Policy version: 1 April 2025

www.consolidocs.com (our website) is provided by ConsoliDocs Limited ('we', 'our' or 'us'). We are the controller of personal data obtained via our website, meaning we are the organisation legally responsible for deciding how and for what purposes it is used.

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share any information relating to you (your personal data) in connection with your use of our website. It also explains your rights in relation to your personal data and how to contact us or a relevant regulator in the event you have a complaint.

We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR). We are also subject to the EU General Data Protection Regulation (EU GDPR) in relation to goods and services we offer to individuals and our wider operations in the European Economic Area (EEA).

Given the nature of our website, we do not expect to collect the personal data of anyone under 13 years old. If you are aware that any personal data of anyone under 13 years old has been shared with our website please let us know so that we can delete that data.

What this policy covers

This privacy policy relates to your use of our website only.

Throughout our website we may link to other websites owned and operated by certain trusted third parties to make additional products and services available to you. Those third party websites may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to those third party websites, please consult their privacy policies as appropriate.

Personal data we collect about you

The personal data we collect about you depends on the particular activities carried out through our website. We will collect and use the following personal data about you:

• your name, address and contact information, including email address and telephone number and company details

• details of any information, feedback or other matters you give to us by phone, email, post or via social media

• your activities on, and use of, our website

• information about how you use our website and technology systems

• your responses to surveys, competitions and promotions

Sometimes you can choose if you want to give us your personal data and let us use it. Where that is the case, we will tell you and give you the choice before you give the personal data to us. We will also tell you whether declining to share that personal data will have any effect on your use of our website or any services on it.

We collect and use this personal data for the purposes described in the section 'How and why we use your personal data' below.

How your personal data is collected

We collect personal data from you:

• directly, when you enter or send us information, such as when you register with us, contact us (including via email), send us feedback, purchase products or services via our website, post material to our website and complete customer surveys or participate in competitions via our website

• indirectly, such as your browsing activity while on our website; we will usually collect information indirectly using the technologies explained in the section on 'Cookies and other tracking technologies' below

We also collect personal data about you from other sources as follows:

• In person-meetings

• Telephone

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason, e.g.:

• where you have given consent

• to comply with our legal and regulatory obligations

• for the performance of a contract with you or to take steps at your request before entering into a contract, or

• for our legitimate interests or those of a third party

A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us.

We use your personal data for the following reasons:

• Providing products and services to you

• Enforcing legal rights or defend or undertake legal proceedings

• Customising our website and its content to your preferences based on a record of your selected preferences or on your use of our website

• Retaining and evaluating information on your recent visits to our website and how you move around different sections of our website for analytics purposes to understand how people use our website so that we can make it more intuitive or to check our website is working as intended

• Communications with you not related to marketing, including about changes to our terms or policies or changes to the products or services or other important notices

• Protecting the security of systems and data used to provide the services

• Statistical analysis to help us understand our customer base

• Updating and enhancing customer records

• Disclosures and other activities necessary to comply with legal and regulatory obligations that apply to our business, e.g. to record and demonstrate evidence of your consents where relevant

• Marketing our services to existing and former customers

Marketing

We will use your personal data to send you updates (by email, text message, telephone or post) about our services, including exclusive offers, promotions or new services.

We have a legitimate interest in using your personal data for marketing purposes. This means we do not need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.

You have the right to opt out of receiving marketing communications at any time by:

• contacting us at privacy@consolidocs.com

• using the 'unsubscribe' link in emails or 'STOP' number in texts

We may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

We will always treat your personal data with the utmost respect and never sell or share it with other organisations outside the ConsoliDocs group for marketing purposes.

Who we share your personal data with

We routinely share personal data with:

• third parties we use to help deliver our services to you, e.g. IT service providers, warehouses and delivery companies

• other third parties we use to help us run our business, e.g. marketing agencies or website hosts and website analytics providers

• companies within the Consolidatedocs group

We only allow those organisations to handle your personal data if we are satisfied that they take appropriate measures to protect your personal data. We also impose contractual obligations on them to ensure they can only use your personal data to provide services to us and to you.

How to contact us

You can contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Our contact details are shown below:

Consolidocs Limited

95 Regent Street, Cambridge, CB21AW

privacy@consolidocs.com