Privacy Policy

Last Updated: 24 June 2026

1. Introduction

Welcome to Whale Tech & Digital Solutions.

Whale Tech & Digital Solutions ("Whale", "we", "our" or "us") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, disclose and otherwise process personal information when you:

• visit our website;
• contact us by email, telephone or through our website;
• request information or quotations;
• purchase or enquire about our services;
• use any current or future services provided by Whale Tech & Digital Solutions.

Our aim is to process personal information fairly, lawfully, transparently and securely in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the Privacy and Electronic Communications Regulations (PECR).

This Privacy Policy should be read together with our Terms & Conditions, Cookie Policy and any other legal notices published on our website.

By using our website or communicating with us, you acknowledge that you have read this Privacy Policy.

2. Definitions

For the purposes of this Privacy Policy:

"Personal Information" means any information relating to an identified or identifiable individual.

"Processing" includes collecting, recording, organising, storing, using, disclosing, transferring, deleting or otherwise handling personal information.

"Website" means the Whale Tech & Digital Solutions website located at:

https://whaleltd.co.uk

"Services" means any products, consultancy, technology services, digital services, software-related services or other solutions offered by Whale Tech & Digital Solutions from time to time.

"Third Party" means any individual, organisation or service provider other than Whale Tech & Digital Solutions or the data subject.

References to "UK GDPR" include any replacement or successor legislation.

3. Who We Are

Whale Tech & Digital Solutions is the trading name of Whale Ltd, a company incorporated in England and Wales.

Registered Company Name

Whale Ltd

Trading Name

Whale Tech & Digital Solutions

Company Registration Number

15297668

Registered Office

71–75 Shelton Street

Covent Garden

London

WC2H 9JQ

United Kingdom

Website

https://whaleltd.co.uk

Email

info@whaleltd.co.uk

For the purposes of UK data protection legislation, Whale Ltd generally acts as the Data Controller in relation to the personal information described in this Privacy Policy.

Where we process personal information on behalf of a client, we may act as a Data Processor, depending on the nature of the services being provided.

4. Scope of this Privacy Policy

This Privacy Policy applies to personal information collected through:

• our website;
• contact forms;
• email correspondence;
• telephone communications;
• quotations and project enquiries;
• digital consultancy services;
• website development services;
• IT consulting services;
• software solutions;
• AI and automation solutions;
• e-commerce consultancy;
• Amazon seller support;
• online consultations;
• future customer portals;
• online booking systems;
• online payment facilities;
• subscription services;
• SaaS platforms;
• digital products;
• mobile applications; and
• any other services made available by Whale Tech & Digital Solutions from time to time.

This Privacy Policy does not apply to websites, applications or services operated by third parties, even where links appear on our website.

Users should review the privacy policies of any third-party services they choose to access.

5. Our Privacy Principles

Protecting personal information is an important part of how we operate our business.

Accordingly, we seek to ensure that:

• personal information is collected only where reasonably necessary;
• personal information is processed fairly, lawfully and transparently;
• information is used only for legitimate business purposes or as otherwise permitted by law;
• appropriate technical and organisational security measures are maintained;
• personal information is retained only for as long as necessary;
• access to personal information is limited to authorised persons;
• individuals are able to exercise their rights under applicable data protection legislation; and
• our privacy and security practices are reviewed and improved on an ongoing basis.

While we take appropriate steps to protect personal information, no method of transmission over the internet or electronic storage can be guaranteed to be completely secure. We therefore implement reasonable safeguards designed to reduce the risk of unauthorised access, disclosure, alteration or loss.

6. Information We Collect

The categories of personal information we collect depend on how you interact with Whale Tech & Digital Solutions and the services you request.

We do not intentionally collect more personal information than is reasonably necessary for the purposes described in this Privacy Policy.

6.1 Information You Provide Directly

You may voluntarily provide personal information when you:

• contact us by email or telephone;
• complete a contact form;
• request a quotation or consultation;
• enquire about our services;
• purchase services from us;
• subscribe to updates (where available);
• communicate with us during a project.

Depending on the circumstances, this information may include:

• Full name
• Business or company name
• Job title
• Email address
• Telephone number
• Postal address
• Country or region
• Company registration details (where applicable)
• VAT number (where applicable)
• Website address
• Project requirements
• Business objectives
• Communications exchanged with us
• Any other information you choose to provide.

6.2 Information Collected Automatically

When you visit our website, certain technical information may be collected automatically.

This may include:

• IP address
• Browser type and version
• Device type
• Operating system
• Language preferences
• Date and time of access
• Pages visited
• Time spent on pages
• Navigation paths
• Referring website
• Diagnostic information
• Website performance data
• Security logs

This information helps us improve our website, maintain security and better understand how visitors interact with our services.

6.3 Cookies and Similar Technologies

Our website may use cookies, pixels, local storage technologies and similar tracking technologies.

These technologies help us to:

• operate our website;
• remember user preferences;
• improve website functionality;
• understand website usage;
• measure website performance;
• enhance security.

Where required by law, we will request your consent before placing non-essential cookies on your device.

Further information can be found in our Cookie Policy.

6.4 Analytics Information

We may use website analytics services such as Google Analytics or equivalent technologies to better understand visitor behaviour.

Analytics information may include:

• pages viewed;
• visit duration;
• interaction with website content;
• approximate geographic location;
• browser and device information;
• traffic sources;
• website performance metrics.

Where reasonably possible, analytics information is processed in aggregated or pseudonymised form.

6.5 Payment Information

Where payments are made through authorised third-party payment providers, including providers such as Stripe or equivalent services, payment information is processed securely by those providers.

Whale Tech & Digital Solutions does not intentionally store complete payment card details on its own systems.

Payment providers are responsible for processing payment information in accordance with their own privacy policies and applicable legal obligations.

6.6 Business Information

Where services are provided to businesses, we may also process business-related information including:

• company name;
• company registration details;
• VAT information;
• project documentation;
• technical specifications;
• website credentials where authorised by the client;
• software licences where relevant to the services requested.

Such information is processed solely for the purpose of delivering the requested services.

6.7 Communications

We may retain records of communications between you and Whale Tech & Digital Solutions, including:

• emails;
• contact form submissions;
• quotations;
• project discussions;
• customer support enquiries;
• service updates;
• feedback.

These records help us manage our business, respond to enquiries, maintain service quality and comply with legal obligations.

6.8 Sensitive Personal Information

We do not intentionally request or require special category personal data unless it is genuinely necessary for the provision of a specific service or required by law.

If sensitive personal information is provided to us, it will be processed only where there is an appropriate lawful basis under UK data protection legislation.

7. How We Use Your Personal Information

We process personal information only where we have a lawful basis to do so and only for purposes that are fair, transparent and proportionate.

Depending on your interaction with Whale Tech & Digital Solutions, we may use your personal information for the following purposes.

7.1 Providing Our Services

We use personal information to:

• respond to enquiries;
• prepare quotations and proposals;
• provide website development services;
• deliver IT consulting and digital consultancy services;
• provide software, AI and automation solutions;
• deliver e-commerce and Amazon seller support services;
• manage client projects;
• provide technical support;
• maintain ongoing client relationships.

Lawful Basis

Performance of a contract (Article 6(1)(b) UK GDPR)

Where no contract yet exists, our legitimate interests in responding to business enquiries (Article 6(1)(f) UK GDPR).

7.2 Communicating With You

We use your information to:

• respond to enquiries;
• provide project updates;
• arrange meetings or consultations;
• notify you about services you have requested;
• answer customer support requests;
• provide administrative communications relating to our services.

Lawful Basis

Performance of a contract and legitimate interests.

7.3 Website Administration

We use information collected through our website to:

• operate and maintain the website;
• improve functionality;
• diagnose technical issues;
• monitor website performance;
• prevent abuse;
• maintain website security.

Lawful Basis

Legitimate interests.

7.4 Business Administration

Personal information may also be processed for:

• internal administration;
• maintaining business records;
• financial management;
• accounting;
• invoicing;
• auditing;
• insurance purposes;
• business continuity planning.

Lawful Basis

Legal obligation and legitimate interests.

7.5 Improving Our Services

We may analyse information in order to:

• improve customer experience;
• develop new services;
• improve website usability;
• enhance our technology solutions;
• evaluate service quality;
• understand customer needs.

Where possible, information used for these purposes will be aggregated, anonymised or pseudonymised.

Lawful Basis

Legitimate interests.

7.6 Security and Fraud Prevention

Personal information may be processed to:

• detect fraud;
• prevent cyber-attacks;
• investigate suspicious activity;
• secure our systems;
• protect our clients;
• maintain the integrity of our services.

Lawful Basis

Legitimate interests and legal obligations where applicable.

7.7 Payments

Where payment is made for our services, personal information may be processed to:

• process payments;
• issue invoices;
• maintain accounting records;
• verify transactions;
• prevent payment fraud.

Payment processing is carried out by authorised third-party payment providers.

Lawful Basis

Performance of a contract and legal obligation.

7.8 Marketing Communications

Where permitted by law or where you have provided your consent, we may send information about:

• new services;
• business updates;
• educational content;
• events;
• newsletters;
• special offers.

You may opt out of marketing communications at any time by following the unsubscribe instructions included in our emails or by contacting us directly.

We will not send unsolicited electronic marketing communications where consent is required and has not been obtained.

Lawful Basis

Consent or legitimate interests, depending on the circumstances and applicable law.

7.9 Legal Compliance

We may process personal information where necessary to:

• comply with legal obligations;
• comply with court orders;
• comply with regulatory requirements;
• establish, exercise or defend legal claims;
• protect our legal rights.

Lawful Basis

Legal obligation and legitimate interests.

7.10 Future Services

As Whale Tech & Digital Solutions develops new products and services, we may process personal information in connection with future offerings including:

• Software as a Service (SaaS);
• cloud-based services;
• AI-powered business tools;
• client portals;
• online booking systems;
• subscription services;
• digital learning platforms;
• mobile applications;
• secure document sharing;
• managed IT services;
• business automation services.

Where new services involve materially different processing activities, this Privacy Policy will be updated accordingly.

8. Our Lawful Bases for Processing

Depending on the circumstances, Whale Tech & Digital Solutions relies on one or more of the following lawful bases under UK GDPR:

• Consent
• Performance of a Contract
• Compliance with a Legal Obligation
• Legitimate Interests

Where consent is relied upon, you may withdraw your consent at any time without affecting the lawfulness of processing carried out before its withdrawal.

Where we rely on legitimate interests, we consider and balance our interests against your rights and freedoms before processing personal information.

9. Sharing Your Personal Information

Whale Tech & Digital Solutions respects the confidentiality of your personal information.

We do not sell your personal information.

We may share personal information only where it is reasonably necessary for the purposes described in this Privacy Policy, where required by law or where you have requested or authorised us to do so.

9.1 Service Providers

We may share personal information with carefully selected third-party service providers that assist us in operating our business.

Depending on the services provided, this may include:

• website hosting providers;
• cloud infrastructure providers;
• payment service providers;
• email service providers;
• website analytics providers;
• customer relationship management (CRM) platforms;
• communication platforms;
• IT support providers;
• software vendors;
• cybersecurity providers;
• accounting and bookkeeping software providers.

These providers process personal information only where necessary to perform services on our behalf and are expected to implement appropriate security measures.

9.2 Professional Advisers

Where reasonably necessary, personal information may be shared with our professional advisers, including:

• solicitors;
• accountants;
• auditors;
• insurers;
• financial advisers;
• regulatory advisers.

Such disclosures are limited to information reasonably required for the relevant purpose.

9.3 Legal and Regulatory Requirements

We may disclose personal information where we reasonably believe disclosure is necessary to:

• comply with applicable law;
• comply with court orders;
• comply with requests from regulators or public authorities;
• establish, exercise or defend legal claims;
• investigate suspected unlawful activity;
• protect the rights, property or safety of Whale Tech & Digital Solutions, our clients or others.

9.4 Business Transactions

If Whale Ltd undergoes a merger, acquisition, investment, restructuring, sale of assets or similar corporate transaction, personal information may be transferred as part of that transaction where legally permitted.

Any recipient will be required to respect the confidentiality of personal information and process it in accordance with applicable data protection legislation.

9.5 Client Instructions

Where we provide services on behalf of clients, we may process or share information strictly in accordance with the client's documented instructions and the applicable contractual arrangements.

In such circumstances, Whale Tech & Digital Solutions may act as a Data Processor rather than a Data Controller.

9.6 No Sale of Personal Information

We do not sell personal information.

We do not permit third parties to use personal information for their own direct marketing purposes unless you have expressly consented or such use is otherwise permitted by applicable law.

10. International Data Transfers

Some of our service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place in accordance with UK data protection legislation.

Depending on the circumstances, these safeguards may include:

• adequacy regulations recognised under UK law;
• International Data Transfer Agreements (IDTAs);
• the UK Addendum to the EU Standard Contractual Clauses;
• contractual obligations requiring appropriate security measures; or
• other lawful transfer mechanisms recognised under applicable legislation.

Where international transfers occur, we seek to ensure that personal information continues to receive an appropriate level of protection.

11. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention periods may vary depending on the type of information and the purpose for which it was collected.

As a general guide:

• General enquiries – up to 12 months;
• Client communications – for the duration of the business relationship and for an appropriate period afterwards;
• Financial and accounting records – in accordance with applicable legal requirements;
• Marketing preferences – until consent is withdrawn or marketing activities cease;
• Technical and security logs – for as long as reasonably necessary to maintain the security and integrity of our systems.

Where personal information is no longer required, we will seek to securely delete, anonymise or otherwise dispose of it in accordance with our internal data management practices.

We may retain certain information for longer where necessary to establish, exercise or defend legal claims or to comply with legal or regulatory obligations.

12. Data Security

Protecting personal information is an important part of our business.

We maintain appropriate technical and organisational measures designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or unauthorised access.

Depending on the nature of our services, these measures may include:

• SSL/TLS encryption where appropriate;
• secure website hosting;
• password protection and authentication controls;
• restricted access to personal information;
• regular software updates;
• security monitoring;
• secure backup procedures;
• malware and threat protection;
• staff awareness of confidentiality obligations.

Although we take reasonable steps to safeguard personal information, no method of transmission over the Internet or electronic storage is completely secure. Accordingly, we cannot guarantee absolute security.

13. Your Privacy Rights

Subject to applicable UK data protection law, you may have the following rights:

• the right to be informed about how your personal information is processed;
• the right to request access to your personal information;
• the right to request correction of inaccurate or incomplete information;
• the right to request the deletion of personal information in certain circumstances;
• the right to request restriction of processing;
• the right to object to certain processing activities;
• the right to request the transfer of your personal information to another organisation where applicable;
• the right to withdraw consent at any time where processing is based on consent.

These rights are not absolute and may be subject to legal limitations or exemptions.

Requests relating to your privacy rights should be submitted to:

info@whaleltd.co.uk

We may request reasonable evidence of identity before responding to your request.

Where applicable, we will respond within the time limits required by UK data protection legislation.

14. Marketing Communications

Where permitted by law, we may occasionally send information relating to our services, business updates, educational content or other relevant communications.

Where consent is required, marketing communications will only be sent after appropriate consent has been obtained.

You may unsubscribe from marketing communications at any time by:

• clicking the unsubscribe link in our emails;
• contacting us directly; or
• updating your communication preferences where available.

Choosing not to receive marketing communications will not affect essential service-related communications.

15. Children's Privacy

Our website and services are primarily intended for businesses, entrepreneurs and individuals aged 18 years or over.

We do not knowingly collect personal information directly from children without appropriate legal authority or parental involvement where required by law.

If we become aware that personal information has been collected from a child in circumstances that do not comply with applicable law, we will take reasonable steps to delete that information.

Parents or guardians who believe that a child has provided personal information may contact us using the details set out in this Privacy Policy.

16. Automated Decision-Making

Whale Tech & Digital Solutions does not currently make decisions based solely on automated processing where such decisions produce legal or similarly significant effects on individuals.

Where automated technologies or AI-assisted tools are used to support our services, they are intended to assist human decision-making rather than replace it.

If our use of automated decision-making changes materially in the future, this Privacy Policy will be updated accordingly.

17. Third-Party Websites

Our website may contain links to third-party websites or online services.

These websites operate independently from Whale Tech & Digital Solutions and have their own privacy policies and terms of use.

We are not responsible for the privacy practices, content or security of third-party websites and encourage users to review their policies before providing personal information.

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• changes in applicable legislation;
• changes to our business;
• new technologies;
• changes to our services; or
• improvements to our privacy practices.

The most recent version will always be published on our website together with the updated revision date.

Where required by law, we will take appropriate steps to notify affected individuals of significant changes.

19. Contact Us

If you have any questions regarding this Privacy Policy or the way in which your personal information is processed, please contact us.

Whale Ltd

Trading as Whale Tech & Digital Solutions

71–75 Shelton Street

Covent Garden

London WC2H 9JQ

United Kingdom

Email: info@whaleltd.co.uk

Website: https://whaleltd.co.uk

20. Complaints

If you have concerns about how we process your personal information, we encourage you to contact us first so that we have the opportunity to address your concerns.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority for data protection matters.

Further information is available from:

https://ico.org.uk

Effective Date: 24 June 2026

Version: 1.0