Privacy Policy

Effective Date: 19th March 2026. 
SampleHub is a product developed and operated by Pocket Data Limited (“PDL”, “we”, “us”, “our”).

This Privacy Policy explains how we collect, use, and protect your personal data when you use:

• The SampleHub website

• The SampleHub platform (our SaaS product)

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1. About Us

Pocket Data Limited is registered in England and Wales (Company No. 12934703).
Registered office:
30 Upper High Street, Thame, Oxfordshire, England, OX9 3EZ

We are the data controller for the purposes of UK data protection law.

Contact details:
Email: info@pocketdata.co.uk
Data protection contact: Rob Nicoll (rob.nicoll@pocketdata.co.uk)

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2. Scope of this policy

This policy applies to:

a) Website visitors

Individuals browsing or interacting with the SampleHub website

b) SampleHub users (SaaS platform)

Customers, users, and administrators using the SampleHub product

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3. What data we collect

a) Information you provide

• Name

• Email address

• Company name

• Any information submitted via forms, enquiries, or support requests

b) Usage and technical data

• IP address

• Browser type and device information

• Pages visited and interactions

• Login and usage activity within SampleHub

c) Customer data (SaaS platform)

If you use SampleHub, we may process data that you upload or manage within the platform.
In this case:

• You are the data controller

• We act as a data processor on your behalf

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4. Lawful bases for processing (Article 6 UK GDPR)

We process personal data under the following lawful bases:

Contract (Article 6(1)(b))

• To provide access to SampleHub

• To deliver services you have requested

• To manage accounts and subscriptions

Legitimate interests (Article 6(1)(f))

• To improve our website and platform

• To analyse usage and performance

• To respond to enquiries

• To ensure security and prevent fraud

We ensure these interests do not override your rights.

Consent (Article 6(1)(a))

• For certain marketing communications (where applicable)

• For non-essential cookies

You can withdraw consent at any time.

Legal obligation (Article 6(1)(c))

• To comply with legal or regulatory requirements

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5. How we use your data

We use your personal data to:

• Provide and operate SampleHub

• Respond to enquiries and support requests

• Personalise and improve our services

• Monitor system performance and security

• Communicate important service updates

• Send marketing communications (where permitted)

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6. Marketing communications

We may contact you with information about SampleHub or related services where:

• You have given consent, or

• We have a legitimate interest (for existing customers, where permitted by law)

You can opt out at any time by:

• Clicking “unsubscribe” in emails

• Contacting us at info@pocketdata.co.uk

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7. Sharing your data

We may share your data with:

• Service providers (e.g. hosting, analytics, support tools)

• Professional advisors (legal, accounting)

• Authorities where required by law

We ensure all third parties respect the security and confidentiality of your data.

We do not sell your personal data.

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8. International data transfers

Your data may be transferred outside the UK or EEA.

Where this happens, we ensure appropriate safeguards are in place, such as:

• UK-approved Standard Contractual Clauses (SCCs)

• Transfers to countries with adequacy decisions

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9. Data retention

We retain personal data only as long as necessary:

• For the duration of your account or contract

• As required for legal, regulatory, or reporting purposes

• For legitimate business needs (e.g. analytics, dispute resolution)

When no longer required, data is securely deleted or anonymised.

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10. Your rights

Under UK GDPR, you have the right to:

• Access your personal data

• Request correction of inaccurate data

• Request deletion (“right to be forgotten”)

• Restrict processing

• Object to processing

• Data portability

• Withdraw consent at any time

To exercise your rights, contact:
info@pocketdata.co.uk

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

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11. Cookies

What are cookies?

Cookies are small text files stored on your device to improve your experience.

How we use cookies

We use:

• Essential cookies – required for site functionality

• Analytics cookies – to understand usage (where consent is given)

• Third-party cookies – e.g. LinkedIn or Twitter integrations

We do not use advertising or behavioural tracking cookies, and we do not sell cookie data.

Managing cookies

You can control cookies through your browser settings and delete them at any time.

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12. Data security

We implement appropriate technical and organisational measures to protect your data, including:

• Secure servers and encryption where appropriate

• Access controls

• Staff confidentiality obligations

However, transmission over the internet is not completely secure, and you provide data at your own risk.

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13. Third-party links

Our website may contain links to third-party websites.

We are not responsible for their:

• Content

• Privacy practices

Please review their policies separately.

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14. Changes to this policy

We may update this Privacy Policy from time to time.

Any changes will be posted on this page with an updated effective date.

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15. Contact us

If you have any questions about this Privacy Policy or your data, please contact:

Email: info@pocketdata.co.uk
Data Protection Contact: rob.nicoll@pocketdata.co.uk