Retane Privacy Policy & Client Agreement

Last updated: 28 October 2025

Company: Retane Ltd (“Retane”, “we”, “us”, or “our”)
Contact: [email protected] | 0115 647 2028
Governing Law: England & Wales

This Privacy Policy also forms part of the Terms of Service and contractual agreement between Retane Ltd and its clients. By subscribing to or using Retane, you accept this Privacy Policy and acknowledge that Retane provides a separate privacy policy for any website you create and host via the Retane platform.

1. Overview

This Privacy Policy explains how Retane collects, processes, and protects personal data when:

You visit our website

You communicate with us

You use the Retane Platform

It also outlines your rights under the UK GDPR and Data Protection Act 2018.

This Policy additionally serves as a binding agreement with clients, confirming that:

Retane acts as Data Processor for client customer data stored on the platform

Clients act as Data Controller for their own customer data

Clients’ websites will use a privacy policy provided by Retane, which may differ from this Retane Privacy Policy

Client Contact Information for Generated Policies
By creating or hosting a website through Retane, the client authorises Retane Ltd to include their publicly supplied business contact details (business name, email address, and phone number) within automatically generated legal documents (such as the website’s Privacy Policy and Cookie Policy).

This inclusion is necessary to ensure that the client’s website remains compliant with UK GDPR transparency requirements. Retane will only use information the client has provided for this purpose, and it will not be shared beyond publication on the client’s own website.

2. Roles

Retane as Data Controller: when processing data about our own users or visitors to retane.co.uk

Retane as Data Processor: when handling client customer data stored on the platform

Clients as Data Controller: for any customer data collected via their Retane-hosted websites

3. Data Collected

As Controller (Retane data)

Name, email, phone, business name, billing details

Usage data, support records, marketing preferences

As Processor (Client Data)

Customer names, emails, phone numbers, addresses

Job details, invoices, quotes, contracts, notes, reminders, expenses

Clients must not upload special category (sensitive) data without a lawful basis.

4. How We Use Data

Platform Delivery & Security: account creation, login, support Lawful basis: Contract

Billing: payments, invoices, tax records Lawful basis: Contract / Legal obligation

Security & Fraud Prevention: abuse monitoring, system protection Lawful basis: Legitimate interests

Product Improvement: diagnostics, analytics, feature performance Lawful basis: Legitimate interests

Marketing: Retane updates, offers, product news Lawful basis: Consent or soft opt-in

Referral Programme Data: When you participate in the Retane Referral Programme, we collect and process limited personal data to administer the referral and reward process.

Data collected:

Referrer’s name, email address, and phone number

Referred business’s name, contact name, email address, and phone number

Purpose:
This data is used solely to verify eligibility, contact the referred business, and apply any applicable referral rewards (e.g., 30 days free service).

Lawful basis:

Legitimate interests, promoting and managing the Retane Referral Programme

Consent, the referrer confirms they have the referred person’s consent to share their details with Retane for this purpose

Data retention:
Referral data is retained for up to 90 days after the referral is processed or closed, after which it is securely deleted.

Third parties:
Referral data is not shared with any third party except platform providers that support Retane’s CRM and email systems, all operating under strict data protection agreements.

5. Cookies

We use:

Essential cookies for login and session management

Optional analytics cookies to understand usage and improve the platform

Clients’ websites will use their own privacy and cookie policies provided by Retane.

6. Communications & Notifications

Retane sends emails and SMS for:

Account setup & onboarding

Payment confirmations & invoices

Failed payment alerts

Account status changes (suspension, cancellation, etc.)

These are transactional communications required to deliver the service and cannot be opted out of while your account is active.
Marketing communications are optional and always include an unsubscribe or “STOP” option.

7. Sharing & Transfers

We share personal data only with trusted third-party providers required to operate the platform, including:

Hosting, email, SMS, analytics, and payment providers

All sub-processors operate under Data Processing Agreements

Where data is transferred outside the UK, we rely on the UK Addendum to the EU Standard Contractual Clauses or other lawful safeguards.

8. Retention & Deletion

Active accounts: data retained while subscription is active.

Failed payments: If a payment fails, Retane will automatically retry the payment the next day. If payment remains unsuccessful for 14 days, your account will be permanently suspended, and all data, including your website and any hosted content, will be permanently deleted from our servers.

Returning users: new blank account created, no old data restored.

Financial records: retained for 6 years (legal requirement).

9. Security

We protect your data using:

Encryption in transit

Multi-factor authentication

Least-privilege access

Regular backups

Vendor due diligence

Incident response plans

10. Your Rights

Under UK GDPR, you can:

Access your data

Correct inaccuracies

Request deletion

Restrict or object to processing

Data portability

To exercise your rights, contact [email protected].

Requests regarding client data stored on the platform will be forwarded to the respective client (Data Controller).
Complaints can also be submitted to the ICO: https://ico.org.uk/concerns

11. Cancellation & Support

Manage or cancel your subscription via the Client Portal:
Retane Client Portal

If login details are lost, contact us at [email protected].

12. Changes to This Policy

We may update this Policy periodically.

Latest version: https://www.retane.co.uk/privacy

Material changes will be notified to clients by email

13. Data Processing Agreement (DPA)

By using Retane, clients act as Data Controller for their customer data

Retane acts as Data Processor

The DPA covers: Purpose, duration, and type of processing Sub-processors used (e.g., payment, email, hosting) Security measures implemented

This DPA is legally binding under UK GDPR Article 28 and applies automatically when a client confirms payment or uses the Platform.

14. Governing Law

This Policy and all Retane processing of personal data are governed by the laws of England & Wales.
Any disputes fall under the exclusive jurisdiction of the courts of England & Wales.