Privacy Notice

Last updated: June 23rd 2026

Introduction

Equin Limited ("Equin", "we", "our" or "us") is committed to protecting personal data and respecting privacy.

This Privacy Notice explains how Equin Limited collects, uses, stores, shares and protects personal data when you interact with us. This includes using our websites, products and services, attending our events, contacting our support team, applying for a role with us, or otherwise engaging with us. It applies across:

• equin.co.uk

• Insight (insighttracking.com)

• Insight Inform (insightinform.co.uk)

• DISCO (disco.org.uk)

If you have any questions about this Privacy Notice or how we handle personal data, please email: dpo@equin.co.uk

Who We Are

Equin Limited is a company registered in England with company number 06347232 and registered address: Unit G Pattern Shop, Trevoarn, Hayle, Cornwall, TR27 4EZ.

ICO data protection reference: Z1904040
Postal Address: Unit 6482, PO Box 6945, London, W1A 6US

Equin provides software and services to schools, trusts and educational organisations.

Our Role

For most educational data processed within Insight, the school or trust is the Data Controller and Equin acts as a Data Processor.

For our websites, events, marketing, recruitment, customer support and sales, Equin acts as the Data Controller.

Parents wishing to exercise rights relating to pupil information held in Insight should normally contact the relevant school or trust first.

Controller and Processor Activities

Personal Data We Collect

Depending on the nature of your relationship with us we may collect:

• Names, job titles and contact details.

• User account information.

• Pupil and assessment information uploaded by customers.

• Support tickets, emails, call recordings and attachments.

• Event registrations and attendance information.

• Recruitment information including CVs, interview notes and references.

• Marketing preferences.

• Technical logs and diagnostic information.

• Website analytics information.

We may collect publicly available information about you and your school which is available from external sources, including the government’s Get Information About Schools service and school or trust websites. Personal information collected this way may include your name, phone number, email address and role. This may be combined with non-personally identifiable information about you, your school, and any trusts or other groups that your school may belong to, including your position at your school, the school’s and/or trust’s name, contact and DfE details. If we contact you using information from a third party, we will tell you where we obtained your contact details.

How We Use Personal Data

We only use personal data where we have a lawful reason to do so.

Use of AI in Customer Support

We use AI tools to generate summaries of customer support requests.

These tools:

• Are hosted within our secure cloud environment.

• Are used for support and service improvement.

• Do not make decisions about individuals.

• Do not use customer data to train AI models.

• Do not share data with third parties.

Website Analytics and Cookies

Our websites are designed to protect visitor privacy while allowing us to understand usage by providing aggregated analytics information.

Our analytics software:

• Does not use advertising cookies.

• Does not use third-party tracking cookies.

• Does not build individual visitor profiles.

Marketing Communications

We may send newsletters, product updates, educational content and service announcements.

Marketing communications are managed using appropriate services that support mailing list management, unsubscribe handling and engagement monitoring. All communications are compliant with the Privacy and Electronic Communications Regulations (PECR).

Sharing Information

We may share certain personal data:

• With our service providers, such as for cloud storage, technical analysis, customer support, accounts and billing, business intelligence analytics, event management and other purposes.

• In aggregated or anonymised form, using anonymisation and pseudonymisation techniques, for analysis or with our partners for marketing and strategic development purposes.

• Where we have consent to do so.

• Where we are required to or permitted to in order to comply with our legal, regulatory, financial and professional obligations, to protect our rights, property and safety of others.

• If we or substantially all our assets are merged or acquired by a third party and personal data forms part of the transferred or merged assets.

We do not sell personal data.

International Transfers

Where personal data is transferred outside the UK or EEA, we ensure appropriate safeguards are implemented in accordance with UK GDPR requirements.

Retention Schedule

Security

We maintain appropriate technical and organisational measures designed to protect personal data against accidental or unlawful loss, destruction, alteration, disclosure or access.

Access to personal data is limited to authorised employees who are trained, bound by confidentiality obligations and subject to access controls and logging where appropriate.

Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• The right to be informed about how we collect and use your personal data.

• The right of access to the personal data we hold about you.

• The right to rectification of inaccurate or incomplete personal data.

• The right to erasure of your personal data in certain circumstances.

• The right to restrict processing of your personal data in certain circumstances.

• The right to data portability, allowing you to obtain and reuse your personal data across different services.

• The right to object to the processing of your personal data in certain circumstances.

• Rights relating to automated decision-making and profiling.

For more information about these rights and when they apply, please visit the UK Information Commissioner's Office (ICO) website.

To exercise any of your rights, please contact us at dpo@equin.co.uk. We may need information to verify your identity and locate the information relevant to your request.

Complaints

If you have concerns about how personal data has been handled, please contact dpo@equin.co.uk

We will:

• Acknowledge complaints within 30 days.

• Investigate concerns appropriately.

• Keep complainants informed where appropriate.

• Respond without undue delay.

Further details are available in our Data Protection Complaints Policy.

You also have the right to complain to the UK Information Commissioner’s Office (ICO).

Changes to this Notice

We may update this notice from time to time. The latest version will always be available on our website.