Privacy Policy — Wild Circle Dynamics LTD

Effective date: 3 August 2026

1. Who we are

Wild Circle Dynamics LTD is a limited company registered in England and Wales with company number 17371923. Our registered address is:

71-75 Shelton Street
Covent Garden
London, WC2H 9JQ
United Kingdom

For data protection purposes, Wild Circle Dynamics LTD is the data controller of personal data collected through this website and our SaaS platform. You can contact us about privacy matters by emailing info@wildcircledynamicsltd.com.

2. What personal data we collect

We collect only the personal data we need to provide our services, communicate with you and comply with legal obligations. This may include:

Identity and contact data: name, job title, company name, email address, telephone number, billing address and registered business address.
Account data: username, account settings, user role and activity logs within the platform.
Technical data: IP address, browser type and version, device information, operating system, referral source, time zone and location derived from IP address.
Usage data: pages viewed, features used, click patterns, session duration and other interactions with the website or platform.
Communication data: records of emails, support tickets, consultation calls and other correspondence.
Marketing data: your preferences for receiving marketing communications and your engagement with those communications.
Payment data: when you make a payment, your card details are processed by our third-party payment provider. We do not receive or store full payment card numbers, CVV codes or authentication data. We may retain transaction references, payment status, billing history and the last four digits of the card for record-keeping.

3. How we collect your data

We collect personal data in the following ways:

Direct interactions: information you provide by filling in forms on our website, subscribing to newsletters, corresponding with us by email or phone, signing a contract, or using the platform.
Automated technologies: as you interact with our website, we use cookies, server logs and similar technologies to collect technical and usage data.
Third parties: we may receive data from analytics providers, advertising networks, search information providers and our payment processor.

4. Lawful basis for processing

Under UK data protection law, we must have a lawful basis for processing your personal data. The bases we rely on are:

Contract: processing necessary to perform a contract with you or to take steps at your request before entering a contract (for example, setting up your account, delivering services and processing payments).
Legitimate interests: processing necessary for our legitimate business interests, such as improving our services, preventing fraud, maintaining network security and communicating with customers, provided your interests do not override those interests.
Legal obligation: processing necessary to comply with a legal or regulatory obligation (for example, tax and accounting requirements).
Consent: where you have given explicit consent, for example to receive marketing emails or to use non-essential cookies. You can withdraw consent at any time.

5. How we use your personal data

We use your personal data for the following purposes:

To provide, operate and maintain our SaaS platform and website.
To create and manage your account and authenticate users.
To process enquiries, quotes and service requests.
To deliver implementation services, consultancy and support.
To process payments through our payment provider and maintain financial records.
To communicate with you about service updates, security notices and billing.
To improve our website, products and services through analytics and feedback.
To detect, prevent and investigate fraud, abuse, security incidents or technical issues.
To comply with applicable laws, regulations and legal processes.
To send marketing communications where you have opted in.

6. Payment processing

We use a third-party payment provider to process payments made through our website. Your card details are collected and processed directly by the provider on their secure servers using industry-standard encryption. The provider maintains the highest level of payment industry security certification.

Wild Circle Dynamics LTD does not store your full payment card number, CVV code or 3D Secure authentication data. We may receive from the payment provider a payment confirmation, transaction reference, payment status, the last four digits of your card and the card brand for our records.

Our payment provider uses your personal data in accordance with its own privacy policy, which is made available to you before you complete a payment. We recommend reviewing that policy to understand how your payment information is handled.

7. Cookies and similar technologies

Our website uses cookies and similar tracking technologies. Cookies are small text files placed on your device to help the site work efficiently and to provide information to us.

We use the following categories of cookies:

Strictly necessary cookies: required for the website to function. These cannot be disabled without affecting core features such as navigation, security and account access.
Functional cookies: allow the website to remember choices you make (such as language or region) and provide enhanced, personalised features.
Analytics cookies: help us understand how visitors use the site by collecting information anonymously. We use this data to improve our website and services.
Marketing cookies: used to track visitors across websites and to deliver adverts relevant to you. We only set these cookies with your consent.

When you first visit our website, we will ask for your consent to use non-essential cookies. You can change your preferences at any time by clearing cookies in your browser or contacting us.

8. Who we share your data with

We do not sell your personal data. We may share it with trusted third parties who help us deliver our services, provided they process it only on our instructions and maintain appropriate security:

Payment providers: for secure payment processing (see section 6).
Cloud hosting providers: for hosting our platform and data storage infrastructure.
Email and communication providers: for sending service emails, support responses and marketing communications.
Analytics providers: to help us understand website traffic and usage patterns.
Professional advisers: such as accountants, lawyers and insurers where necessary for legal, regulatory or insurance purposes.
Regulators and law enforcement: where we are required to disclose information by law or to protect our rights.

9. International transfers

We primarily store and process personal data within the United Kingdom and the European Economic Area (EEA). Some of our service providers, including our payment processor and cloud hosting platforms, may process data outside the UK/EEA. When this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or adequacy decisions recognised by UK law, to protect your data.

10. Data security

We take the security of your personal data seriously. We have implemented appropriate technical and organisational measures to protect your data against unauthorised access, alteration, disclosure or destruction. These include:

Encryption of data in transit using TLS/SSL.
Role-based access controls within the platform.
Regular security reviews and vulnerability monitoring.
Automated backups and disaster recovery procedures.
Staff training on data protection and confidentiality.
Processor agreements with third-party providers.

Despite these measures, no internet transmission or electronic storage method is completely secure. We encourage you to use strong passwords and keep your account credentials confidential.

11. Data retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements. Typical retention periods are:

Account and platform data: retained for the duration of your relationship with us plus a reasonable period afterwards to resolve disputes, enforce agreements and comply with legal obligations.
Marketing data: retained until you withdraw consent or unsubscribe.
Financial records: retained for at least six years to comply with UK tax and company law.
Website analytics and logs: typically retained for up to 26 months, after which the data is deleted or anonymised.

12. Your data protection rights

Under UK data protection law, you have the following rights:

Right to access: request a copy of the personal data we hold about you.
Right to rectification: ask us to correct inaccurate or incomplete data.
Right to erasure: request deletion of your personal data in certain circumstances.
Right to restrict processing: ask us to limit how we use your data.
Right to data portability: receive your data in a structured, commonly used format, or request transfer to another controller.
Right to object: object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: withdraw consent at any time where processing is based on consent.
Right to complain: lodge a complaint with the UK Information Commissioner's Office (ICO).

To exercise any of these rights, contact us atinfo@wildcircledynamicsltd.com. We will respond within one calendar month, or inform you if we need more time for complex requests.

13. Children

Our services are not directed at individuals under the age of 18, and we do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us and we will delete it promptly.

14. Links to third-party websites

Our website may contain links to third-party websites, including payment pages and social media platforms. This Privacy Policy does not apply to those websites, and we encourage you to review their privacy policies before providing any personal data.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or service offerings. Material changes will be communicated via our website or by email where appropriate. The latest version will always be available on this page with the effective date at the top.

16. Contact us

If you have any questions, concerns or requests about this Privacy Policy or how we handle your personal data, please contact us:

Wild Circle Dynamics LTD
71-75 Shelton Street
Covent Garden
London, WC2H 9JQ
United Kingdom
Email: info@wildcircledynamicsltd.com
Company number: 17371923

You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, atico.org.uk.