Privacy Policy
What we collect through epass.tech, why, where it goes and the rights you have over it.
ePass Ltd ("ePass", "we") of Commercial Quay, Leith, Edinburgh EH6 6LX is the data controller for personal data collected through this website. We collect as little as we can, we never sell personal data, and everything below applies under UK GDPR and the Data Protection Act 2018.
What we collect and why
| When | What | Why · lawful basis |
|---|---|---|
| You send the contact form | Name, work email, job title and organisation (optional), how you heard about us, your message, submission time and country | To respond to your enquiry — our legitimate interest in answering people who contact us, and steps prior to entering a contract where relevant |
| You join the mailing list | Email address, signup page, time and country | To send you occasional updates — your consent, which you can withdraw at any time |
| You accept analytics cookies | Aggregated usage data via Google Analytics | To understand how the site is used — your consent (see the Cookie Policy) |
| Any form submission, or a game score sent from our 404 page | Your IP address, briefly, for rate limiting | To protect the site from abuse — our legitimate interest. It is held for up to an hour and is not stored with your submission |
Where your data goes
Submissions are stored in our own systems hosted with Cloudflare. To run the service day to day we also share data with these processors, acting under our instructions:
- Cloudflare – hosts this website and stores form submissions and mailing-list addresses.
- Slack – our internal team messaging tool. Each contact enquiry is posted for our team with your name, email, job title, organisation, how you heard about us and your message, so the right person can respond quickly. Mailing-list signups are posted with your email address.
- HubSpot – our customer relationship system, where your contact details and message are kept so the right person can follow up.
- Google Analytics – only if you accept analytics cookies (see the Cookie Policy).
Some of these providers process data outside the UK. Where they do, transfers are protected by UK adequacy decisions, the UK Extension to the EU–US Data Privacy Framework, or the UK International Data Transfer Agreement or UK Addendum to the EU standard contractual clauses. You can ask for a copy of the safeguards that apply to any of these providers at hello@epass.tech.
How long we keep it
- Contact enquiries — up to 24 months after our last contact with you, so we have context if you get back in touch.
- Mailing list — until you unsubscribe or ask us to remove you.
- Rate-limiting counters — deleted automatically within an hour.
Your rights
You can ask us at any time to access, correct, delete or export the personal data we hold about you, to restrict or object to how we use it, or to withdraw a consent you've given. Email hello@epass.tech and we'll respond within one month. If you're not happy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk.
Changes
If we change this policy we'll update it here and revise the date at the top. Significant changes to how we use mailing-list data will be notified by email first.
Contact
Questions about this policy or your data: hello@epass.tech, or write to ePass Ltd, Commercial Quay, Leith, Edinburgh EH6 6LX.