Terms & Conditions

These Terms & Conditions (“Terms”) govern your access to and use of the Engaging Data assessments platform (the “Platform”) operated by Engaging Data Limited, a company registered in England and Wales (the “Company”, “we”, “us” or “our”).

By creating an account or using the Platform you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy & Data Processing provisions set out below. If you do not agree, you must not use the Platform.

To access certain features you must register for an account. You agree to:

• Provide accurate, complete, and current information during registration;
• Keep your login credentials confidential and not share them with any third party;
• Notify us immediately at security@engagingdata.co.uk if you suspect unauthorised use of your account; and
• Accept responsibility for all activity that occurs under your account.

We reserve the right to suspend or terminate accounts that breach these Terms or that we reasonably believe have been compromised.

When you register and use the Platform, we collect and process the following categories of personal data:

• Identity data: your full name;
• Contact data: email address, telephone number;
• Organisation data: company or organisation name;
• Authentication data: hashed password or OAuth tokens (Microsoft / Google);
• Assessment data: your responses to assessment questions and any free-text answers you provide;
• Usage data: pages visited, actions taken, session timestamps, browser / device information, and aggregated analytics events (captured via PostHog, an EU-hosted analytics service) to help us understand how the Platform is used and improve it; and
• Communications data: any correspondence you send to us.

We do not knowingly collect data from individuals under the age of 18.

We process your personal data on the following legal bases and for the following purposes:

• Contract performance - to create and manage your account, deliver assessment results and reports, and provide platform support;
• Legitimate interests - to improve the Platform, conduct analytics, detect fraud, and ensure platform security;
• Legal obligation - to comply with applicable law, regulation, and court orders; and
• Consent - where you have given explicit consent, to send you marketing communications about Engaging Data services (you may withdraw consent at any time).

We will never sell your personal data to third parties or use it for purposes incompatible with those described in these Terms without first obtaining your explicit consent.

We may share your personal data with carefully selected third parties only where necessary:

• Service providers: cloud infrastructure, database hosting, email delivery providers, and analytics services (specifically PostHog for EU-hosted product analytics) engaged to operate the Platform on our behalf, each bound by appropriate data processing agreements;
• Sales & marketing automation: on completing an assessment, your name, email, company, and phone number are passed to our workflow automation tool (n8n) which creates a corresponding lead record in our Microsoft Dynamics 365 CRM, so that our sales team can follow up;
• Professional advisers: lawyers, accountants, and insurers under obligations of confidentiality;
• Engaging Data staff: consultants and analysts within the Company who need access to deliver the services you have requested; and
• Regulators and authorities: where required by law.

All third-party processors are required to process your data only on our documented instructions and in compliance with the UK GDPR and Data Protection Act 2018.

Your data is stored on servers located within the United Kingdom and / or the European Economic Area. Where data is transferred outside these territories, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses approved by the ICO).

We implement and maintain appropriate technical and organisational security measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include:

• Encryption of data in transit (TLS 1.2+) and at rest;
• Password hashing using industry-standard algorithms (bcrypt);
• Role-based access controls limiting staff access to personal data; and
• Regular security assessments and vulnerability management.

No method of transmission or storage is completely secure. In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify you and the Information Commissioner’s Office (ICO) in accordance with our legal obligations.

We retain your personal data for as long as your account is active and for a reasonable period thereafter to fulfil the purposes outlined in these Terms, comply with legal obligations, resolve disputes, and enforce our agreements. In practice:

• Account data is retained for the duration of your account plus 2 years following closure;
• Assessment responses and reports are retained for the duration of your account plus 3 years to support follow-up engagements; and
• Server logs are retained for up to 12 months.

You may request deletion of your account and associated personal data at any time (see section 8). Where you do so, we remove the identifying data described in section 3 (your name, email, phone number, company, and any uploaded logo) from your completed assessments, including from any lead record created in our CRM (see section 5), but retain the assessment responses and scores themselves for statistical analysis and to improve the Platform. Free-text answers and comments are not edited as part of this process and may, depending on what you wrote, still be capable of identifying you.

Under UK data protection law you have the right to:

• Access - request a copy of the personal data we hold about you;
• Rectification - request correction of inaccurate or incomplete data;
• Erasure - request deletion of your personal data in certain circumstances. For completed assessments, we satisfy this by removing your identifying data (name, email, phone, company, logo) from the assessment record and from any CRM lead created about you (see section 5), and retaining the resulting responses and scores rather than deleting the underlying assessment record itself. Any free-text answer or comment you wrote is not reviewed or redacted as part of this process, so it may still be capable of identifying you to someone who reads it;
• Restriction - request that we restrict processing of your data in certain circumstances;
• Portability - receive a copy of your data in a structured, machine-readable format;
• Object - object to processing based on legitimate interests or for direct marketing; and
• Withdraw consent - where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at security@engagingdata.co.uk. We will respond within one month. You also have the right to lodge a complaint with the ICO (ico.org.uk).

The Platform uses strictly necessary session cookies to keep you logged in and maintain the security of your session. No third-party advertising or profiling cookies are used.

We also use PostHog, an EU-hosted analytics service, to understand how the Platform is used and to improve it. PostHog stores an anonymous session identifier in your browser’s local storage (not a cookie) and receives usage events such as pages visited and actions taken. No personal identifiers are included in these events, and the data is processed on servers within the EU under a data processing agreement with Engaging Data Limited. You may clear browser local storage at any time via your browser settings.

The Platform, all assessment content, scoring methodologies, reports, and branding are the exclusive intellectual property of Engaging Data Limited. Nothing in these Terms grants you any right in that IP except the limited licence to use the Platform for your own internal business purposes.

You retain ownership of any data or content you submit through the Platform. By submitting content you grant us a non-exclusive, worldwide, royalty-free licence to use it solely to provide the Platform services to you.

To the fullest extent permitted by law, Engaging Data Limited shall not be liable for any indirect, consequential, special, or punitive damages arising out of or in connection with your use of the Platform. Our total aggregate liability shall not exceed the fees paid by you (if any) in the 12 months preceding the event giving rise to the claim.

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot lawfully be excluded.

We may update these Terms from time to time. We will notify you of material changes by email or by a prominent notice on the Platform. Continued use after the effective date of any update constitutes acceptance of the revised Terms. If you do not agree to the revised Terms, you should close your account.

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

If you have questions about these Terms or how we handle your data, please contact: