Privacy policy

Digital system compliance for M&S suppliers

Policy version: v.1

Effective date: 22/05/2026

Introduction

We are Inspectionworx Ltd a limited company registered in England and Wales with a company number 15532304 and registered address at 2 Hawkins Drive, Ridgeway, Ambergate, United Kingdom, DE56 2JN (‘we’, ‘our’ or ‘us’).

This Privacy Policy outlines how we, as a controller, collect, store, use, disclose, and safeguard your information:

when you visit, access and use our website [Insert Hyperlink] (the “website”);
your access and use of our application (the “app”);
the services made available to you solely in connection with your access and use of our website or app.

The name of the application, whether “Veridate” or “Veridate Pro”, shall be dependent on which application store you downloaded it from.

We take your privacy very seriously. Please read this privacy policy carefully as it contains important details in relation to how your information is collected, used and disclosed in connection with your access and use of our website and app.

It also explains your rights in relation to your information and how to contact us or the relevant regulator in the event you have a complaint. Our collection, storage, use and sharing of your information is regulated by law, including but not limited to the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

If you are under the age of 13, you must not use the app or our website, as they are not designed for you. We do not knowingly collect personal data relating to anyone under 13. If you believe that personal data relating to a child under 13 has been shared with us, please contact us so that we can take appropriate steps to delete that data.

The app is distributed via UK app stores, and both the app and our website are intended solely for use by individuals located in the UK.

If you are over the age of 13 but under 18, we recommend that you speak to an adult that you trust if you have any difficulties reaching an informed decision regarding the use of your information or our treatment of your information by us.

What this policy applies to

This privacy policy relates to your access and use of the app and website only, including those services made available to you solely in connection with the app and website.

Information we collect about you

We may collect or use various types of information in connection with your access and use of our website and the app:

Personal Information: This includes information that can identify you personally, such as your name, email address, phone number, and company name, which you may, as an example, provide when you contact us or request information.
Usage Data: We collect information about how you use our website and the app, including your IP address, browser type, referring website, pages viewed, and the dates/times of your visits.
Cookies and Tracking Technologies: We also collect anonymised and aggregated statistical data about how users browse and interact with our website and app. This data does not identify any individual. For this purpose, we may use cookies or similar technologies, which are small files stored on your device, to help us understand general usage patterns and improve our services.

For more information on the cookies and tracking technologies we use, please refer to our Cookies policy, available here https://www.veridate.com/cookies

How your information is collected

We collect information from you directly when you access, use and enter details into the app or our website; or indirectly, such as your activity while using the app and website.

How we use your information

We collect and use your information for the following purposes:

• To provide and improve our services: To respond to your enquiries, deliver the services made available through the app and website, and improve their functionality and performance.

• To communicate with you: To send you service‑related updates and other communications, where permitted by law and, where required, based on your consent.

• To analyse and improve our website and app: To understand how users interact with our website and app, and to improve our content, features, and user experience.

• To manage access and usage rights: To provide, administer, and control your access to and use of the app, the website, and the related services.

What is our legal basis

Our legal basis for collecting and/or using your information in accordance with the above purposes are as follows: Necessary for the entry into or performance of a contract with you: For the performance of a contract with you or to take steps at your request before entering into a contract, or we will process your information in order to fulfil our obligations under the contract.
Compliance with legal obligations: We must comply with any applicable laws, regulations, and legal processes. This may require us, among other things, to use your information to verify your identity and to prevent fraud or other criminal activity.
Consent: You will receive marketing communications from us where you have consented to them. You have the right to withdraw consent to marketing communications at any time by opting out or contacting us directly. For further information, please see ‘Your Rights’.
Legitimate interests: Where we have a business or commercial reason to use your information, as long as this is not overridden by your own rights and interests.

We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).

Use of the camera on your device

Permission will be requested to use the camera on your device in order to enable the functionality of the services provided for under the app.

You may disable the app’s access to the camera on your device at any time although that will render the app unusable for the purposes of using services provided for under the app.

Where the Customer or Authorised User collate data and photographs gathered by the camera in accordance with the Services provided under the Master SaaS Terms, we have access to the data and photographs that are stored within Our cloud service, as agreed in the Master SaaS Terms.

Marketing

We will only send you marketing communications where permitted by law. This includes situations where you have given us your consent to receive such communications.

You have the right to opt out of receiving any relevant marketing communications at any time by contacting us using the details below or by following the unsubscribe instructions included in our messages.

We will always treat your information with the utmost respect and never sell it with other organisations for marketing purposes.

For more information on your right to opt out at any time to your information being used for marketing purposes, see ‘Your rights’ below.

Who we share your information with

We may share your information in the following circumstances:

Service Providers: We may share your information with third-party service providers who assist us in operating our website or app or providing our services. These service providers are subject to appropriate confidentiality agreements and/or privacy mechanisms to protect your information and keep it confidential. Where they act as our processors, they may only process your information in accordance with our written instructions.
Legal Requirements: We may disclose your information if required to do so by law or to respond to valid requests from public authorities.
Business Transfers: In the event of a merger, acquisition, or sale of assets, we may transfer your information as part of the transaction.

For the avoidance of doubt, where any of the third parties mentioned above act as independent controllers, their processing of your information is carried out separately from us. In those cases, their processing is not governed by this Privacy Policy, and we strongly recommend that you review their privacy notices or policies to understand how they handle your personal data.

How long your information will be kept

We will only retain your information for as long as reasonably necessary to fulfil the purposes for which we collected it, including meeting any legal obligations. We may retain your information for a longer period if a complaint is made or if we reasonably believe there is a likelihood of litigation in connection with our relationship with you.

When determining how long to retain your information, we consider factors such as the volume, nature and sensitivity of the information, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process the information and whether those purposes can be achieved by other means, as well as any legal requirements.

In certain circumstances, this does not affect your right to request deletion of your personal data, as outlined in ‘Your Rights’ of this Privacy Policy.

Your rights

You generally have the following rights, which you can usually exercise free of charge:

Access to a copy of your information	The right to be provided with a copy of your information A more detailed explanation of this right is available at https://ico.org.uk/for-the-public/make-a-subject-access-request/
Correction (also known as rectification)	The right to require us to correct any mistakes in your information A more detailed explanation of this right is available at https://ico.org.uk/for-the-public/your-right-to-get-your-data-corrected/
Erasure (also known as the right to be forgotten)	The right to require us to delete your information—in certain situations A more detailed explanation of this right is available at https://ico.org.uk/for-the-public/your-right-to-get-your-data-deleted/
Restriction of use	The right to require us to restrict use of your information in certain circumstances, e.g. if you contest the accuracy of the data A more detailed explanation of this right is available at https://ico.org.uk/for-the-public/your-right-to-limit-how-organisations-use-your-data/
Data portability	The right to receive your information that you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations A more detailed explanation of this right is available at https://ico.org.uk/for-the-public/your-right-to-data-portability/
To object to use	The right to object: —at any time to your information being used for direct marketing (including profiling) —in certain other situations to our continued use of your information, e.g. where we use your information for our legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claims A more detailed explanation of this right is available at https://ico.org.uk/for-the-public/the-right-to-object-to-the-use-of-your-data/
Not to be subject to decisions without human involvement	The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you We do not make any such decisions based on data collected by the app A more detailed explanation of this right is available at https://ico.org.uk/for-the-public/your-rights-relating-to-decisions-being-made-about-you-without-human-involvement/
The right to withdraw consents	If you have provided us with a consent to use your information, you have a right to withdraw that consent easily at any time Withdrawing a consent will not affect the lawfulness of our use of your information in reliance on that consent before it was withdrawn

For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below). You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under UK GDPR.

If you would like to exercise any of those rights, please email, call or write to us—see below: ‘How to contact us’. When contacting us please:

provide enough information to identify yourself (for example, your full name, address, company name or any applicable reference number) and any additional identity information we may reasonably request from you, and
let us know which right(s) you want to exercise and the information to which your request relates

Keeping your information secure

We have appropriate security measures to prevent your information from being accidentally lost, or used or accessed unlawfully. We limit access to your information to those who have a genuine business need to access it.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

Please contact us if you have any queries or concerns about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with the Information Commissioner.

The Information Commissioner can be contacted using the details at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.

Changes to this privacy policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new policy on our website and updating the effective date. Your continued use of our website, app and/or services after such changes constitutes your acceptance of the updated Privacy Policy.

How to contact us

You can contact us by post or email if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Our contact details are shown below:

veridate.support@inspectionworx.com

2 Hawkins Drive, Ridgeway, Ambergate, United Kingdom, DE56 2JN