Privacy Policy

Last updated: April 2026

This Privacy Policy explains how Pentagon Solutions Ltd (“we”, “us”, “our”) collects, uses, stores, and protects your personal data when you interact with our website, services, or communications.

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws (collectively, “Data Protection Laws”).

1. Data Controller

Pentagon Solutions Ltd is the data controller responsible for your personal data.

If you have any questions about this Privacy Policy or how we handle your data, you can contact us at:
Email: Marketing@pentagonsolutions.com

2. Personal Data We Collect

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

• Identity Data: Name, username, or similar identifier
• Contact Data: Email address, postal address, telephone number
• Transaction Data: Details about payments, purchases, and services used
• Technical Data: IP address, browser type, device information
• Usage Data: Information about how you use our website and services
• Marketing and Communications Data: Your preferences in receiving marketing
• Profile Data: User preferences, feedback, and interactions with our services
• Recruitment Data: Information provided in job applications (CVs, qualifications, experience)

3. How We Collect Your Data

We collect personal data through:

• Direct interactions (e.g., filling forms, contacting us, purchasing services)
• Automated technologies (e.g., cookies and analytics tools)
• Third parties (e.g., service providers, payment processors, or business partners)
• Job applications submitted directly to us

4. Lawful Basis for Processing

We process your personal data under one or more of the following lawful bases:

• Contractual necessity: To perform a contract with you or take steps prior to entering into a contract
• Legitimate interests: To operate, improve, and promote our business
• Legal obligation: To comply with applicable laws and regulations
• Consent: Where you have given clear consent (e.g., for marketing communications)

Where we rely on legitimate interests, we ensure that your rights and freedoms are not overridden.

5. How We Use Your Personal Data

We use your personal data for the following purposes:

• Providing products, services, and support
• Managing customer accounts and relationships
• Processing transactions and payments
• Communicating with you regarding enquiries or services
• Sending marketing communications (where permitted)
• Improving our website, services, and user experience
• Monitoring and preventing fraud or misuse
• Complying with legal and regulatory obligations
• Handling job applications and recruitment processes
• Administering and resolving disputes
• Analysing usage data and trends (in aggregated or anonymised form)

6. Marketing Communications

We may send you marketing communications where:

• You have consented, or
• We have a legitimate interest to do so (subject to your rights)

You can opt out at any time by:

• Clicking the unsubscribe link in emails, or
• Contacting us at Marketing@pentagonsolutions.com

We will always respect your preferences.

7. Data Sharing and Processors

We may share your personal data with:

• Employees and authorised personnel
• Trusted third-party service providers (processors) such as:
  
  • Email service providers
  • Cloud hosting providers
  • CRM and marketing platforms
  • Payment processors
  • IT and system administration providers

All processors are contractually required to:

• Process data only in accordance with our instructions
• Maintain confidentiality and security
• Comply with Data Protection Laws

We do not sell your personal data.

8. International Transfers

Your personal data may be transferred and processed outside the UK.

Where we transfer data internationally, we ensure appropriate safeguards are in place, such as:

• UK adequacy regulations, or
• Standard Contractual Clauses (SCCs), or
• Equivalent lawful transfer mechanisms

9. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including:

• To fulfil contractual obligations
• To comply with legal, tax, and regulatory requirements
• To resolve disputes and enforce agreements

Typical retention periods include:

• Transaction and customer records: up to 6 years (legal/tax requirements)
• Marketing data: until you withdraw consent or opt out
• Recruitment data: retained only as long as necessary for hiring purposes unless consent is given for longer storage

10. Your Data Protection Rights

Under Data Protection Laws, you have the following rights:

• Right of access – to request a copy of your personal data
• Right to rectification – to correct inaccurate or incomplete data
• Right to erasure – to request deletion of your data (“right to be forgotten”)
• Right to restrict processing – to limit how we use your data
• Right to data portability – to request transfer of your data to another provider
• Right to object – to object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent – where processing is based on consent

To exercise your rights, contact:
Marketing@pentagonsolutions.com

We will respond within the timeframe required by law.

11. Security of Personal Data

We implement appropriate technical and organisational measures to protect your personal data against:

• Unauthorized access
• Loss
• Misuse
• Alteration
• Disclosure

Access to personal data is restricted to authorised personnel who require it for legitimate business purposes.

12. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Ensure website functionality
• Analyse website usage
• Improve performance and user experience

Types of cookies we use include:

• Essential cookies – required for website operation
• Analytics cookies – e.g. Google Analytics to understand usage
• Session cookies – to maintain user sessions
• Visitor tracking cookies – to measure engagement

Where required, we obtain your consent for non-essential cookies.

You can control cookies via your browser settings. More information is available at:
www.allaboutcookies.org

To opt out of Google Analytics tracking:
http://tools.google.com/dlpage/gaoptout

13. Third-Party Links

Our website may contain links to external websites. This Privacy Policy applies only to our website. We are not responsible for the privacy practices of third-party sites.

14. Data Breach Notification

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority and affected individuals where required by law.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements or our practices. Updates will be posted on this page with a revised “Last updated” date.

16. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:

Pentagon Solutions Ltd
Email: Marketing@pentagonsolutions.com