Privacy policy

1 Who we are

Terrabase is the data controller for personal information processed through this marketing website. We are a company registered in England and Wales.

• Trading name: Terrabase Ltd
• Registered name: TERRABASE LIMITED
• Company number: 04612938
• VAT number: GB 680 2244 52

General enquiries: enquire@terrabase.co.uk. Privacy-specific questions: privacy@terrabase.co.uk.

This policy does not cover personal information we process as part of bespoke software or services supplied to clients under separate contracts. Those arrangements are governed by project-specific terms and privacy notices.

2 What this website does—and does not—collect

Our public website is primarily informational. We do not require you to create an account, and we do not use third-party advertising or analytics cookies on this site.

Depending on how you use the website, we may process:

• Information you send us directly — for example your name, organisation, email address, phone number, and the content of messages when you contact us by email or telephone, or when you follow a “mailto” link from tools on the site (such as the spreadsheet stress check).
• Technical and usage data — such as IP address, browser type, device type, referring page, pages viewed, and approximate timing, collected automatically in server logs and similar systems needed to deliver and secure the website.
• Cookie and storage data — preferences stored in your browser (for example theme choice and cookie consent). Optional embedded YouTube videos on blog articles are loaded only if you consent. See our Cookie policy for details.
• Client-side tool data — the spreadsheet stress check runs entirely in your browser until you choose to email us; we do not receive your ticked answers unless you include them in a message you send.

We do not intentionally collect special category data (such as health information) through this website. Please do not send sensitive personal information unless we have agreed a secure channel for it.

3 How and why we use personal information

We use personal information only where we have a lawful basis under UK GDPR. The main bases we rely on for this website are:

• Legitimate interests — to operate, maintain, and improve the website; respond to enquiries; understand aggregate interest in our content; and protect the site against misuse. We balance these interests against your rights and keep processing proportionate.
• Consent — for non-essential cookies and similar technologies, and for loading optional third-party content (embedded YouTube videos) as described in our cookie policy. You can withdraw consent by clearing site data or changing your browser settings.
• Pre-contractual steps and contract — where you ask us about services and we take steps toward a commercial relationship or perform a contract with you.
• Legal obligation — where we must retain or disclose information to comply with law (for example certain accounting or regulatory requirements).

Typical purposes include:

• responding to enquiries and following up on conversations you start with us;
• providing information about Terrabase, our services, and relevant resources;
• maintaining internal records of business development and client relationships;
• keeping the website secure, diagnosing technical faults, and preventing abuse;
• complying with legal and professional obligations.

We do not sell your personal information. We do not use this marketing website to send unsolicited bulk marketing without a lawful basis. If you ask us to stay in touch, we will respect opt-out requests promptly.

4 Sharing personal information

We share personal information only where necessary and appropriate, including with:

• Service providers who host or support our website, email, or business systems (for example infrastructure, backup, or IT support), under contracts that require them to protect your data and use it only on our instructions;
• Third-party platforms you choose to use — for example if you accept optional cookies, Google may process technical data when fonts or YouTube players load. Their privacy policies apply to that processing;
• Professional advisers (such as lawyers or accountants) where needed for legitimate business purposes;
• Authorities where required by law or to protect rights, safety, or security.

Some providers may process data outside the UK. Where transfers are not to a country deemed adequate, we use appropriate safeguards (such as UK International Data Transfer Agreement modules) where required.

5 How long we keep information

We keep personal information only for as long as needed for the purposes described above, including:

• Enquiries and correspondence — typically while we are in active discussion and for a reasonable period afterwards so we can respond to follow-up questions and maintain business records (often up to several years for material business correspondence, unless a shorter period is agreed or required);
• Server and security logs — for a limited period sufficient for security monitoring and troubleshooting, then deleted or aggregated;
• Cookie and local storage — until you clear them in your browser, as explained in our cookie policy.

When information is no longer needed, we delete it or anonymise it where possible.

6 Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, or misuse. Measures include access controls, secure hosting practices, and staff awareness of confidentiality.

No method of transmission over the internet is completely secure. While we work to protect your information, we cannot guarantee absolute security of data sent to us by email or through third-party services you choose to enable.

7 Your rights

Under UK data protection law, you may have the right to:

• request access to personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete information in certain circumstances;
• restrict or object to certain processing;
• request portability of information you provided in a structured, commonly used format where the law applies;
• withdraw consent where processing is based on consent (without affecting processing already carried out);
• lodge a complaint with the UK Information Commissioner’s Office (ICO).

To exercise your rights, contact privacy@terrabase.co.uk. We may need to verify your identity before responding. We aim to respond within one month, or explain if an extension is required.

ICO website: ico.org.uk.

8 Cookies and similar technologies

We use essential browser storage for theme and cookie preferences. Embedded YouTube videos on blog articles load only with your consent. We do not use advertising or analytics cookies on this marketing website.

Full details, including how to change your choices, are in our Cookie policy.

9 Links to other websites

Our website links to external sites (for example social networks, Companies House, YouTube, or resources we reference). Those sites have their own privacy practices. We are not responsible for how they handle your information. Please review their policies before providing personal data.

10 Children

This website is aimed at business and professional audiences. It is not directed at children under 18, and we do not knowingly collect their personal information through the site.

11 Changes to this policy

We may update this policy when our website, technology, or legal obligations change. The “Last updated” date at the top will change when we do. Material changes may also be highlighted on the website where appropriate.

We encourage you to review this page periodically. Earlier versions of this policy (including content effective from 3 July 2023) have been superseded by this refresh.

12 Related information

This page describes how we handle personal information on our public website. Terrabase also maintains formal policies and procedures—including a Data Protection Policy, Privacy Statement, Code of Practice for Sharing Personal Information, and related documents—which are available upon application alongside our wider governance and quality policies. See Company information.

• Cookie policy
• Website terms of use
• Company information
• Accessibility statement