Relevanz

Policies

Privacy notice

How we collect, use, and protect your personal information.

This privacy notice will help you understand how Relevanz Technologies Ltd uses and protects your personal data.

Relevanz Technologies Ltd is responsible for the personal data collected through relevanz.global, based at Suite 6, 1st Floor, Stowey House, Bridport Road, Poundbury, Dorchester, Dorset, DT1 3SB, company number 17436809.

If you have any concerns or wish to exercise your rights you can contact our voluntarily appointed Data Protection Officer at dpo@relevanz.global. For general questions about Relevanz, contact community@relevanz.global.

If you have a complaint and you are not satisfied with our response you can contact the UK Information Commission (IC). Please see the sections below for details.

Our community portal

Our community initiative portal has been developed to place you in control of your data. Through choice and agreement to share your data with us, you have access to a vast community of suppliers, all housed in our community portal, offering you a unique service solution experience. Our portal uses less intrusive technological methods of processing your data, keeping you in control.

Our community may include buyers, sellers, professional practitioners, and a mix of regulators, consultants, and industry influencers. Relevanz acts as Data Controller in all cases for the purposes of delivering the platform. However, your data is never shared unless you volunteer it.

Our portal functionality includes:

  • Chat and room structure: The portal features a sophisticated chat system with public, private, and secret rooms, allowing you to participate in topic-specific discussions. You can start chat threads within rooms, and suppliers can initiate conversations with peers or buyers.
  • User anonymity and identity: You can interact under a pseudonym, allowing you to choose whether to reveal your identity, when you choose to engage directly with another party.
  • Moderation and AI integration: AI-driven moderation will monitor conversations for professionalism and adherence to rules of engagement. We have built mechanisms for you to report inappropriate content.
  • Tracking and analytics: All user interactions within the portal will be tracked under pseudonyms to provide vendors with aggregated insights about engagement trends, such as which rooms are most active and which topics attract specific user groups, without compromising individual privacy.

Our promises

We're committed to your data privacy and security and never forget it's your right to total transparency and control on how we use your data. As such we give you these promises:

  • We will only collect data about you that is relevant and necessary;
  • Your data will only be held on systems that meet compliance standards;
  • Your data will only be accessed by those who need it, and we will minimise the amount of data that is processed, wherever possible;
  • We won't share or sell your data to any third party outside our company group, except for the marketing of our own services to you, unless you have agreed, we are required to share it by law, or we need to fulfil our service commitments to you through a third party that meets our own privacy standards;
  • We will always remember that it is your personal data, not ours. As such we will ensure complete transparency and openness with you wherever possible;
  • We respect your rights as outlined in the next section and will respond to all requests promptly;

Your rights

You have the following rights over any data we hold about you:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
  • 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, in certain circumstances.

You can read more about your rights here.

If you are dissatisfied with our response you also have the right to lodge a complaint with the Data Protection Authority. This can be done at https://ico.org.uk/concerns/

How we collect your data

When you freely register your interest with Relevanz Technologies Ltd, we collect the details you give us.

Our service is built on you controlling what details you choose to share with us, by registering your interest.

We also collect data through our marketing activities. Sources of this data may include our clients, other group businesses, our marketing partners and online resources in the public domain. We use data to carry out direct B2B and B2C marketing, sales and research.

In some cases, we will process data about you as part of a contract with your employer. If you provide us personal data as a third party, you confirm that you have the right to do so either through consent or another legal basis.

If you ask for us to send information to another contact you think would be helpful to us, you warrant you have consent from them to share their data with us.

What data we collect

We currently collect and process the following personal data:

  • Name
  • Work email
  • Details of the group you're registering as
  • Job role
  • Employer company name
  • Any details you choose to include in the free text message box

We use privacy-friendly cookie-less analytics to measure overall traffic and see how people find our site. We do not use any type of cookie. Cloudflare places a small amount of strictly necessary data in your browser's local storage on our register-interest form, for anti-abuse purposes. Because this is strictly necessary, we are not required to ask for your consent.

All user interactions within the portal will be tracked under pseudonyms, to share with our suppliers, specifically aggregated insights about engagement trends, without compromising your privacy.

How we process your data

We will use the information you choose to share with us; to deliver the services provided by the platform and to keep you informed about the platform.

We never resell or share bulk data to any other party other than in the circumstances where we are legally required by law to disclose your personal information or to further fraud protection and reduce the risk of fraud.

We use a small number of trusted service providers, such as Microsoft, to fulfil our services with you. In addition, we may use Large Language Models (LLM) to help us fulfil some of our services. A full list of these systems can be provided on request. These services all have strong data security at the heart of their systems including ISO27001 and SOC 2 Type 2 certification.

We ensure that access to these services is strictly controlled and include strong authentication processes like Multi Factor Authentication.

If we connect on social media platforms, we may transfer this information to our platforms to track our interactions.

Data is processed in the UK. In some circumstances your data may also be processed in EEA/EU data centres or on US based servers that have demonstrated strong data security. All data is encrypted in transit and at rest.

Further to Section 119A of the Data Protection Act 2018 and noting Case C-311/18 in the European Court of Justice, if your data is transferred or processed outside of the UK or EEA, we ensure the safeguards of International Data Transfer Agreements (IDTAs) or Addendums are enforced. Where this is not possible, we ensure that European Standard Contractual Clauses are entered. For data transfer between the USA, we may rely on the EU – US Data Privacy Framework or the UK Extension to the EU – US Data Privacy Framework.

We regularly review suppliers for data security compliance to ensure your data is safe and track where your data is held.

All our processes are subject to various internal policies to ensure that your data privacy and security is upheld.

Opting out

Every marketing email we send you will include an unsubscribe link, so you can stop hearing from us in one click.

You can also email dpo@relevanz.global at any time and we will remove your details, from our platform.

Opting out is not available to standard communication emails, including activities and requests.

Legal basis for processing your data

Your data is only processed based on a defined legal basis. These are:

  • Consent – We may require your consent for some activity or holding certain data.
  • Legitimate Interest – We may hold other personal data based on our Legitimate Interests.
  • Legal Obligation – We may need to process some of your data for legal obligations.
  • Contractual Obligation – We may process your personal data to fulfil a contract with you or your agents.

Data retention

We keep your details for three years following our last engagement or 6 months, if you do not join the community.

If you wish to find out more about your specific data retention, please contact us at community@relevanz.global

Data permissions

You can also contact us at the email address above and request to opt out, view, export or delete your data.

Data protection complaints

We always try to meet the highest standards of data privacy when collecting and using personal information. For this reason, we take any complaints we receive very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.

You have the right to complain about how we use your personal data. If you are unhappy or have concerns, please contact us first using the details in the "Our contact details" section above, so we can try to resolve the issue.

You also have the right to make a complaint to the UK Information Commission (IC). However, the law now requires you to raise your complaint with us before complaining to the IC. If you do complain to us, we will acknowledge your complaint within 30 days, investigate it fairly and promptly, and write to you with our response.

You have the right to complain to the UK IC at any time, using the contact information below. Please ensure that you state 'Data Protection Complaint' in the subject field.

The Information Commission's address:

Information Commission
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Under the UK Data (Use and Access) Act 2025, the IC typically requires you to have completed our internal complaints process, before they will investigate.

Legal compliance

We seek to uphold our legal obligations as covered by the Data Protection Act 2018, Data Use and Access Act 2025 and the General Data Protection Regulation 2016. Our Data Protection Authority is designated as the Information Commission (IC), formerly the Information Commissioner's Office (ICO). This privacy notice is reviewed on a regular basis and was last reviewed on 15 September 2026.

We retain the right to update this notice at any time. We will always document any changes and will publish the latest version on Relevanz Technologies Ltd's website.