Privacy Policy

Who we are

123dpo.com is a free resource operated by Net Essence Ltd ("we", "us", "our"). We provide AI governance tools, templates, and guidance for UK professional practices. Net Essence Ltd is the data controller for all personal data processed through this website.

What personal data we collect

We only collect personal data when you actively provide it. This happens in three situations:

AI Governance Self-Assessment

When you complete our self-assessment tool and request your report, we collect your email address, your marketing opt-in preference, and the assessment responses you provide (sector, organisation size, AI tools in use, governance status). We do not collect your name or any information that identifies your organisation.

Tool downloads

When you request a free template or tool download, we collect your email address and your marketing opt-in preference. We use this to send you the download link.

Contact form

When you use our contact form, we collect your name, organisation name, email address, sector, and the content of your message.

How we use your data

We process your personal data only for the purpose for which it is collected. Specifically:

• Delivering your assessment report or download: lawful basis Article 6(1)(b) (performance of a contract / steps prior to a contract).
• Responding to contact form enquiries: lawful basis Article 6(1)(b).
• Sending relevant updates about AI governance, data protection, and 123DPO resources, where you have explicitly opted in: lawful basis Article 6(1)(a) (consent). You can withdraw consent at any time by clicking unsubscribe in any email or contacting us at [email protected].

We do not sell, rent, or share your personal data with third parties for their own marketing purposes.

Data retention

Assessment and download email addresses are retained for up to 24 months from the date of collection, or until you withdraw consent if you opted in to marketing. Contact form submissions are retained for up to 12 months. You may request deletion at any time.

Who we share data with

Your data is processed by the following organisations acting as our data processors:

• Our LAMP hosting provider: our website server processes form submissions to deliver reports and respond to enquiries. Located in the United Kingdom.
• Microsoft Office 365: email correspondence is managed via Microsoft 365. Located in the United Kingdom.

We do not use third-party analytics services, advertising networks, or tracking pixels on 123dpo.com.

Cookies

123dpo.com does not use tracking cookies, advertising cookies, or analytics cookies. We do not use Google Analytics or similar services. The only cookies that may be set are strictly necessary session cookies required for the website to function (for example, to maintain your progress through the self-assessment). These cookies are deleted when you close your browser.

Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data (the right to erasure)
• Object to processing based on legitimate interests
• Withdraw consent at any time (where processing is based on consent)
• Data portability
• Lodge a complaint with the ICO (see below)

To exercise any of these rights, contact us at [email protected] or write to us at the address above. We will respond within one calendar month.

Supervisory authority

You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

Information Commissioner's Office, Water Lane, Wycliffe House, Wilmslow, Cheshire SK9 5AF
Tel: +44 1625 545 745 | www.ico.org.uk

Changes to this policy

We may update this Privacy Policy from time to time. The "last updated" date at the top of this page will reflect any changes. We encourage you to review this page periodically.

Contact us

For any privacy-related queries, contact us at [email protected] or via our contact form. For formal data protection matters, write to Net Essence Ltd at the address above or email [email protected].