Capitan Systems Limited
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Version 2.0 — November 2026
This notice explains how Capitan Systems Limited collects and uses personal information when you visit our website, contact us or use our services.
We do not sell personal information or share it with other organisations for their own marketing.
Capitan Systems Limited is registered in England and Wales with company number 13198574. Our registered office is 124 City Road, London EC1V 2NX.
For the activities described in this notice, Capitan ordinarily acts as the controller: we decide why and how the relevant personal information is used.
You can contact us about privacy matters at enquiries@i-capitan.com or by writing to our registered office.
Capitan also hosts websites and business tools through which our customers manage their own contacts, orders, invoices, memberships and other information.
Where we process personal information on a customer’s behalf, the customer ordinarily acts as controller and Capitan acts as processor under a separate Data Processing Agreement.
If your information was collected by a business using Capitan, please consult that business’s privacy notice and contact it directly about how your information is used. We will assist that customer with requests where required.
Depending on your interaction with us, this may include:
Please provide only information relevant to your enquiry or service. Do not send passwords, complete payment-card details or unnecessary sensitive personal information through ordinary enquiry forms or email.
This may include your IP address, browser and device information, requested pages, access times, login activity, errors and other technical records needed to operate and protect the services.
Our own access-control and personalisation cookies may also store information about your session or preferences. Our Cookie Notice explains these technologies separately.
We may receive relevant business contact information through introductions, referrals, your colleagues or professional advisers.
We may also receive payment confirmations and service-related information from providers involved in delivering your services.
Where required, we will explain the source and use of information that we did not obtain directly from you.
We use your contact details and enquiry information to respond, understand your requirements and prepare relevant proposals.
Where you are personally entering into a contract with us, this processing may be necessary to take steps at your request before entering that contract.
Where you contact us on behalf of an organisation, we generally rely on our legitimate interests in responding to business enquiries and developing appropriate customer relationships.
We use relevant information to deliver agreed work, administer accounts, communicate about your services and provide support.
We rely on contractual necessity where the contract is directly with you. Where you represent an organisation, we generally rely on our legitimate interests in delivering and managing that organisation’s services.
We use information to issue invoices, record payments, maintain accounting records and meet our legal obligations.
The relevant bases are compliance with legal obligations and, where applicable, contractual necessity or our legitimate interests in managing payments and resolving disputes.
We use technical records to maintain access controls, investigate faults, detect misuse, protect information and maintain service reliability.
We generally rely on our legitimate interests in operating secure and reliable services, and on legal obligations where they apply.
Where the relevant features are enabled, we also record returning visits and website interactions and remember recently viewed products. The Cookie Notice explains the associated browser storage. The purpose and lawful basis for any related personal-data processing depend on the feature and how it is configured.
Where we send marketing, we will obtain consent when required by applicable electronic-marketing rules.
Where those rules permit relevant business marketing without prior consent, we may rely on our legitimate interests, subject to your rights and reasonable expectations.
You can object to direct marketing at any time. Marketing messages will provide a way to unsubscribe. Essential communications about an existing service are separate from marketing preferences.
We may retain and use relevant records to establish, exercise or defend legal claims, respond to lawful requests or investigate suspected wrongdoing.
We rely on applicable legal obligations or our legitimate interests in protecting our business and legal rights.
Consent is not the basis for every use of personal information. Where we rely on consent, we will explain what you are agreeing to and how to withdraw it.
Withdrawing consent does not affect processing that was lawful before withdrawal. It does not require us to stop separate processing supported by another applicable lawful basis, such as retaining accounting records required by law.
Providing information through an enquiry form does not, by itself, subscribe you to marketing.
Where information is necessary to respond to your request, provide an agreed service or meet a legal requirement, not providing it may prevent us from completing that activity. We will explain this where relevant.
We do not sell personal information, provide it to advertising networks or share it for another organisation’s independent marketing.
We may disclose relevant information where necessary to:
Providers processing information on our behalf are subject to appropriate contractual requirements. Some providers, including certain payment providers and professional advisers, may act as independent controllers for their own activities.
If the business is reorganised or transferred, relevant information may be disclosed where necessary, subject to appropriate confidentiality and data protection safeguards. A material change in who controls your information will be explained where required.
Capitan’s production platform is hosted on UK infrastructure. Other processing locations depend on the providers used for activities such as communications, payments and cloud backups.
Where a provider processes information outside the UK, we will assess the applicable transfer requirements and use a lawful transfer mechanism where required.
This may involve applicable adequacy regulations or appropriate contractual safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the European Commission’s Standard Contractual Clauses.
You can contact us for information about relevant overseas processing and safeguards, including how to obtain a copy of applicable safeguards, subject to necessary redactions.
We retain personal information only for as long as needed for the relevant purpose, taking account of legal requirements, the nature of the relationship and any ongoing dispute.
We review retained information and delete or anonymise it when it is no longer needed.
Deleted information may remain in protected backup copies until those copies expire through the applicable retention cycle. Such copies are not used for ordinary business activity.
Information processed on a customer’s behalf is subject to that customer’s instructions and our Data Processing Agreement.
We use appropriate technical and organisational measures to protect personal information, taking account of the processing and associated risks.
These measures include access restrictions, secure connections, maintenance and backup arrangements appropriate to the service. Our Security Statement describes our approach.
No system or internet transmission can be guaranteed completely secure. If you suspect an account or information has been compromised, please contact us promptly.
We use our own cookies for Capitan access controls and personalisation. We do not use third-party cookies.
Our Cookie Notice explains their purposes and the choices available to you. Where consent is required for a particular use, it must be obtained before that use begins.
Depending on the circumstances and lawful basis, you may have the right to:
You have the right to object to use of your information for direct marketing at any time.
These rights are subject to their applicable conditions and exceptions. We will explain any restriction relevant to your request.
Contact enquiries@i-capitan.com to exercise your rights. We may need proportionate information to verify your identity.
We normally respond without undue delay and within one month, subject to any lawful extension or adjustment. Requests are normally free of charge. We will explain any exception that permits a fee or refusal.
If you have concerns about our handling of personal information, please contact us so that we can investigate and respond.
You may also complain to the Information Commissioner’s Office, the UK data protection regulator:
ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
You do not have to complete our complaints process before contacting the regulator.
Our website may link to other websites or services. Their operators are responsible for their own processing and privacy information.
Please read the relevant notice before providing information to another organisation.
We will update this notice when our processing or legal requirements change.
The version and date at the top identify the current notice. Where required, we will bring significant changes to your attention before introducing the affected processing.
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