Privacy Policy

Thank you for choosing to be part of our community at Mantra Systems (herein referred to as “Company”, “we”, “us”, or “our”). We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about this policy, or our practices with regard to your personal information, please contact us.

When you visit our website (https://mantrasystems.com) and use our services, you trust us with your personal information. We take your privacy very seriously. In this privacy policy, we seek to explain to you in the clearest way possible what information we collect, how we use it and what rights you have in relation to it. We hope you take some time to read through it carefully, as it is important. If there are any terms in this privacy policy that you do not agree with, please discontinue use of our Sites and our services.

This privacy policy applies to all information collected through our website and/or any related services, sales, marketing or events (we refer to them collectively in this privacy policy as the “Services”).

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and where applicable, the EU General Data Protection Regulation (EU GDPR). Individuals have the right to request access to their data (Subject Access Request), the right to erasure, the right to restrict processing, and the right to data portability.

Please read this privacy policy carefully as it will help you make informed decisions about sharing your personal information with us.

What information do we collect?

Personal information you disclose to us

In short: We collect personal information that you provide to us such as name, email addresses, phone numbers and job information.

We collect personal information that you voluntarily provide to us when expressing an interest in obtaining information about us or our products and services, when participating in activities on the Services, or otherwise contacting us.

The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect can include the following:

• Publicly Available Personal Information - We collect your name, email addresses, phone numbers, job information, and other similar data.
• Client documents and materials - Where you engage us for our regulatory consulting services, we may process documents and information that you provide to us in order to deliver those services. This may include commercially sensitive or confidential material relating to your products.

All personal information that you provide to us must be true, complete and accurate, and you must notify us of any changes to such personal information.

How do we use your information?

In short: We process your information for purposes based on legitimate business interests, the fulfilment of our contract with you, compliance with our legal obligations, and/or your consent.

We use personal information collected via our Services for a variety of business purposes described below. We process your personal information for these purposes in reliance on our legitimate business interests, in order to enter into or perform a contract with you, with your consent, and/or for compliance with our legal obligations. We indicate the specific processing grounds we rely on next to each purpose listed below.

Below are some definitions that will help you understand the roles and responsibilities of Mantra Systems:

• “data controller” means a person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal information is, or is to be, used.
• “data processor”, in relation to personal information, means any person (other than an employee of the data controller) who processes the data on behalf of the data controller.

If you provide the data and the instructions, then you are the data controller and Mantra Systems is the data processor. If we determine the purposes for which we collect and use your personal information, then we are the Controller.

We use the information we collect or receive:

• To send administrative information to you - We may use your personal information to send you product, service and new feature information and/or information about changes to our terms, conditions and policies.
• To deliver services to the user - We may use your information to provide you with the requested service.
• To respond to user enquiries and offer support to users - We may use your information to respond to your enquiries and resolve any potential issues you might have with the use of our Services.
• For other business purposes - We may use your information for other business purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns, and to evaluate and improve our Services, products, marketing and your experience. We may use and store this information in aggregated and anonymised form so that it is not associated with individual end users and does not include personal information. We will not use identifiable personal information without your consent.

How do we use artificial intelligence (AI)?

In short: We use a number of trusted third-party AI tools to help us work more efficiently. Where client information is processed by these tools, it is protected by a data processing agreement, and it is not used to train third-party AI models.

As part of delivering our Services, we use AI features within the business systems we rely on. This may include processing client documents and related information in order to draft, review, summarise, organise and improve regulatory materials, and to make our work more efficient. Specifically:

• ClickUp Brain – the AI functionality within our project management system, which we may use to process client documents and project information.
• Microsoft 365 Copilot – AI functionality within Microsoft 365, which we may use across documents, email and related productivity tools.

We only use AI tools provided by established vendors with whom we have appropriate data processing agreements (DPAs) in place. Where client information is processed by these tools, it is done so under contract, and we have taken reasonable steps to ensure that such information is not used to train third-party AI models. We remain responsible for the outputs of these tools and apply human review before relying on them in our work.

Who do we share your information with?

In short: We only share information with your consent, to comply with laws, to provide you with services, to protect your rights, or to fulfil business obligations.

We may process or share your data based on the following legal bases:

• Consent: We may process your data if you have given us specific consent to use your personal information for a specific purpose.
• Performance of a Contract: Where we have entered into a contract with you, we may process your personal information to fulfil the terms of our contract.
• Legal Obligations: We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process.
• Vital Interests: We may disclose your information where we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, situations involving potential threats to the safety of any person and illegal activities, or as evidence in litigation in which we are involved.

Third-party service providers (sub-processors)

We work with a number of trusted third-party providers who process personal information on our behalf in order to run our business and deliver our Services. We have data processing agreements in place with each of them. These include:

• ClickUp – our project management system, in which we store client and project information (including through its AI features, ClickUp Brain). We have a DPA in place with ClickUp.
• HubSpot – our customer relationship management (CRM) system, in which we store client and contact information. We have a DPA in place with HubSpot. HubSpot also provides tracking and cookie-consent functionality on our website (see our Cookies Policy).
• Microsoft 365 – our productivity and communications platform, including Microsoft Copilot.
• Google – we use Google reCAPTCHA to prevent form-submission spam, and Google Analytics (with your consent) to understand website usage.

We do not sell your personal information to third parties.

Business transfers

We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

International transfers of your information

In short: Some of our service providers are based outside the UK and EEA. Where your information is transferred internationally, we make sure appropriate safeguards are in place.

Some of the third-party providers we use (including ClickUp, HubSpot, Microsoft and Google) may store or process personal information on servers located outside the United Kingdom and the European Economic Area (EEA), including in the United States.

Where we transfer personal information outside the UK or EEA, we ensure a similar degree of protection is afforded to it by relying on appropriate safeguards, such as the UK International Data Transfer Agreement (IDTA) or Addendum, the European Commission’s Standard Contractual Clauses (SCCs), or transfers to countries which have been deemed to provide an adequate level of protection. If you would like further information about the specific safeguards applied to the transfer of your information, please contact us.

Do we use cookies?

In short: Yes. We use strictly necessary cookies, and (with your consent) analytics and marketing cookies.

We use cookies and similar technologies on our website. Some are strictly necessary for the site to function, while others are only set where you have given your consent. You can manage your preferences at any time through our cookie consent tool.

Change Cookie Settings

For full details of the cookies we use and how to manage them, please read our Cookies Policy.

Do we use anti-spam controls on forms?

In short: We use Google reCAPTCHA. The Privacy Policy and Terms of Service for this third-party service can be found at the bottom of each form where it is used.

We use Google reCAPTCHA to protect our forms from spam and abuse. This service is necessary for our forms to function securely, and it collects and shares certain information (including device and usage data) with Google in order to distinguish genuine users from automated submissions. Its use is governed by Google’s Privacy Policy and Terms of Service.

How long do we keep your information?

In short: We keep your information for as long as necessary to fulfil the purposes outlined in this privacy policy unless otherwise required by law.

We will only keep your personal information for as long as it is necessary, unless a shorter retention period is required or permitted by law (such as tax, accounting or other legal requirements). When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

How do we keep your information safe?

In short: We aim to protect your personal information through a system of organisational and technical security measures.

We have implemented appropriate technical and organisational security measures designed to protect the security of any personal information we process. However, please also remember that we cannot guarantee that the internet itself is 100% secure. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

Do we collect information from minors?

In short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly solicit data from or market to children under 18 years of age. By using the Services, you represent that you are at least 18, or that you are the parent or guardian of such a minor and consent to such minor dependant’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we have collected from children under age 18, please contact us.

What are your privacy rights?

In short: You may review, change, or terminate your account at any time.

If you are resident in the UK or European Economic Area and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO).

Data breach

A privacy breach occurs when there is unauthorised access to, or collection, use, disclosure or disposal of, personal information. You will be notified about data breaches when Mantra Systems believes you are likely to be at risk of serious harm. In the event that Mantra Systems becomes aware of a security breach which has resulted, or may result, in unauthorised access, use or disclosure of personal information, Mantra Systems will promptly investigate the matter and notify the applicable Supervisory Authority no later than 72 hours after having become aware of it, unless the personal data breach is unlikely to result in a risk to the rights and freedoms of natural persons.

Do we make updates to this policy?

In short: Yes, we will update this policy as necessary to stay compliant with relevant laws.

We may update this privacy policy from time to time. The updated version will be indicated by an updated “Last updated” date and will be effective as soon as it is accessible. If we make material changes to this privacy policy, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy policy frequently to be informed of how we are protecting your information.

How can you contact us about this policy?

If you have questions or comments about this policy, you may contact our Data Protection Officer (DPO), Simon Hawksworth, by email, or by post to:

Mantra Systems Ltd, Consult House, 4 Hayland Street, Sheffield, S9 1BY, United Kingdom

How can you review, update, or delete the data we collect from you?

Based on the laws of some countries, you may have the right to request access to the personal information we collect from you, change that information, or delete it in some circumstances. To request to review, update, or delete your personal information, please submit a request by email. We will respond to your request within 30 days.