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Privacy Policy

Welcome to the Lexonis privacy policy.

Lexonis respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you. This privacy policy is provided in accordance with our obligations under applicable privacy and data protection law, including the UK GDPR, the Data Protection Act 2018 and the Data (Use and Access) Act 2025, as amended from time to time and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

1. Important information and who we are

Controller

Lexonis Limited is the controller and responsible for your personal data (collectively referred to as “Lexonis”, “we”, “us” or “our” in this privacy policy). We have appointed a data protection officer who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, please contact the data protection officer using the details set out below. If we are a data processor in respect of other people’s information, other terms (including a data processing agreement that we have signed with you) will apply.

Contact details

If you have any questions about this privacy policy or our privacy practices, please contact our data protection officer:

Full name of legal entity: Lexonis Limited

Email address: [email protected]

Postal address: Innovation Centre 99 Park Drive, Milton Park, Milton, Abingdon, Oxfordshire, England, OX14 4RY, United Kingdom.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated on 17 June 2026. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

2. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes name or similar identifier, title and job title.
  • Contact Data includes company name, address, email address and telephone numbers.
  • Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
  • Profile Data includes your interests, preferences, feedback and survey responses.
  • Usage Data includes information about how you use our website, the products and services you viewed or searched for, page response times, download errors, length of visits to certain pages, methods used to browse away from the page.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
  • Employment Data includes current and past employment, experience, qualifications, skills, interests and any other information disclosed by you.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your Identity and Contact Details by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: apply for our products or services; request marketing to be sent to you; enter a promotion or survey; or give us feedback or contact us, or apply for a job with us.
  • Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.
  • Third parties and publicly available sources. We may receive personal data from various third parties as set out below:
    • identity and contact data from other individuals at your organisation
    • technical data from analytics providers and/or search information providers; and
    • employment, identity and contact data from recruitment agencies, previous employers, etc.

4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data where we need to perform the contract we are about to enter into or have entered into with you, where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests, or where we need to comply with a legal obligation.

The Data (Use and Access) Act 2025 (DUAA) provides explicit statutory footing for certain categories of processing under the legitimate interests basis, including: direct marketing to existing customers; intra-group transfers of personal data for internal administrative purposes; and processing necessary to ensure the security of networks and information systems. Where we rely on legitimate interests for these activities, we do so with the benefit of that statutory recognition, though we still carry out a legitimate interests assessment to confirm the processing is necessary and proportionate.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

We do not carry out solely automated decision-making that produces legal or similarly significant effects on you based on personal data you provide to us under this policy. Where we use automated or AI-assisted processing as part of our operations (for example, to personalise website content or analyse usage patterns), a human review is available on request. You can ask us to explain how any such processing works and request that a human reviews any outcome that affects you.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest
To register you as a new customer Identity and Contact Performance of a contract with you
To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Asking you to leave a review or take a survey

 Identity, Contact, Profile  and Marketing and Communications (a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To enable you to complete a survey Identity, Contact, Profile, Usage  and Marketing and Communications (a) Performance of a contract with you

(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) Identity, Contact, and Technical (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation

(b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you Identity, Contact, Profile, Usage, Technical  and Marketing and Communications (a) Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)

(b) Where we do this by way of cookies, with your consent.
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences Technical and Usage (a) Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

(b) Where we do this by way of cookies, with your consent.
To make suggestions and recommendations to you about goods or services that may be of interest to you Identity, Contact, Profile, Usage, Technical  and Marketing and Communications Necessary for our legitimate interests (to develop our products/services and grow our business). Note: direct marketing to existing customers is a category of processing with explicit statutory footing under the Data (Use and Access) Act 2025, Art. 6(1)(f). A legitimate interests assessment has been carried out.
To process a job application and keep you informed of employment opportunities Identity, Contact, Financial, Profile (a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to recruit good candidates for our business)

Marketing

Promotional offers from us: We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving that marketing.

Third-party marketing: We will not share your personal data with any third party for marketing purposes unless you agree otherwise.

Opting out

You can opt out of receiving marketing communications from us at any time in any of the following ways: a) Clicking the unsubscribe link included in the footer of any marketing email we send you, b) Emailing us directly at [email protected] with the subject line ‘Marketing Opt-Out’, c) Writing to us at our registered address.

We will action all opt-out requests within 28 days. Opting out of marketing will not affect your ability to receive service-related communications, such as updates to this privacy policy or information about your account.

Please note that if you have also consented to receive marketing from third parties, you will need to contact those third parties directly to opt out of their communications. We cannot action opt-out requests on their behalf.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see cookie policy.

5. Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table above.

  • Third parties providing services to us such as: Google (IT and system administration services), Hubspot (marketing management services), Zoom (webconference management services), Demio (webinar management services), ActiveCampaign (marketing email management) and Crisp (website chat support), legal and accounting services, and analytics partners to analyse website traffic and understand customer needs and trends.
  • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets where it is in our legitimate interests to do so. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then you will be notified of the relevant parties processing your data.
  • Other third parties, if we are required to do so by law, or if we believe that such action is necessary to: (a) fulfil a government, or regulatory authority request; (b) conform with the requirements of the law or legal process; (c) protect or defend our legal rights or property, our websites or customers as would be in our legitimate interests.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. International transfers

Many of our external third parties listed above are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the ICO.
  • Where we use certain service providers outside the UK or EU, we may use the International Data Transfer Agreement approved by the ICO which give personal data the same protection it has in the UK.

Unless you do not consent to us using Google Analytics, Google Ads (Google Inc. and its affiliates), we may process your data while providing analytical information to us about the use of our website. These service providers may collect and/or transfer your data outside of the UK or EU. See Google Analytics: Safeguarding your data

7. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed – such as:

  • encryption of data transmitted via our website using SSL/TLS technology
  • password protection and access controls limiting data access to authorised personnel only
  • use of reputable, security-certified third-party platforms to store and process data
  • regular review of our systems and security practices
  • staff awareness training on data protection and information security obligations

In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Please be aware that the transmission of data over the internet is never completely secure. Whilst we do everything we reasonably can to protect your personal data, we cannot guarantee the security of data transmitted to our website, and any transmission is at your own risk. Once we have received your data, we apply the security measures described above.

8. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We keep:

  • financial/payroll/VAT/employee/contract records for the relevant term plus a maximum of 7 years;
  • prospects and lead data – 4 years from last meaningful contact/website enquiry (unless consent withdrawn sooner);
  • website Technical and Usage Data (including analytics data) – up to 14 months from collection, in line with standard analytics retention practices (e.g., Google Analytics 4 default); cookie-derived data is retained in accordance with our cookie policy;
  • recruitment – 1 year post recruitment decisions (unsuccessful candidates).

We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

9. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. If you wish to exercise any of the rights set out above, please contact us.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

YOUR LEGAL RIGHTS

You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: if you want us to establish the data’s accuracy, where our use of the data is unlawful but you do not want us to erase it, where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims, you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

10. Data protection complaints

If you have concerns about how we collect, use or protect your personal data, you may submit a data protection complaint to us using any of the following channels:

Your right to complain directly to us is a statutory right under the Data (Use and Access) Act 2025. You do not need to go to the ICO first. We are your first point of contact.

Under UK GDPR, the Data Protection Act 2018 and the Data (Use and Access) Act 2025, you have the right to:

  • Access the personal data we hold about you (known as a subject access request, or SAR)
  • Ask us to correct information that is wrong or incomplete
  • Ask us to delete your data in certain circumstances
  • Restrict how we process your data while a complaint is being resolved
  • Receive a copy of your data in a common, portable format
  • Object to us processing your data
  • Not be subject to a decision made solely by automated means
  • Under the Data (Use and Access) Act 2025, ask us to explain how any automated processing that affects you works, request that a human reviews that decision, and ask us to reconsider the outcome

What counts as a data protection complaint

A data protection complaint is a concern about how we have collected, used, stored, shared or deleted your personal data. This process covers complaints that fall within the scope of UK data protection law.

Valid data protection complaints include:

  • We collected your personal data without a valid lawful basis
  • We used your data for a purpose you were not told about or did not agree to
  • We shared your data with a third party without your knowledge or a valid reason to do so
  • We failed to keep your data secure and it was accessed, lost or disclosed without authorisation
  • We kept your data for longer than necessary
  • We refused or failed to respond to a valid request to access, correct or delete your data
  • We used AI in a way that affected your personal data without proper safeguards, transparency or human oversight
  • You believe an automated or AI-assisted decision affected you unfairly and your request for human review was not handled properly

The following are not data protection complaints and should be directed elsewhere:

  • Dissatisfaction with the quality of our service: please contact us at [email protected] and we will do our best to help
  • Complaints about a third party’s conduct or professional practice: these should be directed to the relevant professional body or regulator
  • Billing or payment queries: please contact us directly at [email protected]
  • General feedback or suggestions about the service: we welcome these at [email protected]

We will acknowledge your complaint within 30 calendar days of receiving it. We will then investigate the matter without undue delay. This may include reviewing records, checking system logs and speaking to relevant team members or suppliers.

We will keep you informed of progress throughout. If we need more information from you at any point, we will ask as soon as possible. Once our review is complete, we will tell you the outcome and explain our reasoning.

In complex cases, we may extend our response time by up to two further months. If we need to do this, we will let you know within the first month and explain why.

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk or 0303 123 1113). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.