LEGAL & PRIVACY
Privacy Policy
Pheon Agency Ltd is the controller; contact omar.pandit@pheonagency.co.uk about privacy rights. ICO registration ZC242642 is not an endorsement. We use contact details/messages for enquiries and company details, advert copy, logos, acceptance records and payment references for advertising. Our bases are contractual steps/performance, legitimate interests in security/administration, and legal accounting obligations. Optional marketing requires a separate appropriate choice.
Only approved company information, advert copy/logo, website and chosen public contacts appear publicly. Private application emails are not automatically published. Stripe handles payments; Pandit stores no card numbers. Postmark sends service messages without open/click tracking. Stripe provides payment services under its Services Agreement, Data Processing Agreement and Data Transfers Addendum. Postmark (AC PM, LLC) sends emails under its terms and incorporated Data Processing Addendum. Processing may take place outside the UK, including the USA; provider contractual safeguards include standard contractual clauses and the UK transfer addendum where applicable. Provider terms and safeguards are available at https://stripe.com/legal/dpa, https://stripe.com/legal/dta and https://postmarkapp.com/dpa. Contact us for further information about safeguards.
Retention: abandoned unpaid applications and sent service emails are normally kept for 90 days. Ended paid advert content is cleared after at least 12 months from expiry. Financial records are kept for seven years after the last financial update, longer where law, active obligations or a dispute requires it. Routine security audit events are kept for one year; contract, consent, payment and approval evidence for seven years. Open payments, unresolved provider sessions and legal holds require reconciliation before disposal. Encrypted backups rotate separately as seven daily and four weekly snapshots; restored systems must apply current disposal and hold decisions before ordinary use resumes. Postmark documents a default 45-day message period; provider legal records may follow separate obligations. Complimentary adverts remain under administrator management.
You may request access, rectification, erasure, restriction, portability where applicable, and object to processing based on legitimate interests. Where consent is relied on you may withdraw it. Contact omar.pandit@pheonagency.co.uk; you may also complain to the Information Commissioner at https://ico.org.uk/make-a-complaint/. Legal exceptions can require us to retain relevant evidence. The same rights and lawful exceptions apply to buyer and seller information.
Necessary session and form-security cookies support account security and secure submissions. We do not load advertising or analytics trackers. Our Cookie Policy gives the current essential-cookie details. We restrict access to personal information and use encrypted records, secure connections and encrypted backups. Do not send identity documents, financial due-diligence files or confidential business identities in general enquiry messages.
For introductions we process account/contact details, declared acquisition and authority information, listing data, preferences, versioned terms and NDA signatures, seller disclosure authorisations, payment/verification references and results. Contractual steps/performance support membership, listings and requested introductions; legitimate interests support proportionate fraud prevention, security and legal claims. Accounting records meet legal obligations. Optional marketing is separate and can be stopped in account preferences or bulletin unsubscribe links.
Automated ID/selfie matching is optional. If you choose it, explicit consent is our Article 6(1)(a) basis and Article 9(2)(a) condition for biometric matching. Stripe collects the document/selfie and performs matching under its hosted notices and provider terms. Pandit stores only the provider reference, result, consent/version/date and necessary assessment records, not document or selfie images. Refuse or withdraw in Identity verification choices and use document-only checking with human review, without extra platform fees. The alternative may involve an arranged non-recorded live identity check; it leads to the same eligibility result. No verification is a guarantee of funds, company authority or AML compliance.
Withdrawal stops reliance on biometric consent, restricts unverified confidential access while the alternative is completed, and requests disposal of the retired provider session. The alternative can begin while that disposal is processed. Provider processing/deletion can take time; a submitted request is not a completed deletion. Withdrawal does not invalidate lawful past processing; necessary legal-claim evidence may be restricted under an applicable legal hold. Failed or uncertain automated checks receive human review rather than a solely automated final rejection. You can challenge an outcome through the contact details above.
Current verification evidence is normally requested for provider redaction 90 days after terminal outcome or closure of an unsuccessful review, subject to holds. Minimal result/reference and consent/assessment evidence follow the approved seven-year claims period after service end. Ordinary inactive account details, preferences, searches and favourites are removed/anonymised after 12 calendar months from the latest relevant service/case end; active other roles, unresolved payments and holds prevent premature disposal. NDA/contract/introduction evidence follows the approved six-year period after relevant service/case end; ended listing content normally follows the approved twelve-month period. Source identity documents are not routinely stored locally.
Seller identities are released only after that seller authorises the specific introduction. The agreed buyer profile is shown to the seller for the requested decision. Ordinary notification emails point to the secure account and do not include confidential business identities or identity evidence. Advertisers receive no confidential member or listing data. Authorised participants retain access to their previously exchanged contact record as contractual evidence; this does not grant continued access to the private listings directory after membership expiry.