Privacy Statement


Your privacy is important to us and we are committed to protecting your personal data. This Privacy Statement provides information on how Captec Systems Limited (hereinafter referred to as “Captec”, “the Company”, “we or “us”) handles personal data. This Statement applies to any Captec systems website, application, product, software, or service (collectively, our “Services”).

This Statement also contains information relating to our use of cookies and how we collect and process your personal data and your privacy rights.

In the course of providing Services to you, we may process your personal data, this may include, but is not limited to, information like your name, email address or telephone number. Processing could mean collecting, storing, using or disclosing your personal data.

We will use your personal data only for the purposes and in the manner set forth below, which describes the steps we take to ensure our processing of your personal data is in compliance with Regulation (EU) 2016/679 (General Data Protection Regulation), along with other similar applicable laws in other countries around the world.

More specifically, this Privacy Statement applies to you if:

  1. You are a client or potential client of Captec.
  2. You have requested to receive any Captec marketing material or Service communications.
  3. You have given your personal data to Captec for any other purpose.

The types of personal data we may collect

In order to provide you with products and services we usually store the following personally identifiable information ("Personal data"):

How we use personal data

Administration - We use personal data such as your name, email address, phone number to provide technical and customer support, customer training and to send important communications and Service information updates.

Contractual - Captec processes your personal data to provide you with requested Services. We will not use your personal data to contact you with newsletters, marketing or promotional materials without first obtaining your consent. You may withdraw this consent at any time. Each automated distribution email communication sent to you, includes an ‘unsubscribe’ link providing you the opportunity to opt out of receiving future communications.

Hosted services - Some of our Services provide data and document storage as an integral part of the product or solution offering. Documents and data stored by our customers may contain personal data. Any information stored by, or on behalf of our customers is controlled and managed by and only made accessible to those customers or others our customers may authorise from time to time. Our access to this information is limited to Captec Systems employees with a critical business reason, such as technical support.

Where we store and process personal data

Captec as a Data Controller stores and processes data within Europe. We take steps to ensure that the information we collect is processed according to this Privacy Statement and the requirements of applicable law.

We may transfer personal information from the European Economic Area to other countries in which applicable laws do not offer the same level of data privacy afforded by the EU Data Protection Regulation and other data protection rules applicable to us (collectively, “Data Protection Law”). In these circumstances we take measures to provide an appropriate level of data privacy protection.

How we secure your personal data

The security of your Personal data is important to us and we take all reasonable necessary steps to protect your personal data. For example:

Please also refer to our Data Protection Policy.

How long we hold personal data

We store collected data for purposes of providing our Services, and for up to seven years after. We reserve the right to store or delete collected data earlier or later than set forth herein if required to do so by an applicable law or regulation, including the GDPR and for the exercise or defence of legal claims.

However, if you wish to have your personal data removed from our databases, you can make such a request by writing to the address on our website.

Your right to access and correct your personal data

Captec is committed to ensuring that you have control and visibility to your personal data. We will respond to requests for information and, where applicable, will correct, amend, or delete your personal data. The following is a summary of your rights and additional commitments from Captec.

Right to Access

You can request a copy of the personal data we hold about you. Before providing data to you, we will ask for proof of identity and sufficient information about your interaction with us so that we can locate any relevant data.

Right to Rectification

You have the right to request that we correct any inaccuracies in the personal data we hold about you and complete any personal data where this is incomplete.

It is your responsibility to ensure that any information you have provided to us is accurate and up-to-date. If any of the information that you have provided to us changes, please contact us at

Right to Erasure (‘Right to be Forgotten’)

You have the right to request that your personal data be deleted in certain circumstances including:

However, this right does not apply where, for example, the processing is necessary:

Right to Restriction of Processing

You can ask that we restrict your personal data (i.e., keep but not use) where:

We can continue to use your personal data:

Right to Data Portability

Where you have provided personal data to us, you have a right to receive such personal data back in a structured, commonly-used and machine-readable format, and to have those data transmitted to a third-party data controller without hindrance but in each case only where:

Right to Object

You have a right to object to the processing of your personal data in those cases where we are processing your personal data in reliance on our legitimate interests. In such a case we will stop processing your personal data unless we can demonstrate compelling legitimate interests which override your interests and you have a right to request information on the balancing test we have carried out.

Right to Complain

You have the right to complain to the Information Commissioners Office (ICO). Further information is available from the ICO’s website.

We will also respond to your request in writing, or orally if requested, as soon as practicable and in any event not more than one month after receipt of your request. That period may be extended by two further months where necessary, taking into account the complexity of the complaint. We will inform you of any such extension within one month of receipt of your request. We may request proof of identification to verify your request. All requests should be addressed to

Links and connections to third-party services

Captec’s Services may contain links to and may be used by you in conjunction with third-party apps, services, tools, and websites that are not affiliated with, controlled, or managed by us (for example LinkedIn and Google and third-party services for email and OCR. The privacy practices of these third parties will be governed by the parties’ own Privacy Statements. Captec is not responsible for the security or privacy of any information collected by these third parties. You should review the privacy statements or policies applicable to these third-party services.

How we collect information from our website

While using our website, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you.

Like many website operators, we also collect information that your browser sends whenever you visit our website ("Log Data"). This Log Data may include information such as your computer's Internet Protocol ("IP") address, browser type, browser version, the pages of our site that you visit, the time and date of your visit, the time spent on those pages and other statistics.

In addition, we may use third party services such as Google Analytics that collect, monitor and analyse this.

How Do We Use Cookies?

Cookies are small data files that are stored in your web browser on your computer, tablet or smartphone (each a “Device”) when you visit a website. Cookies serve a number of purposes like letting you navigate between pages efficiently, remembering your preferences, interests or log in details, and generally improving your experience.

Most web browsers automatically accept cookies, but if you do not want to allow cookies or only allow the use of certain types of cookies, please refer to your browser settings which should allow you to accept or deny cookies (please read section “Managing and Disabling Cookies” below for more details about how to do this). You can also use the browser settings to withdraw your consent to the use of cookies at any time or delete cookies that have already been set on your Device. Keep in mind that by disabling certain categories of cookies, you may be prevented from accessing some features of our websites. You should be able to find more in-depth information about opting out of cookies on your browser settings menu.

Captec does not use cookies on its website at Some Service use cookies to maintain a user’s session (session cookie) or to gather non-personally identifiable information on application usage (analytics cookie).

Type Purpose Provider Settings
Required Session Captec Automatically expiring session cookie is required to maintain a user’s application session.
Required Analytics Google Analytics This information is used to improve usability, and functionality of the applications. Please see for more information.

Managing and Disabling Cookies

You can control the cookies placed and retained on your Device. The Privacy and Cookies Policy are provided to be transparent about our practices regarding the use of cookies and to allow you the opportunity to make an informed choice.

Where applicable, we will obtain your prior informed consent to use cookies and other tracking technologies which store or access information on your Device. Most browsers accept cookies automatically but they can be set up to ask for your prior consent before an individual cookie is set on your Device. This will give you control over your cookies, however, it may interfere with your browsing experience as some websites may not function properly and you may not be able to take advantage of all the features offered by our website.

For instructions on blocking and deleting cookies, see the privacy and help documentation of your specific browser’s website. You can also refer to for instructions on disabling cookies in your browser. If you use more Devices and/or browsers you will need to disable cookies on each Device and on each browser separately.

If you limit the ability of our Services to set cookies, this may prevent you from using certain features of our applications properly and your user experience may deteriorate. You may also be able to opt-out from certain cookies through third party cookie management sites. Disabling cookies may prevent you from using certain parts of our applications and Services.

Changes to this Privacy Statement

We reserve the right to update or change our Privacy Statement at any time.

How to contact us

We understand that you may have questions or concerns about this Statement or our privacy practices or may wish to file a complaint. Please feel free to contact us in one of the following ways:


Address: Captec Systems Ltd. Suite 3, 16 - 17 Hollybush Row, Oxford, OX1 1JH, UK