Privacy policy

Last updated: 5 November 2026

1. Who we are

Lanmark Limited (“Lanmark”, “we”, “us”) is registered in England and Wales under company number 02977539. Our registered office is 36 Basepoint, Victoria Road, Dartford DA1 5FS. Our VAT number is GB 675 0502 43.

We are registered with the Information Commissioner’s Office (ICO) under registration number ZA350968.

Our data protection lead is Mark Brown, a director of Lanmark. You can contact him at dpo@lanmark.com or by writing to the registered office above.

2. What this notice covers

This notice explains how we collect and use personal information when we decide why and how it is used, as a “controller”. It covers:

• people who visit lanmark.com;
• people who contact us through our website, by email or by phone about our services;
• clients and their staff whose information we use for our own customer relationship, service administration, billing, security or other purposes described here; and
• our suppliers and partners, and the people we deal with there.

When we handle personal information solely on a client’s instructions to deliver their IT services, we act as a “processor” for that activity. Examples include managing client emails, files and user accounts. That processing is governed by our data processing terms with the client, in clause 13 of our Master Services Agreement. The client’s own privacy notice explains their use of that information.

The same support request or service interaction may also contain information we need for our own purposes. This notice covers that use, where we act as controller. Our role depends on the particular activity and its purpose.

This notice is given under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR), as amended.

3. The information we collect and where it comes from

When you use our website or contact us

• Enquiry details: your name, email address and message, and any optional information you provide, such as your phone number, company or number of Microsoft 365 users.
• Technical and enquiry context: your IP address, the page and enquiry button used, referral information, advertising campaign information where applicable, and your cookie choice.
• If you consent to the relevant optional tools, information about your visit and how you use the website, as described in section 5.
• Emails, telephone conversations and other correspondence you have with us.

When you are a client or work for one

• Name, job title and work contact details.
• Support requests and related correspondence, and recordings of support calls.
• Information needed for Microsoft 365 sign-in to our client portals, and related account activity.
• Billing contacts, invoices, payments and licence records.

When you are a supplier or partner

• Names, work contact details and information about our dealings with you, including contracts, invoices and payments.

Sources and required information

We collect information directly from you and through your use of our website and services. We may also receive work contact and account information from your employer or another authorised contact at a client, supplier or partner. The tools in section 5 provide the website information described there.

You do not have to provide optional enquiry information. We need enough information to understand your enquiry and contact you; without it we may be unable to respond or prepare a quote. Where particular information is required by law or for a contract or service, we will explain this when we ask for it.

Please do not include health information, passwords or other sensitive information in a website enquiry. If a support matter needs sensitive information, contact us first to arrange a suitable way to provide it.

4. How we use your information and our lawful bases

The table describes our use of personal information as controller. A contract is a lawful basis only where the contract is with you personally, or you have asked us to take steps towards a contract with you personally. Where we deal with a company through its staff, we generally rely on legitimate interests for those staff contact details.

Where we rely on legitimate interests, we assess whether the use is necessary and balance it against your rights and reasonable expectations. You can ask us about the assessment, and you can object as explained in section 10.

5. Cookies and analytics

Cookies are small files stored in your browser. Similar technologies may store or access information on your device without using a cookie. Our controls cover all the optional tools described below, including any that do not use cookies.

We use one strictly necessary cookie to remember your privacy choices. Optional analytics and marketing tools stay off until you choose to turn them on. You can accept or reject all optional tools, or choose analytics and marketing separately through “Manage”. Rejecting is as easy as accepting. Continuing to browse, moving to another page or closing the banner does not give consent.

You can change or withdraw your choice at any time using the “Cookie settings” link at the foot of each page. Withdrawal stops the optional tools collecting further information through our site. It does not affect processing carried out on valid consent before withdrawal.

When you withdraw consent, we remove the optional cookies and browser storage our site can control. Some third-party cookies set on the providers’ own domains may need removing through your browser settings. Removing cookies does not erase information a provider has already received; contact us to use your rights in section 10.

The table lists what each tool stored on a device when we last checked our site, on 3 November 2026, and for Google Ads on 5 November 2026.

We do not treat a tool as exempt from consent because its provider describes it as cookie-free.

6. Who we share your information with

We do not sell personal information. We use the types of supplier below for the activities described. Where a supplier acts as our processor, it must process personal information on our documented instructions and under appropriate data protection terms. A provider may act as a separate controller for some activities; where that applies, its own privacy notice explains them.

Some of these suppliers may process information outside the UK. Section 7 explains how it is protected. If you would like details of the specific organisations that have received your information, contact dpo@lanmark.com.

We may also share relevant information with professional advisers and insurers, with a prospective or actual buyer and its advisers in connection with a business sale, and with police, courts or regulators where necessary and lawful. We limit disclosures to what is needed and apply confidentiality and security protections where appropriate.

7. Transfers outside the UK

Some suppliers may process personal information outside the UK, including through overseas support teams or subprocessors. For each such transfer we use a route permitted by UK data protection law.

Where the destination is covered by UK adequacy regulations, we may rely on those. For a US recipient, the UK Extension to the EU-US Data Privacy Framework applies only where the recipient holds an active certification covering the UK Extension and the relevant type of information; it does not cover every US organisation.

Where adequacy does not apply, we use appropriate safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the European Commission’s standard contractual clauses, together with the required transfer risk assessment and any additional protection needed.

You can contact dpo@lanmark.com for details of the safeguards for a particular transfer and how to obtain a copy, with confidential information removed where appropriate.

8. How long we keep your information

We keep personal information for as long as its purpose needs, taking account of legal requirements and any genuine need to establish, exercise or defend legal claims. We then delete it securely or make it anonymous. The periods below apply to information we hold as controller.

If a legal requirement or a specific claim requires us to keep particular information longer, we restrict its use to that need. Backup copies are removed through our normal backup cycle.

9. Keeping your information secure

We use technical and organisational measures suited to the risks of handling personal information, including access controls, multi-factor authentication where appropriate and encryption in transit. Our website uses HTTPS.

No system can guarantee complete security. Please do not send passwords or sensitive information through the website enquiry form. Contact us to arrange a suitable method if you need to share sensitive material for a support matter.

10. Your rights and complaints

Depending on the circumstances, you can:

• ask for access to the personal information we hold about you and a copy of it;
• ask us to correct inaccurate or incomplete information;
• ask us to delete information or restrict how we use it;
• object to processing based on legitimate interests;
• object at any time to use of your information for direct marketing;
• ask to receive information you provided in a portable format, or have it sent to another organisation, where the legal conditions apply; and
• withdraw consent at any time where we rely on it, including through “Cookie settings”. Withdrawal does not affect processing carried out on consent before withdrawal.

Some rights apply only in particular circumstances. If you object to direct marketing, we stop using your information for that purpose. For other legitimate interests processing, we consider your objection under the applicable rules.

To use your rights, contact dpo@lanmark.com or write to the address in section 1. You can also ask verbally; you do not need a particular form or wording. We may ask for information reasonably needed to confirm your identity.

We respond without undue delay and normally within one calendar month, usually without charge. Where the law allows an extension for a complex request or several requests, we may take up to two further months and will tell you why within the first month. For an access request, we may ask you to clarify it where reasonably needed and will explain any pause in the response period.

If your request concerns information we process solely on a client’s instructions, we will pass it to that client or help them respond, as our contract requires.

Complaints to Lanmark

If you are concerned about how we handle your information, you can complain to dpo@lanmark.com or write to the address in section 1. Please describe your concern and how we can contact you. You do not need to use a particular form.

We acknowledge data protection complaints within 30 days of receipt. We investigate without undue delay, keep you informed of progress and tell you the outcome and any action we take. This is separate from the time limits for responding to requests to use your rights.

Complaints to the ICO

You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We would welcome the chance to address your concerns first, but this does not affect your right to complain to the ICO.

11. Marketing

We do not send marketing emails or text messages.

We make business development phone calls, including responding to requests to be contacted. Before making unsolicited calls, we check the number against the Telephone Preference Service, the Corporate Telephone Preference Service and our own do-not-call list. We only call a registered number where we hold a specific, recorded agreement to receive live marketing calls from Lanmark.

We respect any subsequent withdrawal or objection made to us. If you previously asked us not to call, we will not resume unless you subsequently request a call or specifically agree to receive our marketing calls.

We identify ourselves and display a contact number when calling. You can ask us not to call again during the call or by emailing dpo@lanmark.com.

Your consent to website analytics, advertising measurement or Leadfeeder is not consent to marketing. Identifying a business visit does not by itself give us permission to call or email anyone.

12. Changes to this notice and how to contact us

We review this notice regularly and publish updates on this page with the date it was last updated. Where a change to how we use your information requires us to tell you directly or ask for new consent, we will do so before the change takes effect.

For questions about this notice or your personal information, contact our data protection lead, Mark Brown, at dpo@lanmark.com, or write to Lanmark Limited, 36 Basepoint, Victoria Road, Dartford DA1 5FS.

The previous version of this notice, dated 22 May 2018, is available on request.