service updates or marketing purposes:

  • Names and contact details

  • Addresses

  • Marketing preferences

  • Location data

  • Call recordings

  • IP addresses

  • Website and app user journey information

  • Records of consent, where appropriate 

We collect or use the following information to comply with legal requirements:

  • Name

  • Contact information

  • Identification documents

  • Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

  • Any other personal information required to comply with legal obligations

We collect or use the following personal information for dealing with queries, complaints or claims: 

  • Names and contact details

  • Relevant information from previous investigations

  • Correspondence 


Lawful bases and data protection rights 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: 

If you make a request, we must respond to you without undue delay, and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

 

Our lawful bases for the collection and use of your data 

Our lawful bases for collecting or using personal information to provide services are: 

  • Consent - we have permission from you after we have given you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 
    • performance of the Sales Agreement (Contract) mentioned above or the agreement for the provision of an Electronic Service, including any steps required at the request of the data subject before entering into those agreements. 
    • improving the performance and stability of our product
    • ensuring the security of our customers' access accounts (usernames, passwords and other login credentials)
    • delivering important notifications regarding the security and stability of our product
    • keeping tax and accounting books 

  • For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above. 


Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

  • Consent - we have permission from you after we have given you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 
    • performance of the Sales Agreement (Contract) mentioned above or the agreement for the provision of an Electronic Service, including any steps required at the request of the data subject before entering into those agreements.
    • improving the performance and stability of our product
    • ensuring the security of our customers' access accounts (usernames, passwords and other login credentials) 
    • delivering important notifications regarding the security and stability of our product
    • keeping tax and accounting books 

  • For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above.

 

Our lawful bases for collecting or using personal information for service updates or marketing purposes are: 

  • Consent - we have permission from you after we have given you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

    • informing our current and potential customers about important updates

    • direct marketing to current and potential customers

    • marketing to current and potential customers

    • keeping statistics and analysing traffic on our website

  • For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above. 


Our lawful bases for collecting or using personal information for legal requirements are:

  • Consent - we have permission from you after we have given you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability, including:

    • performance of the Sales Agreement (Contract) mentioned above or the agreement for the provision of an Electronic Service, including any steps required at the request of the data subject before entering into those agreements.

    • keeping tax and accounting books

    • gathering data and/or claims submitted by the customer or the data subject to establish, exercise or defend claims that may be raised by TransparentChoice or against TransparentChoice

  • For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above. 

 

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent - we have permission from you after we have given you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

    • gathering data and/or claims submitted by the customer or the data subject to establish, exercise or defend claims that may be raised by TransparentChoice or against TransparentChoice

    • performance of the Sales Agreement (Contract) mentioned above or the agreement for the provision of an Electronic Service, including any steps required at the request of the data subject before entering into those agreements.

    • improving the performance and stability of our product

  • For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above.

 

Where we get personal information from 

  • Directly from you

  • Publicly available sources

  • Market research organisations

  • Our business partners 

     

How long we keep information 

  • If you are or have been our customer, partner or member, we and our accounting and legal partners keep all information relevant to the fulfilment of our contractual and legal obligations for 6 years after the end of the financial year in which the contract ends.

  • If you are or have been a potential customer, we retain your contact information and other relevant details for up to 24 months after the last meaningful interaction, or earlier if consent is withdrawn or you object. The data is securely deleted or anonymised thereafter.

  • If you have joined one of our events electronically, our hosting platform retains your name and email address according to the retention schedule of the hosting platform. In the case of Zoom, this may be up to 24 months. We may share your details with our business partners who were also part of that event.

  • If you have access to the service we host directly (the TransparentChoice platform), we keep your name and email address for authentication and authorisation purposes. Once you delete your account or interrupt your relationship with us (contract end, trial end, etc.), your name and email addresses are immediately deleted from our live systems and may be part of our backups until the end of the backup retention period.

  • Any other kind of personal information not mentioned here is kept for the legally required period. 

  • For more information on how long we store your personal information, or the criteria we use to determine this, please contact us using the details provided above. 

 

Who we share information with 

Data processors:

Microsoft, HubSpot, NordSec, Zoom, and others. The full list is available upon request. 

The kind of personal data shared with each data processor depends on the nature of your relationship with us. Where you were part of a marketing event, such as a webinar, we may share your details with our business partners who were also part of that event. 

Others we share personal information with:

  • Professional or legal advisors

  • Relevant regulatory authorities

  • External auditors or inspectors

  • Accountants and banking agents

  • Organisations we’re legally obliged to share personal information with

This depends on the nature of your relationship with us. For more information on how long we store your personal information, or the criteria we use to determine this, please contact us using the details provided above.

 

Sharing information outside the UK 

Where necessary, we and our processors may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguards for any of the transfers below, please contact us using the contact information provided above. 

 

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:

Information Commissioner’s Office 
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 

ICO Helpline number: 0303 123 1113 

Website: https://www.ico.org.uk/make-a-complaint 

 

Last updated 

28th July 2026