Privacy And Cookies

We, Ultimate Contact Manager Limited, are committed to protecting and respecting your privacy.

This policy (together with our terms of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us via our website, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Please note that this policy does not apply to the collection, provision and use of personal data from or by you when you use the Ultimate Contact Manager app.  Further information on how we use the personal information that we collect from you or that you provide when you use the Ultimate Contact Manager app is contained within the app’s end-user licence agreement.

By using our website, you agree to this policy.  If you do not agree, please do not use our website or submit any personal data through it.

For the purpose of the Data Protection Act 1998 (the “Act”), the data controller is Ultimate Contact Manager Limited, having its registered office at 12 Potterhill Place, Coylton, Ayr, KA6 6QP.

1               Information we may collect from you

1.1            We may collect and process the following information about you:

1.1.1         information that you provide by filling in forms on our website  We may also ask you for information when you report a problem with our website;

1.1.2         information that you provide when you purchase products and services from our website;

1.1.3         if you contact us by phone, e-mail, social media or otherwise, we may keep a record of that correspondence; and

1.1.4         details of your visits to our website including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.

1.2            The information you give us may include your name, e-mail address, details of your device, particulars of your social media account and details of your payment card.

2               IP addresses

We may collect information about your computer or other access device, including where available your IP address, operating system, browser type and version, time zone setting and browser plug-in types and versions for system administration and to collate aggregate information.  This is statistical data about our users' browsing actions and patterns, and does not identify any individual.

3               Cookies

3.1            Currently we do not use cookies on the UCM website, however we do use analytical cockie files.

3.2            These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it.  This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

3.3            This software is provided by Google Analytics which uses cookies to track visitor usage. You can find out more information and read Google’s privacy policy here

4               Where we store your personal data

4.1            The information that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”).  It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the provision of support services.  By submitting your personal data, you agree to this transfer, storing or processing.  We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy and cookie policy.

4.2            All information you provide to us is stored on our secure servers.

4.3            Unfortunately, the transmission of information via the internet is not completely secure. Although we will take all reasonable endeavours to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk.  Once we have received your information, please be assured that we will use strict procedures and security features to try to prevent unauthorised access to, destruction of or damage to such personal data.

5               Uses made of the information

5.1            We use information held about you in the following ways:

5.1.1         to improve our website and to ensure that content from our website is presented in the most effective manner for you and for your computer or other access device;

5.1.2         to carry out our obligations arising from any contracts entered into between you and us;

5.1.3         to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;

5.1.4         to notify you about changes to our service;

5.1.5         to allow us to consider your comments, queries and suggestions and respond if necessary;

5.1.6         as part of our efforts to keep our website safe and secure;

5.1.7         to comply with any legal obligations; or

5.1.8         to enable or facilitate the exercise of our rights under our terms and conditions of website use.

5.2            We may keep personal data which we collect for a reasonable period for any of the purposes mentioned above.

6               Disclosure of your information

6.1            We may share your personal information with:

6.1.1         business partners, suppliers and sub-contractors for the performance of any contract we enter into with you;

6.1.2         partner organisations in order that they may contact you with offers of goods and services that may be of interest to you; and

6.1.3         analytics and search engine provides that assist us in the improvement and optimisation of our website.

6.2            We may disclose your personal information to third parties:

6.2.1         in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets;

6.2.2         if Ultimate Contact Manager Limited or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets; or

6.2.3         if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of Ultimate Contact Manager Limited, our customers, or others.  This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

7               Third party personal data

7.1            Where you submit personal information regarding another person (for example, where you complete an online form on behalf of another person), you confirm that they have consented to you acting for them and to the processing of their personal information, and that you have informed them of our identity and the content of our terms and conditions of website use and this privacy and cookie policy, including the purposes for which their personal information will be processed by us and that they have explicitly consented to our use and processing of their personal information (including sensitive personal information).

7.2            Our terms and conditions of website use and this privacy and cookie policy will apply to any such third party personal information in the same manner that they apply to your own personal information.

8               Your rights

8.1            You have the right to ask us not to process your personal information for marketing purposes.  We will usually inform you (before collecting your information) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes.  You can exercise your right to prevent such processing by contacting us at  

8.2            Our website may, from time to time, contain links to and from the websites of participant organisations, our partner networks, advertisers and affiliates.  If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal information to these websites.

9               Access to information

The Act gives you the right to access the personal information that we hold about you.  Your right of access can be exercised in accordance with the Act.  Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

10             Changes to our privacy and cookie policy

Any changes we may make to our privacy and cookie policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.  Please check back frequently to see any updates or changes to our privacy and cookie policy.

11             Contact

Questions, comments and requests regarding this privacy and cookie policy are welcomed and should be addressed to