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Privacy Policy

Registered name: EPM FastTrack Ltd

We are the controller of your personal data. For more information on controllers and their responsibilities please see our guidance on data protection principles, definitions, and key terms.

This privacy notice tells you what to expect us to do with your personal information.

  • Contact details
  • What information we collect, use, and why
  • Lawful bases and data protection rights
  • Where we get personal information from
  • How long we keep information
  • Who we share information with
  • How to complain
What information we collect, use, and why.

We collect or use the following information to provide services and goods, including delivery:

  • Names and contact details
  • Account information
  • Website user information (including user journeys and cookie tracking)
 
 

We collect or use the following information for the operation of customer accounts and guarantees:

  • Names and contact details
  • Account information, including registration details
 
 

We collect or use the following information for service updates or marketing purposes:

  • Names and contact details
  • Marketing preferences
  • Records of consent, where appropriate
 
 

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Account information
  • Correspondence

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

  • Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
  • Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
  • Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
  • Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
  • Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for collecting or using personal information to provide services and goods are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • We collect and use contact details submitted through our website contact form in order to respond to enquiries from prospective customers and to provide information about our products and services. This benefits both the prospect, who receives the information they have requested, and our organisation, which can only respond to enquiries if it holds the contact details provided. We only use this information for the purpose of responding to the enquiry and providing the requested service, and we do not use it in any way that would be unexpected or go beyond what the person would reasonably anticipate when submitting the form. The risk to the individual is minimal, as the information is limited to contact details voluntarily provided for this specific purpose.
 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
 

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • We use contact details to send service-related updates, such as notifications about the status of support requests or changes to the services we provide. This benefits customers by keeping them informed about matters relevant to the service they use, and benefits our organisation by allowing us to communicate important information efficiently. We only send updates that are directly relevant to the service relationship and do not use this information for unrelated purposes. The risk to individuals is low, as the information used is limited to contact details already held for the purpose of providing the service, and individuals can opt out of non-essential communications at any time.
 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

    • We collect and use contact details and correspondence in order to respond to and resolve queries, complaints or claims raised by customers or prospects. This benefits the individual by ensuring their concern is addressed promptly and appropriately, and benefits our organisation by allowing us to maintain good customer relationships and improve our services based on feedback received. We only use this information to investigate and respond to the specific query or complaint raised, and do not use it for any other purpose. The risk to individuals is low, as the information is limited to what is necessary to understand and resolve the matter they have raised.
 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

  • Directly from you
  • Third parties:
  • Fidenda, our exclusive Anaplan reseller and implementation partner, who may refer prospective customers to us where they identify a need for our integration solution.
    • Amosca, our Oracle Hyperion reseller and partner, who may refer prospective customers to us where they identify a need for our integration solution.

EPM FastTrack — Data Retention Schedule

Data type

Source

Retention period

Rationale

Contact form enquiries — did not become a customer

Website contact form

12 months from last contact

No ongoing relationship or contractual basis to justify longer retention; kept briefly in case the prospect re-engages

Contact form enquiries — became a customer

Website contact form

Duration of customer relationship + 6 years after contract ends

Aligns with the standard limitation period for contract claims in England and Wales (Limitation Act 1980)

Customer account / helpdesk records (e.g. Zendesk or equivalent)

Helpdesk platform

Duration of contract + 6 years after contract ends

Supports resolving disputes or claims arising from the support relationship

Support correspondence and ticket history

Helpdesk platform

Same as above — 6 years post-contract

Consistent with customer account retention; avoids fragmenting related records under different schedules

Referral details from Fidenda / Amosca

Partner referral

12 months if no resulting relationship; otherwise per customer/prospect record above

Referral data has no independent purpose once the enquiry is resolved or has gone cold

Marketing contact preferences and consent records

Contact form / CRM

Until consent is withdrawn, or 24 months of no engagement, whichever is earlier

Reflects PECR requirements — consent records should not be kept indefinitely once stale, but evidence of consent (or its withdrawal) should be kept for accountability

Website analytics (Google Analytics)

Google Analytics (GA4)

Per GA4 configuration — recommend setting to 14 months (GA4 default is 2 months unless changed)

Controlled via Google Analytics admin settings rather than manually; should be explicitly configured rather than left on default

Website cookies (non-analytics, if any added later)

Website

Per individual cookie’s stated purpose/expiry

To be added once/if additional cookies (e.g. marketing pixels) are implemented

 

Google LLC (Google Analytics) — technology\/analytics sector, located in the United States

This data processor does the following activities for us: Google Analytics processes website user information, including user journeys and cookie-based tracking data, on our behalf. This helps us understand how visitors use our website so we can improve it. Data may be processed outside the UK, and Google provides appropriate safeguards for this transfer.

How to contact us

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: toby.day@epmfasttrack.com

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint

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