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Privacy Policy

About Us

We are DefaqtoMedia Limited, Company No 3058061 registered in England with our registered office at Caledonia House, 223 Pentonville Road, London N1 9NG (and we refer to ourselves as "Defaqto", “we” or “us” or “our” in this document). We own and operate this “Website” (meaning the defaqto.com website but excluding any elements of a Contract Service as defined below) and the Service on our own behalf, and also as a portal to certain services, supplied to you in respect of Engage, Aequos, Matrix or any other service provided by Defaqto Limited under a separate contract between you and Defaqto Limited, which service is in respect of payment by you to Defaqto Limited or to a network or membership body that pays Defaqto Limited, and may (possible among other means) be accessed via the Website (acting as a portal to that service) (“Contracted Services”). Defaqto Limited has Company No 2870220 registered in England with registered office at Financial Research Centre, Haddenham Business Park, Thame Road, Haddenham, Aylesbury, Buckinghamshire HP17 8LJ; although Defaqto Limited is not responsible for this Website and the Service.

In this Privacy Policy, references to "you" means any person submitting any data to us or to this Website about himself or herself or about any other living individual in respect of any use of the Website or the service available through the Website (the "Service").

When you use different aspects of the Website, we may ask you to supply us with various information about you or anyone who you represent. This Privacy Policy sets out the way in which we may use such information.

If you have any questions, comments or suggestions about the way in which we use your personal information or if any of your personal information changes, please write to us at DefaqtoMedia Ltd, Caledonia House, 223 Pentonville Road, London, N1 9NG, England for the attention of Customer Support or email us at customersupport@defaqto.com.

Your privacy is very important to us. We shall therefore only use your name and other information which relates to you in the manner set out in this Privacy Policy. We will only use your personal information in a way that is fair to you. We will only collect information where it is necessary for us to do so and we will only collect information if it is relevant to our dealings with you.

We will only keep your information for as long as we are either required to by law or as is relevant for the purposes for which it was collected.


Data that we collect

We may collect and use various information, including some or all of the following, relating to you or people you represent: the names, email addresses, postal codes, Website usernames, passwords, preferences, notes, thoughts, comments and opinions.

Use of the Website, and registration to the Service, is currently free to any User. However, Defaqto reserves the right to charge you for certain services or impose charges for use of aspects of the Service or the Website that were previously free. Please note that you will always be clearly informed of any applicable charges before any such services can be selected or before any charges are levied. It follows that we do not, unless you agree to take the chargeable Service, request or retain or have access to any details of your credit cards and/or debit cards. However, this information will be collected should such payment be required at any time, and is information to which this Privacy Policy is applicable.

We will never collect sensitive information about you without your explicit consent or unless you instruct us to use it. For example, in uploading material onto the Website, you may make data available to us, which may include sensitive data, and in uploading such data you provide your deemed consent to our collection of that data, and use for the purposes for which it was uploaded. That purpose may include access by a third party that you envisage gaining access to that data.

We may also collect information from third parties in order to verify any data that you have supplied to us.

We need information about you so that you can use the Service, including using tools and functionality, uploading material onto the Website and entering into discussions and interaction with other users of the Website.

We need your email address and other contact details, in particular, for sending you essential information relating to the Service. This includes (without limitation) the following:


  • To allow you to go ahead and register for the Service. This includes sending an email to you to confirm your details, to give you initial information about the Service, and to enable you to commence using the Service.
  • To give you a link to enable you to reset a password if you tell us or the Website that you have forgotten it.
  • To send you information generally relevant to the Service or Website. This may include informing you about developments or changes with the Service (including updates to the Terms and Conditions, changes to this Privacy Policy, or planned downtime for the Service).
  • In case we have any queries concerning any aspect of your use of the Service or the Website.
  • To respond to you over any queries you raise with us.


We also need to use your contact details and other information for any aspect of the Service or Website (including, but without limitation, providing customer support, preventing or investigating prohibited activity, enforcing the Terms and Conditions and verifying information). We also use your information to detect any fraud or Website abuses.

We may further collect (or allocate to you and you may change) a username and password to use restricted parts of the Website. We use that to enable you or anyone you represent or who represents you to access your restricted parts on the Website.

We may maintain your history (such as products viewed, guides read, posts to the “Discussions Area” (where Registered Users can post messages visible to all Registered Users on the Website, allowing Registered Users to ask specific questions of other Registered Users, and allowing Registered Users to respond) and your general activity on the Website) for up to six years following that action.

You must only submit to us, or the Website, information which is accurate and not misleading, and you must keep it up-to-date and inform us of changes. By submitting data in respect of you and anyone else, you must ensure that you have full authority and consent to supply us with that data on their behalf and you warrant to us that you have that authority.

We will collect payment information from you (such as your payment card details) when you purchase particular aspects of the Service that require payment. We will collect such payments either through an online payment service provider, by telephone, webform or by email. Where payment is obtained using an online payment service provider, it is they rather than us who obtains your personal data regarding your payment details (such as your payment card). Where payment is obtained by telephone, webform or email, we will apply our “Card Not Present” processes and as such will retain documentary evidence of your approval for up to 18 months. (If you have any queries about the way your payment card or other payment data is stored, you should initially check our “Frequently Asked Questions” page on the Website and then email us at customersupport@defaqto.com if you still have any.)


Other uses of your personal information

We may also use your personal information for non-essential parts of the Service, for example to send you promotional or marketing information about us, promotions, events, our newsletters, anything relating to our business partners, or anything in which you show an interest. This usage of your information is on an opt-in basis. Each email that we send to you will be in accordance with your preferences that you set within your user account pages on the Service. Depending on your account preferences, we may also send you feedback forms to complete about us or any aspect of the Service.

Each email regarding the non-essential parts of the Service will provide you with an opportunity to opt out of receiving further emails from us regarding these non-essential communications or to manage your other communications preferences. Any changes to your communication preferences will be processed by us within two working days of our receipt of your instruction; however, you may still receive non-essential communications in the intervening time between your submission and when it is processed.

We may further anonymise data about users of the Website generally and use it for various purposes, including ascertaining the general location of our users and usage of publications on the Service (including feedback and annotations that users make about publications), and supplying that anonymised data to third parties such as publishers. However, that anonymised data will not be capable of identifying you personally.


Third Parties and Links

We may pass your details to our agents and subcontractors to help us with any of our uses of your data set out in this Privacy Policy. For example, we may use third parties to assist us with providing the administration for running the Website, to analyse data and to provide us with marketing or customer service assistance.

We may exchange information with third parties for the purposes of fraud protection and credit risk reduction.

We may transfer our databases containing your personal information if we sell our business or part of it.

We may also disclose your details as described elsewhere in this Privacy Policy.

Other than as set out in this Privacy Policy, we shall NOT sell or disclose your personal data to third parties without obtaining your prior consent unless this is necessary for the purposes set out in this Privacy Policy or unless we are required to do so by law.

The Website may contain advertising of third parties, dedicated pages operated by third parties and links to other websites or frames of other websites. Please be aware that we are not responsible for the privacy practices or content of those third parties or other websites, nor for any third party to whom we transfer your data in accordance with our Privacy Policy.



We have in place appropriate technical and security measures to prevent unauthorised or unlawful access to, or accidental loss of or destruction or damage to, your information.

We store your personal details on a secure server. We use firewalls on our servers. If you send your payment card details through to the online payment service provider, we would require them to use encryption. Whilst we are unable to guarantee 100% security, this makes it hard for a hacker to decrypt your details.

We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of your information. Our security procedures mean that we may occasionally request proof of identity before we disclose personal information to you.

You are responsible for protecting against unauthorised access to your password and to your computer.



The Website uses cookies. Cookies are tiny text files which identify your computer to our server as a unique user when you visit certain pages on the Website and they are stored by your Internet browser on your computer's hard drive. Cookies can be used to recognise your Internet Protocol address, saving you time while you are on, or want to enter, the Website. We only use cookies for your convenience in using the Website (for example to remember who you are without you having to re-enter your username and password) and not for obtaining or using any other information about you (for example targeted advertising). Your browser can be set to not accept cookies, but this would restrict your use of the Website. If you want to find out more information about cookies, go to www.allaboutcookies.org or to find out about removing them from your browser, go to www.allaboutcookies.org/manage-cookies/index.html.



We may amend this Privacy Policy from time to time. Any amended Privacy Policy will be posted on the Website. The amended Privacy Policy will apply immediately for new users and 30 days (or such other timeframe as we say when posting) after first posting for all existing users. Each time you enter the Website, use the Service, or upload material onto the Website, you agree that the Privacy Policy current at that time shall apply to all information which we hold about you.



By submitting data to us and using the Website, you consent to our use of your data and of anyone you represent in the manner set out in this Privacy Policy (as amended from time to time, as described above) and you are responsible for ensuring that you have authority to consent on behalf of anyone about whom you submit data to us.



This Privacy Policy was most recently updated on 10/11/2010.