DeriviDoc Ltd – Privacy Notice

Effective date: 01 March 2026

This Privacy Notice (“Notice”) describes how DeriviDoc Limited (“we”, “us”, or “our”) collects, uses, shares, and protects personal data about individuals outside our organisation, including visitors to our website, clients and their personnel, counterparties, suppliers, recruitment applicants, and business contacts (“you”).

We are the data controller of your personal data for the purposes described in this Notice. Our registered office is:

10 Worcester Drive, London W4 1AB

We may update this Notice from time to time. Please check back periodically for the latest version.

  1. Information We Collect

We collect personal data in the following ways:

  • Information you provide to us: when you contact us (e.g. by phone, email, or via our website), register for services, or request information. This may include your name, title, employer details, email, phone number, and any information you include in your communications.
  • In connection with services: if you are a client (or work for one), we may process your personal data when providing legal or consultancy services, including names, contact details, and information relevant to your matter.
  • Recruitment applications: if you apply for a role with us, we may collect details such as your CV, qualifications, employment history, references, and other information necessary for recruitment purposes.
  • Website and communications: we collect limited technical information when you visit our site or open our emails, such as IP address, device and browser type, and usage data. For more, see our Cookie Policy.
  • From other sources: we may receive personal data about you from your employer, colleagues, counterparties, regulators, or other third parties in connection with our services.
  • Social media: if you interact with our LinkedIn or other social media pages, we may process information that you choose to make public.

We do not knowingly collect personal data from children under the age of 16.

  1. How We Use Your Personal Data

We use personal data for the following purposes:

  • To provide and administer our services to clients.
  • To respond to queries and communicate with you.
  • To manage our business relationships and maintain contact databases.
  • To send you marketing communications (where permitted by law).
  • To manage recruitment and applications.
  • To comply with legal or regulatory obligations.
  • To protect and enforce our legal rights.
  • To improve our website, services, and communications.

EU/EEA / UK GDPR context: We process personal data based on the legal grounds described below.

South African POPIA context: We process personal information in accordance with the principles of lawful, reasonable, and minimal processing, as well as accountability and security under the Protection of Personal Information Act 4 of 2013 (“POPIA”).

  1. Legal Grounds for Processing

We rely on the following legal bases under data protection law:

  • Contract / Necessary for performance of a contract – where processing is necessary to perform a contract with you.
  • Legal obligation / Compliance with law – where processing is required by law or regulation.
  • Legitimate interests / Reasonable purposes – including operating our business, providing services, marketing to business contacts, and managing client relationships (unless your rights override these interests).
  • Consent – for certain activities, such as sending direct marketing where required. You can withdraw your consent at any time.

POPIA equivalent: We only process personal information for a specific, explicitly defined purpose and retain it only for as long as reasonably necessary.

  1. Sharing Your Personal Data

We may share your personal data with:

  • Our staff and consultants within DeriviDoc.
  • Professional advisers, suppliers, and service providers (e.g. IT, hosting, analytics, marketing support).
  • Counterparties, regulators, and authorities in connection with our services.
  • Government authorities, law enforcement, or regulators where required by law.

We do not sell your personal data or share it with third parties for marketing without your consent.

POPIA note: All third-party recipients are required to maintain adequate safeguards for the protection of your personal information.

  1. International Transfers

Your personal data may be transferred to countries outside the UK, EU/EEA, or South Africa. Where this occurs, we will ensure appropriate safeguards are in place, such as:

  • Standard Contractual Clauses approved by the European Commission or UK authorities.
  • The EU–US Data Privacy Framework (for transfers to certified US organisations).
  • POPIA-compliant contractual clauses or similar measures to ensure adequate protection of personal information transferred outside South Africa.
  • Other protections recognised under applicable data protection law.
  1. Data Retention

We keep personal data for as long as necessary for the purposes described in this Notice, usually for the duration of our business relationship and for a period afterwards (generally up to 10 years) to comply with legal, regulatory, and professional obligations.

  1. Your Rights

You have a number of legal rights in relation to the personal information that we hold about you and you can exercise your rights by contacting us using the details set out below. 

Depending on applicable law, you may have the following rights under EU/EEA/UK GDPR or POPIA:

  • To access the personal data we hold about you.
  • To request correction of inaccurate or incomplete data.
  • To request erasure of your personal data in certain circumstances.
  • To object to or restrict processing of your personal data.
  • To request transfer of your data to another organisation.
  • To withdraw your consent (where processing is based on consent).

These rights may be limited in some circumstances (e.g. where we are legally required to retain information).

You also have the right to lodge a complaint with the:

  1. Cookies

We use cookies and similar technologies on our website. These may include:

  • Essential cookies – necessary for core site functionality.
  • Session cookies – to enable website navigation.
  • Analytics cookies – to understand usage and improve performance.
  • Advertising cookies – to deliver relevant content and measure campaigns (where applicable).

You can manage cookies through your browser settings. 

  1. Direct Marketing

We may contact you by email, phone, or post with information about our services that may be of interest to you. You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails or contacting us at edyta@derividoc.com.

POPIA context: Marketing communications are only sent where you have given consent or where it is otherwise permitted under law.

  1. Contact Us

If you have any questions, concerns, or would like to exercise your rights, please contact us at:

Data Protection Contact

DeriviDoc Limited

10 Worcester Drive, London W4 1AB 

Email: edyta@derividoc.com

Book a Call