Privacy Policy

About this policy

Claim IQ provides a solution to improve the way organisations prepare and submit claims to HMRC for R&D tax relief. Our specialised tax software makes it easy for businesses to prepare clear and concise claims through an advisor. This privacy policy will inform you as to how we look after your personal data when you visit our website, schedule a trial of the software, purchase a full subscription or otherwise deal with us. It will also tell you about your privacy rights and how the law protects you. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Who we are

Kapitalise Technology Ltd is a limited company incorporated in England. Our company number is 11479935, and we trade as Claim IQ. When we refer to trading name or “we”, “us” or “our” in this policy, we are referring to Kapitalise Technology Ltd. We are the data ‘controller’ in relation to the personal data you provide to us, which means we determine the purposes and the way in which your personal data is, or will be, processed and are responsible for it. How to contact us Questions, comments and requests regarding this policy are welcomed and should be addressed to our Data Privacy Manager by email or post at:

Email: data@rdclaimiq.com

Address: Kapitalise Technology Ltd, The News Building, 3rd Floor, 3 London Bridge Street, SE1 9SG

Purpose of this privacy policy

This privacy policy aims to give you information on how we collect and process your personal data so that you can be confident when you use our website, subscription service or otherwise interact with us that you know what your personal data is being used for and that it is being kept safe. It is important that you read this privacy policy together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data. This privacy policy supplements the other notices and is not intended to override them. Third-party links You should be aware that our website or the platform on which we provide our services may from time to time include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our sites, we encourage you to read the privacy notice of every website you visit. How is your personal data collected? We use different methods to collect data from and about you including through:

Direct interactions

You may give us your personal data by filling in forms on our website or platform, or by corresponding with us in person, by email, by phone, by post or otherwise. This includes personal data you provide when creating a user account with us and when you request marketing communications to be sent to you. Automated technologies or interactions

As you interact with our site or platform, we may automatically collect information about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see below on Cookies for further information.

Third parties or publicly available sources

We may receive personal data about you from various third parties and public sources. This includes, for example, information received from the organisation you work for (e.g. to set up a user account for you) and analytics providers such as Google.

What happens if you don’t provide us with personal data we have requested? Where we need to collect personal data by law, or under the terms of a contract we have with you or the organisation you work for, we may not be able to perform the contract if you don’t provide us the relevant personal data when requested. In this case, we may have to cancel the contract but we will notify you if this is the case at the time.

What information do we collect about you? Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect and process different kinds of personal data about you depending on our relationship with you. This may include the following: Identity data: includes first name, last name, title, organisation name, role at organisation Contact data: includes email address, contact business address, telephone number Sign-up data: includes username, password Correspondence data: includes details of any correspondence between you and us prior to on-boarding you as a customer or engaging you as a service provider, including information provided via ‘contact us’ forms or equivalent Account management data: Includes contract history, business discussions, email correspondence, information provided via ‘contact us’ forms or equivalent Feedback data: includes any feedback you provide to us about your use of our platform and services generally Marketing data: includes your preferences in receiving marketing from us and your communication preferences Cookie data: includes internet protocol (IP) address.

How do we use your personal data?

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we have your prior consent to use your personal data (e.g. where you have consented to receiving marketing).
Where we need to comply with a legal or regulatory obligation.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

We process different types of personal data for various purposes, based on specific lawful grounds:

Responding to Website Enquiries: When you contact us via our website or as a result of visiting it, we process your identity, contact, and correspondence data. This is necessary to comply with our legal obligations and for our legitimate interests in running our business and supporting the business of the organisation you work for.
Managing Customer Relationships: To manage our relationships with customers, such as discussing work, fees, payments, and providing updates on contractual terms and policies, we process identity, contact, and account management data. This is to meet our legal obligations and for our legitimate interests in providing our services to your organisation.
Providing Our Services: When delivering our services—including trials, account setup, and support via email or telephone—we process identity, contact, sign-up, and account management data. This is required to fulfil legal obligations and is in our legitimate interests and those of our customers.
Marketing and Promotional Communications: We may send marketing materials or contact you about new features and services using your identity, contact, and marketing data. This is based on our legitimate interest in growing our services, and where required, your consent.
Feedback and Market Research: If we contact you for feedback, surveys, or other market research, and use that information to improve our service, we will process identity, contact, marketing, and feedback data. This is done based on our legitimate interest in service improvement and, where applicable, your consent.
Use of Cookies: We use cookie data to operate and customise our website, for example, to recognise when you return to the site or remember your preferences. This is necessary for our legitimate interest in optimising user experience and requires your consent.
Managing Supplier Relationships: For our dealings with service providers, including discussions about services to be delivered, fees, and business terms, we process identity, contact, and account management data. This supports our legal obligations and legitimate interests in operating our business and enabling our suppliers to operate theirs.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the lawful basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law. If you want any further information about how we might collect or use your personal data, please contact us. Disclosure of your information We may have to share your personal information for the purposes set out above with the following third parties: Service providers including those who provide:

Webhosting
IT and system administration services
Metrics and analytics
Financial services
Marketing services

Authorities: including HMRC, regulators and other authorities who require reporting of processing activities in certain circumstances. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction Professional advisers & Corporate partners: includes lawyers, bankers, auditors and insurers, or third parties who may invest in our business or to whom we may choose to sell, transfer, or merge parts of our business or our assets. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. International transfers Some of our external third parties may, from time to time, be based outside the EU so their processing of your personal data will involve a transfer of data outside the EU. If we transfer your personal data out of the EU, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

The country or organisation has been deemed to provide an adequate level of protection for personal data by the European Commission.
If we use certain service providers based outside the EU, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
If we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.
In any other case, we will obtain your explicit consent before any transfer takes place.

The information below sets out details of the service providers we use outside of the EU and the relevant safeguards in place.

Amazon Web Services (AWS): Provides cloud and platform hosting services. Data transferred is safeguarded under the Privacy Shield framework.
Xero: Supplies accountancy software used for our financial operations. Data handling is protected by the Privacy Shield.
Companies House: Acts as the official UK register of companies. Interactions and data exchanges with this entity are covered by the Privacy Shield.
Stripe, GoCardless: Facilitates payment processing for our services. Data transferred to Stripe is protected under the Privacy Shield framework.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Data Security We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instruction and they are subject to a duty of confidentiality. All information you provide to us is stored on secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

How long we store your personal data for? We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. Below we set out the key retention periods. Further details can be obtained by contacting us.

Identity, contact, sign-up and account management data will be kept for a maximum of 12 months following the termination of our contract, unless our customer requests earlier deletion or we are legally required to retain the data for a longer period.

Correspondence data will be retained for up to 12 months from our last interaction with you. Where a contract exists, this data will be kept for a maximum of 12 months after the contract ends, unless earlier deletion is requested or legal obligations require longer retention.
Marketing data will be stored for no longer than 12 months from the date of our last interaction with you.
Feedback data will be retained for a maximum of 12 months after the termination of our contract.

Where we anonymise your personal data (i.e. so that it can no longer be associated with you) for further research or statistical purposes, then we may use this information indefinitely without further notice to you.

Cookies Our website uses cookies to help it function and to improve it. Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. For information about the cookies we use, please see our Cookie Policy.

Your rights Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please read through the information below to find out more about these rights.

Access to your information: You have the right to request a copy of the personal information we hold about you, commonly known as a ‘data subject access request’. This allows you to confirm that your data is being lawfully processed and to receive a copy of the information we are holding.
Correcting personal data: If any of the data we hold about you is incorrect or incomplete, you have the right to ask us to rectify it. We may need to verify the accuracy of the new data before updating our records. It's important to keep your personal data accurate and current, so please let us know of any changes during your relationship with us.
Deleting personal data: Also known as the ‘right to be forgotten’, this right allows you to request the deletion or removal of your personal data where there is no valid reason for its continued processing. This also applies if you have objected to processing, if the data has been unlawfully processed, or if we are legally required to erase it. However, in some cases, we may be unable to fulfil your request due to specific legal obligations, which we will explain if applicable.
Objecting to processing: You may object to the processing of your personal data for direct marketing at any time, usually by selecting relevant options on our data collection forms or by contacting us directly. You may also object where we rely on a legitimate interest (ours or a third party’s) and you believe that such processing impacts your fundamental rights and freedoms. In some instances, we may demonstrate that we have compelling legitimate grounds to continue processing despite your objection.
Restriction of processing: You can ask us to suspend processing your personal data in specific circumstances, for example, if you want us to verify its accuracy, if our processing is unlawful but you do not wish for it to be erased, if you need us to retain the data for legal claims, or if you have objected to our use of your data but we are considering whether our legitimate grounds override yours.
Withdrawing consent: Where we rely on your consent to process your data, you have the right to withdraw that consent at any time. This will not affect any processing already carried out prior to the withdrawal.
Review by an independent authority: You have the right to lodge a complaint with a supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO). We encourage you to contact us first if you have concerns so we can try to resolve the issue.

If you wish to exercise any of the rights set out above, please contact us. You won’t normally have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.