Last updated: 13 October 2026
This notice explains how Zeebion Ltd collects and uses personal information: from people who use this website, and from people we meet in business.
In short: we keep business contact details only, to stay in touch about work. We never sell them. You can see, correct or remove what we hold, or ask us to stop contacting you, at any time. Find the section that fits you: website visitors, people we meet in business, or clients.
Who we are
Zeebion Ltd is the controller of your personal information. We are registered in England and Wales (company number 14110351), with our registered office at 3 Melbourne Road, Wallington, SM6 8SF. We are registered with the Information Commissioner’s Office (ICO), registration number ZB490668.
Andy Ebdy, director, looks after data protection at Zeebion. To ask about your information or use any of your rights, email andy.ebdy@zeebion.co.uk, use the contact form on this website, or write to our registered office.
If you use this website
Contact form. When you use the contact form we collect your name, your organisation (if you give it), your email address and your message. We use them only to reply to your enquiry and arrange a conversation. Our lawful bases are your consent, given by ticking the box on the form, and our legitimate interest in answering business enquiries.
Website statistics. We use Koko Analytics, which runs on our own website, to count page views and which sites referred visitors. It sets no cookies, does not identify you and shares nothing with anyone else.
Cookies. We set no cookies for visitors. Cookies are used only when Zeebion staff sign in to the website’s admin area.
If we meet in business
When we meet you at an event, a meeting or through an introduction, we keep a record of you in our customer relationship system (CRM) so that we can follow up and keep in touch about work we might do together.
What we keep
- Your name, job title, company, and work contact details: email address, phone numbers, website and business address.
- When and where we met, and who introduced us.
- Notes of our conversations, any work we discuss with you, and follow-up reminders.
- A photograph of your business card, or the contact details you shared from a QR code or your phone.
- Business facts about you and your company found in public sources (see below), and your company’s logo. If your company’s own website shows your photograph beside your name on its team page, we may keep that photograph.
Where it comes from
- From you: your business card, the details you share with us, and our conversations.
- From public sources: your company’s own website, Companies House, and other public web pages about your company or your professional role. Each fact we keep records the page it came from and the date. We do not collect information from LinkedIn or other social networks.
Why we use it, and our lawful basis
We use your information to keep in touch, follow up on conversations, and track work we might do together. Our lawful basis is legitimate interests: building business relationships with people we have met. We keep only business information, and you can ask us to stop at any time.
We use an AI service to read the details on business card photos and to search public web pages for business facts about your company and role. What it finds is a suggestion that a person checks before anything is saved. No decisions about you are made automatically.
Contacting you
We will send you a link to this notice, usually with our first follow-up after we meet. We will not add you to a newsletter or mailing list unless you ask to join one. If you ask us not to contact you, we mark your record straight away, and in any case within one month, so that you are not contacted again.
If you are a client
When we work together we keep the contact details of the people we deal with, our correspondence, proposals, invoices and records of the work. Our lawful basis is the contract between us, and our legal duty to keep accounting records.
Data in your own files. When you give us your organisation’s data to analyse, we handle it only on your instructions, as your processor, under the terms we agree with you. This notice does not cover that data; your organisation’s own privacy notice does.
Who handles your information for us
We do not sell your information or add it to marketing lists. These types of provider store or process it on our behalf, under contract. You can ask us for their names.
| Type of provider | What they do for us | Where |
|---|---|---|
| Website hosting | Hosts this website and its contact form | UK or EU |
| Business email | Our email, where contact form messages are copied | UK or EU |
| Database hosting | Stores the CRM’s records, including business card photos | UK |
| Web hosting for the CRM | Runs the CRM’s web pages | United States |
| AI service | Reads business card photos and searches public web pages for business facts | United States |
| Backup storage | Holds encrypted backups of the CRM | United States |
Where information is handled in the United States, it is protected by the safeguards UK law requires for international transfers, namely the UK’s approved data transfer clauses (the International Data Transfer Agreement or the UK Addendum) or the UK–US data bridge. Backups are encrypted as they are made.
How long we keep it
- Website enquiries: up to 12 months. If you become a client, we keep our records of the work, invoices and correspondence for six years after the end of the financial year the work was invoiced in, as accounting law requires.
- People we meet in business: while we are in touch. If there has been no contact for 24 months we review your record, and remove your details unless there is still a reason to keep them. When we remove your details we may keep the figures of any work discussed, without your name or anything that identifies you, for our own business reports.
- Backups of the CRM are kept for up to 30 days.
Your rights
You have the right to:
- ask for a copy of the information we hold about you;
- ask us to correct it, or to delete it;
- ask us to restrict how we use it, or object to our using it, including to stop us contacting you;
- receive information you gave us in a format you can pass to someone else;
- withdraw your consent at any time, where we rely on it.
Some rights depend on the circumstances: for example, we may need to keep accounting records. If we cannot do what you ask, we will tell you why. There is normally no charge.
To use any of these rights, use the contact form or write to our registered office. We will answer within one month.
If you are unhappy with how we handle your information, please tell us first. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.
How we keep it safe
Access to the CRM needs a password and a code from an authenticator app. Information is encrypted when it travels over the internet, and backups are encrypted. Business card photographs can be seen only by signing in. If something went wrong that put your information at risk, we would tell you and, where the law requires, the ICO.
Changes to this notice
We review this notice when the way we use information changes, and at least once a year. The date at the top shows when it last changed.