Privacy Policy

The data controller for personal data processed through the Platform is Aquifert Ltd (company number [●]), whose registered office is at [●], United Kingdom (“Aquifert”, “we”, “us”, “our”).

You can contact our data protection lead at privacy@aquifert.com. See our Data Protection & GDPR page for further detail on our compliance programme.

• Identity and contact data: name, job title, work email, phone number, company name and role.
• Business and verification data: company registration details, VAT number, directors/beneficial owners (for KYC/AML screening), trade references.
• Account and usage data: login events, pages and features used, searches, saved preferences, language and cookie choices.
• Transaction data: sourcing requests, quotations, orders, invoices, payment status, delivery and claims history.
• Communications: messages with our team, Aquibot conversations, support tickets, call records and meeting notes.
• Technical data: IP address, device and browser type, approximate location derived from IP, and telemetry/cookie identifiers.
• Payment data: payment method details are processed by our payment providers; we do not store full card numbers.

Under UK GDPR we rely on the following lawful bases:

• Contract: to operate your account, provide membership features, process transactions, deliver Products and provide support.
• Legal obligation: KYC/AML screening, sanctions checks, tax and accounting records, and regulatory reporting.
• Legitimate interests: platform security and fraud prevention, service improvement, anonymised market analytics, and B2B marketing to existing customers (balanced against your rights).
• Consent: optional marketing communications and non-essential cookies. You may withdraw consent at any time.

We share personal data only as needed, under contract, and in line with data protection law:

• Service providers (processors): hosting and database, payment processing, email delivery, customer support tooling, and analytics — each bound by data processing agreements.
• Counterparties and logistics providers: only the information needed to perform a transaction — and never information that would reveal a Supplier’s identity to a buyer, in line with our anonymity principle.
• Authorities and regulators: where required by law, sanctions regimes, court order or to protect our legal rights.
• Professional advisers and, in the event of a merger or acquisition, prospective buyers under confidentiality.

Some providers process data outside the UK. Where they do, we rely on UK adequacy regulations, the UK International Data Transfer Agreement (IDTA) or the UK addendum to EU Standard Contractual Clauses, with supplementary measures where required.

• Account data: for the life of the account and up to 24 months after closure.
• Transaction, invoice and tax records: 6 years from the end of the relevant financial year (legal requirement).
• KYC/AML records: 5 years after the end of the business relationship (legal requirement).
• Support and Aquibot conversations: up to 24 months, then deleted or anonymised.
• Marketing data: until you unsubscribe or object.

We apply technical and organisational measures including encryption in transit and at rest, role-based access control, audit logging, segregated environments, and staff confidentiality obligations. No system is perfectly secure; if a breach risks your rights we will notify you and the ICO as required by law.

You have the right to:

• access a copy of your personal data;
• rectify inaccurate or incomplete data;
• erase your data (subject to legal retention duties);
• restrict or object to processing, including objection to direct marketing at any time;
• data portability for data processed by automated means under contract or consent;
• withdraw consent where processing is based on consent;
• not be subject to decisions based solely on automated processing that produce legal or similarly significant effects — our compliance decisions always involve human review.

Email privacy@aquifert.com. We respond within one month. You also have the right to complain to the UK Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, ico.org.uk — though we would welcome the chance to resolve your concern first.

We use strictly necessary cookies to operate the Platform and, with your consent via the cookie banner or Cookie Preferences, analytics cookies. You can change your choices at any time via Cookie Preferences in the site footer.

We may update this policy; material changes will be notified by email or in-app notice. The “last updated” date above shows the current version.