Terms of Service

1. What you are agreeing to

• The free check. We run a check on a file of your own contacts, free of charge, once per organisation. You send us the file, we run it on our systems, and we walk you through what came back on a short call. Before any file is processed, we confirm in writing what you are asking us to do with it, and your reply is the record of that instruction.
• Deduplication. Where an account was already set up for you in the Datuma portal, a free duplicate scan is available in it. Where the file is 25,000 contacts or fewer the cleaned file comes back free; larger cleaned files are a one-off price shown before you spend. We are not setting up new accounts, so this is not part of what a new customer is offered.

2. Eligibility

• A valid work email address is required. Free email providers (for example @gmail.com, @outlook.com, @yahoo.com) are not accepted for the free check.
• One free check is offered per organisation.
• You must have the authority to share the contact data you send us and to instruct us to process it.

3. How your data is handled

• Datuma acts as your processor, on your instructions, in the European Union (Ireland). See the Security page for the technical controls.
• Your contacts are never used for our own marketing or outreach, never sold, never pooled with other customers' data, and never used to train models.
• Where we run a free check, we create a working account to run it in. You are not given access to it. That account and everything in it, including the file you sent, the records derived from it and the results, is erased 7 days after the last thing happens in it: 7 days after we run the check, or 7 days after the file arrives if we never run it. The erase is automatic and irreversible, and it happens whether or not you ask for it.
• You can ask us to erase your data at any time.
• We use a small number of vetted sub-processors to run the checks and the service (enrichment, email verification, payment, hosting, and communication). The current list is published at /subprocessors. Material changes are notified to active customers at least 30 days in advance.
• For the full factual description of data handling, see the Privacy Policy.

4. What we test, and what we do not promise

Datuma checks the contact data you send us against live sources at the time the check runs: duplicate and conflicting records, whether business email addresses are deliverable, whether telephone numbers are live mobile numbers, and whether people are still in the role and organisation your file says they are.

Results depend on third-party sources and the quality of the data you send us. We do not guarantee that every contact will return a match or any specific field. A check shows what Datuma produces on your data. It is not a commitment of outcome, and it is not legal, compliance, or investment advice.

5. Your data stays yours

Datuma retains no rights over the contact data you send us. We do not sell, share, or use your contact data to train models, and we do not merge it with any external database. We propose findings; you confirm what happens. We never overwrite or create records in your systems, and any sync to your CRM is one way out and additive only. The data you send us is processed to produce your result and is then deleted as described in section 3, in the Privacy Policy, and in full in the retention annex to our Data Processing Terms.

6. Acceptable use

The free check and the portal features described in section 1 are for testing your own operational contact data. They are not a cleaning service for purchased or scraped cold lists. We may decline, rate-limit, or terminate any request at our discretion. You agree not to send us data that you do not have the right to process, data that is unlawful, or data intended to disrupt or misuse the service.

7. No wider client relationship

The free check and the portal features described in section 1 do not, on their own, create a wider client relationship between you or your organisation and Datuma. No service-level commitments, support obligations, or warranties apply beyond what is stated here. For ongoing programmes, and the full client terms (including pricing, support, security commitments, and retention), refer to the Datuma Client Agreement, provided at onboarding.

8. What happens if a paid pass finds nothing

This section applies to a pass we run for you and invoice: the full check across the file you send us, handed back as the finished set of files. It does not apply to the free check in section 1, which is free of charge.

If the finished pass has not found something worth knowing on at least one of the rows in your file, we do not invoice you for that pass. You keep the finished files and the evidence either way.

Something worth knowing means a row that comes back to you in the stopped rows, in the changelog as a change we made, or in the Decision Brief anywhere other than under “Rows we could not check”. Those are three of the files we hand back, so the count is one you can make for yourself.

When we decide. We make the count on the files as we hand them back, before we invoice, and we tell you the answer. If you think we have it wrong, tell us within 30 days of handback and we will work it through with you against the files.

This is what you get if a pass finds nothing, and it is a complete answer to that. It is not a reason to hold an invoice on any other ground.

This does not change section 4. We make no promise about any individual contact or about any specific field, and nothing in this section is a commitment about how long a pass takes.

9. What a pass costs, and when you pay

This section applies to a pass we run for you and invoice. It does not apply to the free check in section 1, which is free of charge.

A pass is one fixed price for the file, and it covers everything up to the number of rows that pass is for. Your file's actual row count, locked when it arrives, decides which one applies, and the price is locked before anything runs. The prices for the published sizes are set out on the pricing page. Above the largest published size, the price is quoted from your file's actual row count before anything runs.

That one price covers the whole pass. There are no add-ons and no metered extras, and nothing further is charged for it.

Every pass is invoiced when the finished work is in your hands, and payment is due seven days after that. Anything you paid for the walkthrough, where a slice of your list is taken through the full pass, is credited in full against your first pass. Where section 8 means that pass is not invoiced, the credit stands and carries to the next one.

This section is subject to section 8. Where section 8 applies, that pass is not invoiced.

10. Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with these terms.

Who we are

DATUMA LTD, company number 16428722, registered office 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. The supervisory authority for data protection in the United Kingdom is the Information Commissioner's Office (ICO).

Contact

Questions about these terms or the free check? Email support@datuma.co.uk.