Privacy Policy

Privacy Notice and Cookies Policy for Exactum

Last updated: 9 February 2026

Exactum (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy.

This notice explains what personal data we collect, how we use it, who we share it with, how long we keep it, and your rights.

1) Personal data we collect

We may collect and use the following categories of personal data:

  • Enquiry data: name, phone number, email address, property/service address, and enquiry details you provide by phone, email, or website form.
  • Service data: information needed to assess, quote, arrange, and deliver services.
  • Communication records: correspondence, call notes, and support interactions.
  • Technical data: IP address, device/browser information, pages viewed, and approximate location from IP data.
  • Marketing preference data: your preferences for receiving marketing updates.
  • Cookie/analytics data: information collected using cookies and similar technologies (see section 8).

2) How we collect personal data

  • Directly from you when you contact us by phone, email, website form, or other channels.
  • Automatically through website technologies such as cookies.
  • From trusted partners where appropriate to your enquiry or requested service.

3) How and why we use personal data (lawful bases)

We use personal data to:

  • Respond to enquiries and provide requested services (pre-contract steps / contract).
  • Assess needs and route enquiries to the most relevant support (legitimate interests).
  • Manage customer relationships, service communications, and records (contract / legitimate interests).
  • Operate, secure, troubleshoot, and improve our website and services (legitimate interests; consent where required for cookies).
  • Send marketing messages where permitted (consent and/or legitimate interests, depending on context and law).
  • Comply with legal and regulatory obligations (legal obligation).
  • Establish, exercise, or defend legal claims (legitimate interests / legal claims).

4) Sharing information with Exactum, ILA, and ISN

When an enquiry is made by phone, email, or website form, we may share relevant personal data with one or more of the following organisations:

We only do this where we reasonably believe sharing allows us (or the receiving organisation) to provide enhanced and/or relevant services to the person or people making the enquiry.

We share only the information needed for that purpose and only where there is an appropriate lawful basis. Depending on circumstances, the receiving organisation may act as an independent data controller for its own services.

If you wish to object to this type of sharing, please tell us when you contact us and we will record your preference where legally possible.

5) Other recipients

We may also share personal data with:

  • IT, hosting, software, CRM, communications, and document-management providers.
  • Professional advisers (for example legal, insurance, and accounting advisers).
  • Analytics and advertising providers where permitted by your cookie preferences.
  • Regulators, law enforcement, courts, and public authorities where required by law.
  • A buyer or successor in a merger, acquisition, restructuring, or sale (with appropriate safeguards).

6) International transfers

Where suppliers process personal data outside the UK, we put appropriate safeguards in place (for example adequacy regulations or approved contractual safeguards).

7) Data retention

We keep personal data only for as long as necessary for the purposes described in this notice, including legal, accounting, and reporting requirements. Typical periods are:

  • General enquiries: up to 24 months from last meaningful contact.
  • Service/transaction records: up to 7 years after completion/closure (or longer where legally required).
  • Cookie/analytics data: in line with provider settings and retention schedules.

8) Cookies and similar technologies

We use cookies and similar technologies to run and improve our website and, where permitted, to analyse use and support advertising measurement.

Strictly necessary cookies are used for core site functionality.

Analytics and advertising cookies are used only where required consent has been provided through our cookie banner/preferences tool.

You can change your cookie preferences at any time using our cookie settings tool (where available) and your browser controls.

Useful information:

9) Security

We use appropriate technical and organisational measures to protect personal data. However, no internet transmission is completely secure, and we cannot guarantee absolute security of data sent online.

10) Your rights

You have rights under UK data protection law, including the right to:

  • be informed about how your data is used;
  • access your personal data;
  • request correction of inaccurate data;
  • request erasure in certain circumstances;
  • request restriction of processing in certain circumstances;
  • object to processing (including certain direct marketing and legitimate interests processing);
  • data portability (where applicable);
  • withdraw consent at any time where processing is based on consent.

To exercise your rights, contact us using the details above or via our contact page.

11) Complaints

If you are unhappy with how we handle personal data, please contact us first so we can try to resolve the issue. You also have the right to complain to the Information Commissioner’s Office (ICO).

12) Third-party websites

Our website may link to external websites. We are not responsible for third-party privacy practices. Please review their privacy notices separately.

13) Changes to this notice

We may update this notice from time to time. Changes will be posted on this page with a revised “Last updated” date.