How your data is handled

You send us the list. We run the pass on our own systems, a person reviews and assembles it, and we hand the finished files back to you. You are not given an account and you are not asked to operate anything. Nothing is delivered without a person reviewing it first.

The records we derive from your file and the finished files we produce are held in the European Union, in Ireland. Data is encrypted in transit and at rest.

We use a small number of specialist providers to carry out particular checks, for example whether a mailbox accepts mail. Every one of them is listed, with what it does and where it processes data, on our sub-processors page. We tell you before that list changes.

Before we touch a file we ask you for one short written instruction: who you are instructing us on behalf of, that you are authorised to do so, what is in the file, and what you are asking us to do with it. That message is the record of your instruction and we keep it. It is the standard data protection step for this kind of work and it applies to a free check exactly as it applies to paid work.

We hold four different things and they are kept on different terms.

The file you send us is deleted once you confirm the results have arrived, and in any event automatically after the period set out in our terms. It does not wait for you to ask.

The working records we derive from your file are kept while we are working together, so that we can compare your next pass with this one. There is no automatic deletion after a fixed period. They are deleted whenever you ask, and when our engagement ends.

The finished files we hand back to you are kept while we are working together, so that we can send them again if you ask and compare your next pass with this one. They are deleted whenever you ask, and when our engagement ends.

Records that processing happened, meaning dates, counts, which version of these terms you accepted and our accounting entries, are kept after your data is deleted. We have to be able to show what we did and on what terms. They hold none of your contacts.

A free check is different, and it is different in your favour. We run it in a working account created for that check, and the whole account is deleted automatically seven days after the file is processed, taking the file, the records and the results with it. A file we never process is deleted seven days after it arrives.

If your own retention policy needs something shorter, tell us in your instruction and we will apply it.

We do not create records in your systems, and we never change or overwrite what is already in them. Where you connect a CRM and ask us to write back, we add only to the Datuma fields we create in it, and that is the only writing we ever do. We sell no contact data.