Privacy Policy

1. Who we are

Report Zero is a service operated by Report Zero Ltd (“we”, “our”, “us”), registered in England and Wales (15654358). This Privacy Policy explains how we collect, use, share and protect personal data when you visit our website or use the Report Zero platform.

We act as data controller for personal data collected through our websites and marketing activities, and as data processor when processing data on behalf of customers under their service agreement.

2. What information we collect

We collect only the information needed to operate and improve our services:

• Contact details – name, email address, telephone number, company and role.
• Account details – login credentials, organisation name, user permissions.
• Usage data – logins, page views, feature usage and telemetry for service reliability.
• Support interactions – records of requests or enquiries.
• Marketing preferences – newsletter subscriptions or demo registrations.

We do not collect special-category data (e.g. health, political or religious information).

3. How we use your data

We process personal data to:

1. Provide and administer the Report Zero service.
2. Respond to enquiries and demo requests.
3. Send essential service or security communications.
4. Improve performance and user experience.
5. Comply with legal or contractual obligations.
6. Send marketing updates where you have opted in.

4. Our legal basis for processing

• Contract: when you use or administer a Report Zero account.
• Legitimate interest: analytics, platform improvement, and security monitoring.
• Consent: optional marketing emails and non-essential cookies.

5. How we share your data

We do not sell or rent personal data. We share information only with:

• Cloud-hosting and infrastructure partners (for example, Microsoft Azure or AWS) used to run the platform.
• Third-party providers supporting analytics, email delivery and customer support.
• Legal or regulatory authorities where required by law.

All sub-processors are vetted and bound by contracts requiring data-protection safeguards.

6. International transfers

Personal data is primarily stored and processed within the UK and EEA. Where transfers outside these regions are necessary, we use the UK International Data Transfer Agreement or EU Standard Contractual Clauses to ensure equivalent protection.

7. Retention

We keep personal data only for as long as needed:

• Account data – while your organisation uses Report Zero, then deleted or anonymised within 90 days of contract termination.
• Enquiry or marketing data – for up to 24 months after last interaction or until you unsubscribe.

8. Security

Report Zero is hosted in secure cloud environments with encryption in transit and at rest, role-based access control and continuous monitoring. Only authorised personnel can access personal data for legitimate business purposes. Despite these controls, no internet service can guarantee absolute security.

9. Cookies and analytics

• Our website uses essential cookies for functionality and optional analytics cookies (e.g. Google Analytics) to measure performance and usage.
• We do not use advertising or tracking cookies.
• You can manage or disable cookies through your browser settings.
• For more details, see our Cookie Policy.

10. Your rights

Under UK GDPR you may:

• Request access to, correction or deletion of your data.
• Object to or restrict processing.
• Request data portability.
• Withdraw consent for marketing at any time.
• Lodge a complaint with the Information Commissioner’s Office (ICO).

To exercise these rights, contact info@reportzero.net

We may need to verify your identity before fulfilling a request.

11. Links to other sites

Our website may contain links to external websites. We are not responsible for their content or privacy practices and encourage you to review their policies separately.

12. Changes to this policy

We may update this Privacy Policy periodically. The “last updated” date above reflects the latest revision. Material changes will be communicated on this page.

13. Contact Form Submissions

We use HubSpot to manage our Contact Us form and to process enquiries submitted through the website. When you submit a form, the information you provide (such as your name, email address and message) is transferred to HubSpot and stored on their secure servers. We use this data solely to respond to your enquiry and manage communication with you.

HubSpot also collects limited technical information such as IP address and device data to help us understand form performance and prevent abuse. You can read HubSpot’s privacy policy here (HubSpot privacy policy, opens in a new tab).

Our lawful basis for processing this information is legitimate interests, specifically our need to respond to incoming requests and operate our business.

14. Contact us