Privacy & Cookie Policy

Last updated: 28 August 2026

1. Introduction

Intellicap is committed to protecting and respecting your privacy.

This Privacy and Cookie Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us, request a demonstration, enquire about our products or services, or otherwise interact with us.

It also explains how we use cookies and similar technologies on our website.

For the purposes of applicable UK data protection legislation, including the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018, Intellicap is the data controller in respect of personal information collected through this website where we determine the purposes and means of processing that information.

This policy applies to:

Website: https://intellicap.co.uk
Email: info@intellicap.co.uk
Telephone: +44 79 4960 1081

PART A – PRIVACY POLICY

2. Information We May Collect

Depending on how you interact with us, we may collect and process the following categories of personal information.

Information You Provide to Us

When you contact us, complete a website form, request a demonstration, purchase or enquire about our software or services, we may collect information including:

  • Your name;
  • Business or organisation name;
  • Job title or role;
  • Work email address;
  • Telephone number;
  • Website address;
  • Information contained within your enquiry or message;
  • Information you provide when requesting a software demonstration;
  • Information relating to your organisation's requirements;
  • Correspondence between you and Intellicap; and
  • Any other information you voluntarily provide to us.

Please avoid submitting confidential, sensitive or unnecessary personal information through general website contact forms.

Information Collected Automatically

When you visit our website, certain technical information may be collected automatically, including:

  • IP address;
  • Browser type and version;
  • Device type;
  • Operating system;
  • Pages visited;
  • Date and time of visits;
  • Referring website;
  • Approximate geographic location derived from an IP address;
  • Website interaction and navigation information; and
  • Cookie identifiers and similar technical information.

Where required by law, non-essential technologies used to collect this information will only be activated after you have provided your consent.

3. How We Use Your Personal Information

We may use personal information to:

  • Respond to enquiries and requests;
  • Arrange and provide software demonstrations;
  • Provide information about Intellicap products and services;
  • Communicate with prospective and existing customers;
  • Provide customer service and technical support;
  • Administer our relationship with customers;
  • Process orders and provide contracted products or services;
  • Manage our website and maintain its security;
  • Diagnose technical problems;
  • Improve the functionality and performance of our website;
  • Understand how visitors interact with our website;
  • Improve our products and services;
  • Maintain appropriate business and administrative records;
  • Protect Intellicap, our customers and website users against fraud, misuse and security threats;
  • Comply with legal, regulatory and contractual obligations; and
  • Send marketing communications where permitted by law.

We will not use your personal information for purposes that are incompatible with the purposes for which it was originally collected unless permitted or required by law.

4. Our Lawful Bases for Processing

Under UK GDPR, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on:

Consent

We may process your information where you have provided clear consent for a particular purpose.

For example, consent may be used for certain marketing communications and non-essential website cookies.

You may withdraw your consent at any time.

Contract

We may process personal information where necessary to enter into or perform a contract with you or your organisation.

Legitimate Interests

We may process personal information where it is necessary for our legitimate business interests, provided those interests do not override your fundamental rights and freedoms.

These interests may include:

  • Responding to business enquiries;
  • Managing customer relationships;
  • Providing and improving our services;
  • Maintaining website and information security;
  • Preventing fraud; and
  • Managing and developing our business.

Legal Obligation

We may process information where necessary to comply with a legal or regulatory obligation.

5. Software Customers and Client Data

Intellicap provides case-management, legal accounting and related software and services to professional organisations, including law firms.

Where a customer uses Intellicap products or services to process personal information relating to its own clients, employees, matters or other individuals, the customer will generally determine the purposes for which that information is processed.

Depending on the particular service and contractual arrangements, Intellicap may therefore act as a data processor on behalf of the customer rather than as the data controller.

Where Intellicap acts as a processor, personal data will be processed in accordance with the customer's documented instructions, the applicable contract or data processing agreement, and applicable data protection legislation.

Customers remain responsible for ensuring that they have an appropriate lawful basis for information entered into or processed using Intellicap products.

6. Sharing Your Information

We do not sell your personal information.

We may share personal information where reasonably necessary with trusted third parties who assist us in operating our business and delivering our services.

These may include:

  • Website hosting providers;
  • Cloud and IT infrastructure providers;
  • Software and technology suppliers;
  • Email and communications providers;
  • Website maintenance providers;
  • Analytics providers;
  • Professional advisers, including accountants and legal advisers;
  • Payment providers, where applicable; and
  • Regulatory, governmental or law enforcement authorities where required by law.

Where third parties process personal information on our behalf, we take appropriate steps to ensure that suitable contractual and security measures are in place.

7. International Data Transfers

Some of our technology or service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate measures to ensure that it remains protected in accordance with UK data protection law.

Depending on the destination and circumstances, these measures may include:

  • UK adequacy regulations;
  • The UK International Data Transfer Agreement;
  • The UK Addendum to approved EU Standard Contractual Clauses; or
  • Other legally recognised safeguards.

8. How Long We Keep Your Information

We will only retain personal information for as long as reasonably necessary for the purposes for which it was collected.

Retention periods may vary depending on:

  • The nature of our relationship with you;
  • The type of information;
  • Contractual requirements;
  • Legal and regulatory obligations;
  • Accounting and taxation requirements;
  • The need to resolve disputes; and
  • The establishment, exercise or defence of legal claims.

Information that is no longer required will be securely deleted, anonymised or otherwise disposed of in accordance with our data-retention procedures.

9. Information Security

We take appropriate technical and organisational measures designed to protect personal information against:

  • Unauthorised access;
  • Accidental loss;
  • Unauthorised alteration;
  • Disclosure;
  • Misuse; and
  • Destruction.

However, no method of electronic transmission or storage can be guaranteed to be completely secure.

You are responsible for ensuring that any passwords or account credentials provided to you in connection with our products or services are kept confidential and secure.

10. Marketing Communications

We may contact existing and prospective business customers regarding Intellicap products and services where permitted by applicable law.

Where consent is required, we will obtain it before sending marketing communications.

You can unsubscribe from marketing communications at any time by:

  • Using the unsubscribe option contained within the communication; or
  • Contacting us using the details provided below.

Opting out of marketing communications will not prevent us from sending essential service, contractual, security or administrative communications.

11. Your Data Protection Rights

Under UK data protection law, depending on the circumstances, you may have the right to:

Right of Access

Request confirmation of whether we process your personal information and obtain a copy of that information.

Right to Rectification

Request correction of inaccurate or incomplete personal information.

Right to Erasure

Request deletion of your personal information in certain circumstances.

Right to Restrict Processing

Request that we restrict how your personal information is processed in certain circumstances.

Right to Data Portability

Request certain personal information in a structured, commonly used and machine-readable format where applicable.

Right to Object

Object to certain processing based on legitimate interests and to the use of your personal information for direct marketing.

Rights Relating to Automated Decision-Making

You may have rights relating to decisions made solely through automated processing where such decisions produce legal or similarly significant effects.

Right to Withdraw Consent

Where processing is based on consent, you may withdraw that consent at any time.

Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

To exercise any of these rights, please contact us using the details at the end of this policy.

We may need to verify your identity before responding to your request.

12. Complaints to the ICO

If you have concerns about how we process your personal information, we encourage you to contact us first so that we can investigate the matter.

You also have the right to complain to the UK's data protection supervisory authority:

Information Commissioner's Office (ICO)

Website: www.ico.org.uk

Telephone: 0303 123 1113

Further information about your data protection rights and the complaints process is available from the ICO.

13. Third-Party Websites

Our website may contain links to third-party websites.

Intellicap is not responsible for the privacy, security or content of external websites.

We recommend reviewing the privacy and cookie policies of any third-party websites you visit.

PART B – COOKIE POLICY

14. What Are Cookies?

Cookies are small text files that websites place on computers, smartphones, tablets and other devices when users visit them.

Cookies and similar technologies can be used to make websites function correctly, remember user preferences, understand website usage, measure performance and, where applicable, support advertising and marketing.

Some cookies are deleted when you close your browser, while others remain on your device for a specified period or until you delete them.

15. How Intellicap Uses Cookies

Our website may use cookies and similar technologies for the following purposes.

Strictly Necessary Cookies

These cookies are required for essential website functions and may include technologies used for:

  • Website security;
  • Cookie consent management;
  • Session management;
  • Form functionality;
  • Network management; and
  • Website operation.

Because these technologies are necessary for the website to function, consent is generally not required for their use.

Functional Cookies

Functional cookies allow additional website features and may remember choices or preferences you make.

Where required, these cookies will only be activated after you provide consent.

Analytics and Performance Cookies

We may use analytics technologies to understand how visitors use our website.

Information collected may include:

  • Pages visited;
  • Number of visits;
  • Approximate duration of visits;
  • Traffic sources;
  • Device and browser information; and
  • Website interactions.

This information helps us identify problems and improve our website.

Where required under applicable law, analytics cookies will not be activated unless you consent to them.

Marketing Cookies

If marketing or advertising technologies are used on the website, they may help us measure campaigns or provide more relevant advertising.

Marketing cookies will not be placed on your device without your consent where consent is legally required.

16. Cookie Categories

Our website may use the following categories:

Category Purpose Consent Required?
Strictly Necessary Security, website operation and essential functionality Generally No
Functional Enhanced functionality and user preferences Usually Yes
Analytics Website traffic and performance measurement Yes
Marketing Advertising, campaign measurement and remarketing Yes

The specific cookies used by the website may change as our website and technology providers are updated.

Where available, our cookie consent tool will provide further information about individual cookies, their providers and their duration.

17. Cookie Consent

When you first visit our website, you may be presented with a cookie consent notice.

You should be provided with appropriate options to:

  • Accept all optional cookies;
  • Reject all non-essential cookies; or
  • Manage your preferences by cookie category.

Strictly necessary cookies may remain active because they are required for the website to operate.

Non-essential cookies should not be activated before the appropriate consent has been obtained.

18. Changing or Withdrawing Your Cookie Consent

You can change or withdraw your consent to non-essential cookies at any time through the Cookie Settings or Manage Consent option available on our website.

Withdrawing consent will not affect the lawfulness of any processing that occurred before consent was withdrawn.

You can also control or delete cookies through your web browser.

Most browsers allow you to:

  • View cookies;
  • Delete individual or all cookies;
  • Block cookies;
  • Prevent third-party cookies;
  • Clear cookies when the browser closes; and
  • Configure website-specific cookie permissions.

Blocking all cookies may prevent some parts of our website from functioning correctly.

19. Third-Party Cookies and Services

Some functionality provided through our website may involve third-party services.

Depending on the services enabled on the website, these providers may place cookies or use similar technologies on your device.

Third-party providers are responsible for their own privacy and cookie practices.

Where these technologies are not strictly necessary, they should only be activated after the appropriate consent has been provided.

20. Changes to This Privacy and Cookie Policy

We may update this Privacy and Cookie Policy periodically to reflect:

  • Changes to our website;
  • Changes to our products and services;
  • Changes to technologies we use;
  • Changes to our data-processing activities; or
  • Changes to applicable legislation and regulatory guidance.

The date at the top of this policy will indicate when it was last updated.

We encourage you to review this page periodically.

21. Contact Us

If you have any questions about this Privacy and Cookie Policy, wish to exercise your data protection rights, or have concerns about how your information is handled, please contact:

Intellicap

Website: https://intellicap.co.uk
Email: info@intellicap.co.uk
Telephone: +44 79 4960 1081

Please include "Data Protection Enquiry" in the subject line of written or email correspondence where appropriate.