Privacy Policy

Last updated: 05 October 2026

Noviqent Ltd ("we", "us"), company number 17232197, registered in England & Wales, is the data controller for personal data collected through noviqent.co.uk and, for your own account details, any Noviqent software product linked from this site - including our Business Operations Platform (and every department/vertical it's marketed under, such as HRIS, Sales, Legal, and Finance), DocSign, IdCheck, our cloud compliance platform, Accounting, CRM, Vault, and Incident Copilot, including each product's web dashboards and mobile apps. For business or organisational data you or your colleagues enter into one of our products (contacts, deals, documents, employee records, and similar), your organisation is the data controller and Noviqent acts as processor on its behalf.

We are registered with the Information Commissioner's Office (ICO) under registration number ZC225920.

What we collect

When you use our contact form, we collect your name, email address, and the content of your message. If you register for one of our software products, we additionally collect:

• Your name, email address, and password (stored hashed, never in plain text)
• Your organisation, role, and permission assignments within it
• Business records you or your organisation create - contacts, enquiries, deals, documents, employee records, and similar, depending on which product and modules you use
• GPS location during active mileage tracking in a mobile app, where you've enabled that feature
• Device push notification tokens, if you've enabled push notifications in a mobile app
• Mailbox metadata (not message bodies or attachments) if you've connected Gmail, Microsoft 365, or an IMAP account for email sync
• Subscription and billing status
• Technical data such as IP address, browser type, and device information

We do not use tracking cookies for advertising purposes on this website, and we do not sell personal data or use your account data or your organisation's business data to serve advertising.

Our lawful basis for processing

We process contact form enquiries under legitimate interest (responding to enquiries you've initiated). We process software account data and business data under contract (to provide the service you or your organisation has signed up for) and, for optional communications, consent.

Location data in our mobile apps

Where a Noviqent mobile app requests location permission, it is used for a specific, named purpose - for example, mileage tracking, where location points collected during a trip are used to calculate distance travelled (for HMRC mileage-rate estimates) and sent to your organisation's account once the trip ends. Location access is always optional and can be declined or revoked in your device settings; declining it only disables the specific feature that depends on it.

How we use it

We use the information collected to provide the service, authenticate you, show you the data your organisation has authorised you to see, run the features you use, enforce security, and communicate with you about your account. We do not sell your personal data, and we only share it with third parties where necessary to provide the service or where required by law.

Sharing and sub-processors

Depending on which product and features you use, limited data may be shared with third-party sub-processors who help us provide the service - for example Stripe and GoCardless (payments), Google and Microsoft (email sync, where you connect an account), our e-signature product at docsign.noviqent.co.uk, our hosting provider, and our transactional email provider. Each receives only the data necessary for its function, under its own data protection terms.

How long we keep it

Contact form submissions are retained for as long as necessary to handle your enquiry and for a reasonable period afterwards for record-keeping, then deleted. Software account and business data is retained for as long as your organisation's subscription is active, plus a limited period afterwards for legal, accounting and dispute-resolution purposes, then deleted.

International transfers

Our own infrastructure is UK-based. Some third-party sub-processors may process data outside the UK; where they do, we rely on appropriate safeguards such as the UK's International Data Transfer Addendum or standard contractual clauses.

Your rights

Under UK GDPR, you have the right to access, correct, or request deletion of your personal data, to restrict or object to certain processing, and to data portability. You also have the right to lodge a complaint with the ICO (ico.org.uk) if you believe we have not handled your data properly. To exercise any of these rights with us directly, contact us at hello@noviqent.co.uk. If your data is held within a Noviqent product on behalf of your employer or another organisation, we'll usually need to direct your request to them as the data controller for that data.

Children

Our products are business tools, not directed at and not intended for use by children.

Cookies

See our Cookie Policy for details of the cookies used on this site and how to manage your preferences.

Changes to this policy

We'll update this policy when what we collect, how we use it, or who we share it with changes materially, and update the date at the top of this page accordingly.

This policy is provided as a starting point and should be reviewed by a qualified solicitor before relying on it as a complete statement of Noviqent's data protection obligations.