eSortcode by Etellect Ltd
Last Updated: February 7, 2026
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How we collect, use, and protect your personal data in compliance with UK GDPR
Etellect Ltd, trading as eSortcode ("we," "us," or "our"), is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website (www.esortcode.com), customer portal (portal.esortcode.com), and API services (collectively, the "Services").
This Privacy Policy is designed to help you understand:
UK GDPR Compliance: We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We are registered with the Information Commissioner's Office (ICO) as a data controller.
The data controller responsible for your personal data is:
Etellect Ltd (Trading as eSortcode)
Company Registration: SC204571 (Registered in Scotland)
Registered Office:
Merlin House
20 Mossland Road
Hillington Park
Glasgow, Scotland
G52 4XZ
For any privacy or data protection queries, please contact us:
We collect different types of personal data depending on how you interact with our Services:
When you create an account, we collect:
When you purchase credits or services, we collect:
Payment Security: We do not store complete credit card numbers. Payment processing is handled by PCI DSS-compliant third-party payment processors (Stripe, PayPal). We only retain the last 4 digits for reference purposes.
When you use our API services, we process:
Important: Personal data in API requests (e.g., account holder names) is processed transiently for validation purposes and is not permanently stored beyond operational logs (retained for 90 days).
When you visit our website or portal, we automatically collect:
When you contact us, we collect:
We collect personal data through the following methods:
You provide data directly when you:
We automatically collect data through:
In limited circumstances, we may receive data from:
We use your personal data for the following purposes:
You can opt out of marketing communications at any time by clicking the unsubscribe link in emails or updating your preferences in the Portal.
Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following legal bases:
| Purpose | Legal Basis |
|---|---|
| Account creation and service delivery | Contract Performance - Necessary to perform our contract with you |
| Payment processing and billing | Contract Performance - Necessary to fulfill our contractual obligations |
| Marketing communications | Consent - You have given explicit consent (opt-in) |
| Service improvement and analytics | Legitimate Interests - To improve our Services and user experience |
| Fraud prevention and security | Legitimate Interests - To protect our business and users |
| Legal compliance and tax obligations | Legal Obligation - Required by UK law |
We do not sell, rent, or trade your personal data. We only share your data with trusted third parties in the following circumstances:
We share data with third-party service providers who perform services on our behalf:
All service providers are bound by data processing agreements and are required to protect your data in accordance with UK GDPR.
We may share limited data with:
We may disclose your data when required by law:
In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the acquiring entity. We will notify you of any such change and your rights regarding your data.
We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
| Data Type | Retention Period |
|---|---|
| Account information (active accounts) | Duration of account + 6 years (UK accounting law) |
| Account information (closed accounts) | 6 years from closure date |
| Transaction and billing records | 7 years (UK tax law requirement) |
| API request logs (containing personal data) | 90 days |
| Marketing communications consent | Until withdrawn + 3 years |
| Support correspondence | 3 years from last contact |
| Website cookies | Up to 12 months (see Cookie Policy) |
When personal data is no longer needed, we securely delete or anonymize it in accordance with our data retention policy and UK GDPR requirements.
We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction.
In the unlikely event of a personal data breach that poses a risk to your rights and freedoms, we will:
Your Responsibility: You are responsible for maintaining the confidentiality of your account credentials and API keys. Please use strong passwords and never share your login details with others.
Under UK GDPR and the Data Protection Act 2018, you have the following rights regarding your personal data:
You can request a copy of the personal data we hold about you (Subject Access Request).
You can ask us to correct inaccurate or incomplete personal data.
You can request deletion of your personal data in certain circumstances (subject to legal retention requirements).
You can ask us to limit how we use your personal data in certain circumstances.
You can request a copy of your data in a structured, machine-readable format to transfer to another service.
You can object to processing based on legitimate interests or for direct marketing purposes.
You have rights regarding automated decisions that have legal or significant effects on you (we do not currently use such automated decision-making).
Where we process data based on consent (e.g., marketing), you can withdraw consent at any time.
To exercise any of these rights, please contact us:
We will respond to your request within one month (may be extended by two additional months for complex requests). We may request identification to verify your identity before processing your request.
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the UK supervisory authority:
Information Commissioner's Office (ICO)
Website: https://ico.org.uk
Helpline: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Your personal data is primarily processed and stored within the United Kingdom. However, some of our service providers may process data outside the UK/EEA.
When we transfer personal data internationally, we ensure appropriate safeguards are in place:
For more information about the safeguards we use for international data transfers, please contact privacy@etellect.com.
Our Services are not directed at children under the age of 18. We do not knowingly collect personal data from children.
If you are under 18, please do not use our Services or provide any personal data to us. If we become aware that we have collected personal data from a child under 18, we will take steps to delete such information promptly.
If you believe we have collected data from a child, please contact us at privacy@etellect.com.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.
When we make material changes:
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
Your continued use of our Services after changes to this Privacy Policy constitutes acceptance of the updated policy.
Understanding how we use cookies and similar technologies on our website
Cookies are small text files that are placed on your device (computer, smartphone, tablet) when you visit a website. Cookies are widely used to make websites work more efficiently and provide information to website owners.
Cookies typically contain:
Similar technologies include web beacons, pixels, and local storage objects that serve similar functions to cookies.
Always Active - Cannot be disabled
These cookies are essential for the website to function properly. They enable core functionality such as security, network management, and accessibility.
| Cookie Name | Purpose | Duration |
|---|---|---|
session_id |
Maintains your logged-in session | Session (deleted when browser closes) |
csrf_token |
Security token to prevent cross-site request forgery | Session |
esortcode_cookie_consent |
Stores your cookie preferences | 12 months |
load_balancer |
Routes requests to the appropriate server | Session |
Requires Consent - Can be enabled/disabled
These cookies help us understand how visitors interact with our website by collecting and reporting information anonymously.
| Cookie Name | Purpose | Duration |
|---|---|---|
_ga |
Google Analytics - distinguishes users | 2 years |
_gid |
Google Analytics - distinguishes users | 24 hours |
_gat |
Google Analytics - throttles request rate | 1 minute |
Note: We have enabled IP anonymization in Google Analytics, so your full IP address is not stored.
Requires Consent - Can be enabled/disabled
These cookies track your browsing activity to display relevant advertisements and measure the effectiveness of marketing campaigns.
| Cookie Provider | Purpose | Duration |
|---|---|---|
| Facebook Pixel | Track conversions and build remarketing audiences | 90 days |
| Google Ads | Measure ad campaign effectiveness and remarketing | 90 days |
| LinkedIn Insight Tag | B2B advertising and conversion tracking | 90 days |
We use cookies for the following purposes:
To keep you logged in securely and protect against fraudulent activity and security threats.
To understand how visitors use our website, which pages are most popular, and how to improve user experience.
To display relevant advertisements and measure the effectiveness of our marketing campaigns.
To remember your preferences and settings for a more personalized experience.
Some cookies are set by third-party services that appear on our website. We do not control these cookies, and you should check the third-party websites for more information.
Third-party services we use:
You can manage your cookie preferences at any time using our cookie management tool:
Most browsers allow you to control cookies through their settings. You can:
Browser-specific instructions:
Important: Blocking or deleting cookies may affect your ability to use certain features of our website. For example, you may not be able to stay logged in or access personalized content.
You can also use industry opt-out tools:
When you first visit our website, you will see a cookie banner asking for your consent to use optional cookies (analytics and marketing).
Your consent options:
You can change your cookie preferences at any time by clicking the "Cookies" link in the footer or using the button below.
Consent Storage: Your cookie preferences are stored for 12 months. After this period, you will be asked to provide your consent again.
If you have questions about this Privacy Policy, Cookie Policy, or how we handle your personal data, please contact us:
+44 (0)20 4577 0019
Etellect Ltd (Trading as eSortcode)
Company Registration Number: SC204571
Registered in Scotland
Registered Office: Merlin House, 20 Mossland Road, Hillington Park, Glasgow, Scotland, G52 4XZ
ISO 27001 & ISO 9001 Certified