Privacy Policy

At NineAxis, we are committed to protecting your privacy and handling your personal information with care, transparency and integrity.

This Privacy Policy explains how NineAxis collects, uses, stores, protects and shares your personal information when you visit our website, request our services, communicate with us or otherwise interact with our business.

We understand the importance of protecting personal data and are committed to processing it fairly, lawfully and securely in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

Whether you are a prospective client, existing customer, supplier, business partner, website visitor or job applicant, we are committed to respecting your privacy and safeguarding the personal information you entrust to us.

Please take a few moments to read this Privacy Policy carefully. If you have any questions about how we collect or use your personal information, please contact us using the details provided at the end of this policy.

Information We Collect

Depending on how you interact with NineAxis, we may collect different types of personal information. The information we collect is limited to what is necessary to provide our services, respond to enquiries, fulfil our legal obligations and improve your experience with us.

The categories of personal information we may collect include:

Information You Provide Directly

When you contact us, request a quotation, complete a form on our website, subscribe to updates or communicate with us, you may provide information such as:

* Your name

* Company or organisation name

* Job title

* Email address

* Telephone number

* Property or site address

* Information relating to your enquiry or service requirements

* Any other information you choose to provide

Information We Collect Automatically

When you visit our website, certain technical information may be collected automatically, including:

* IP address

* Browser type and version

* Device information

* Operating system

* Pages visited

* Date and time of your visit

* Referring website

* Website usage and interaction data

This information helps us maintain the security of our website, understand how visitors use our services and improve the overall user experience.

Information from Third Parties

From time to time, we may receive information from trusted third parties, including business partners, service providers, publicly available sources or referrals, where it is lawful and appropriate to do so.

We will only process such information where there is a legitimate business purpose or another lawful basis for doing so.

How We Collect Your Information

NineAxis collects personal information in a variety of ways, depending on how you interact with our business and services.

We may collect your information when you:

* Visit and browse our website.

* Submit an enquiry through our Contact Us or Request a Quote forms.

* Contact us by email, telephone or other approved communication channels.

* Request information about our services.

* Engage us to provide facilities management or related services.

* Subscribe to receive updates, newsletters or other communications (where applicable).

* Apply to become a service partner or supplier.

* Apply for employment or submit your CV.

* Interact with us through our official social media channels.

* Meet with us at events, networking functions or business meetings.

* Provide information during the course of a service engagement.

In addition, certain information may be collected automatically through cookies, website analytics tools and similar technologies when you use our website. Further information about our use of cookies is available in our Cookie Policy.

We only collect personal information where it is necessary for legitimate business purposes and in accordance with applicable data protection legislation.

How We Use Your Information

NineAxis uses personal information only where it is necessary to operate our business, deliver our services and fulfil our legal obligations.

We may use your personal information to:

* Respond to your enquiries and requests.

* Prepare and provide quotations, proposals and service agreements.

* Deliver and manage our facilities management services.

* Communicate with you regarding your enquiry, project or service engagement.

* Arrange site visits, consultations and appointments.

* Manage our relationship with clients, suppliers and service partners.

* Process payments, invoices and other financial transactions where applicable.

* Improve our website, services and customer experience.

* Comply with legal, regulatory and contractual obligations.

* Protect the security of our business, website, employees and clients.

* Investigate complaints, resolve disputes and respond to feedback.

* Recruit employees, contractors and approved service partners.

* Send service-related communications or other information that may be relevant to you, where permitted by law.

We will only use your personal information for the purposes for which it was collected or for other compatible purposes permitted under applicable data protection legislation.

Where we wish to use your personal information for a purpose that is materially different from those described in this Privacy Policy, we will inform you where required by law.

Lawful Basis for Processing Personal Information

NineAxis processes personal information only where we have a valid lawful basis to do so under the UK General Data Protection Regulation (UK GDPR).

Depending on the circumstances, we may process your personal information on one or more of the following legal bases:

Contract

Where processing is necessary to provide our services, prepare quotations, enter into or perform a contract with you, or take steps at your request before entering into a contract.

Legitimate Interests

Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include improving our services, responding to enquiries, managing client relationships, maintaining website security and operating our business efficiently.

Legal Obligation

Where we are required to process personal information to comply with applicable laws, regulations or legal obligations, including accounting, taxation, health and safety, employment and other statutory requirements

Consent

Where required by law, we will seek your consent before processing your personal information. For example, this may apply to certain marketing communications or the use of non-essential cookies. Where processing is based on your consent, you have the right to withdraw that consent at any time without affecting the lawfulness of any processing carried out before it was withdrawn. We are committed to ensuring that all personal information is processed fairly, transparently and only for legitimate purposes consistent with this Privacy Policy.

Cookies and Similar Technologies

Our website uses cookies and similar technologies to enhance your browsing experience, improve website performance and help us understand how visitors interact with our website. Cookies are small text files that are stored on your device when you visit a website. They enable certain website functions, remember your preferences and provide information that helps us improve our services.

Depending on your preferences and the functionality of our website, cookies may be used to:

* Ensure the website functions correctly.

* Remember your preferences and settings.

* Improve website performance and user experience.

* Analyse website traffic and visitor behaviour.

* Support website security and reliability.

Where required by law, we will obtain your consent before placing non-essential cookies on your device. You can manage or withdraw your cookie preferences at any time through your browser settings or any cookie preference tools available on our website.

For more detailed information about the cookies we use, the purposes for which they are used and how you can manage your preferences, please refer to our Cookie Policy.

How We Share Your Information

NineAxis respects the confidentiality of your personal information and does not sell, rent or trade your personal data to third parties for marketing purposes.

We may share your personal information only where it is necessary to operate our business, deliver our services or comply with legal obligations. This may include sharing information with:

* Approved service partners and subcontractors engaged in the delivery of agreed services.

* Professional advisers, including legal, accounting and insurance advisers.

* Trusted service providers who support our business operations, such as IT, website hosting or cloud-based service providers.

* Regulatory authorities, law enforcement agencies or other public bodies where disclosure is required by law or necessary to protect our legal rights.

* Other third parties where you have provided your consent or where disclosure is otherwise permitted or required by applicable law.

Where we engage third-party service providers to process personal information on our behalf, we take reasonable steps to ensure they process that information securely, responsibly and in accordance with applicable data protection legislation. We will only share the minimum amount of personal information necessary for the relevant purpose and will implement appropriate safeguards where required.

Data Security

NineAxis is committed to protecting the personal information entrusted to us. We maintain appropriate technical, organisational and administrative measures designed to safeguard personal data against unauthorised access, loss, misuse, alteration, disclosure or destruction.

These measures may include:

* Secure systems and technologies for storing and processing information.

* Access controls to ensure that personal information is available only to authorised individuals who require it for legitimate business purposes.

* Appropriate policies and procedures governing the handling of personal information.

* Regular reviews of our security practices to support the ongoing protection of personal data.

While we take reasonable steps to protect the information we hold, no method of transmitting information over the internet or storing electronic data can be guaranteed to be completely secure. For this reason, although we strive to protect your personal information, we cannot guarantee its absolute security.

If we become aware of a personal data breach that is likely to result in a risk to the rights and freedoms of individuals, we will take appropriate action in accordance with applicable data protection legislation, including notifying the relevant authorities and affected individuals where required by law.

Data Retention

NineAxis retains personal information only for as long as it is necessary to fulfil the purposes for which it was collected, including the provision of our services, compliance with legal and regulatory obligations, the resolution of disputes and the enforcement of our contractual rights.

The length of time we retain personal information will depend on factors such as:

* The nature of the information collected.

* The purpose for which it was collected.

* Applicable legal, regulatory and contractual requirements.

* Legitimate business needs.

When personal information is no longer required, we will take reasonable steps to securely delete, destroy or anonymise it in accordance with our data management practices and applicable data protection legislation. Where retention periods are prescribed by law, NineAxis will retain personal information for the period required before it is securely disposed of.

Your Rights

Under applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR), you may have a number of rights in relation to your personal information.

These rights may include the right to:

* Request access to the personal information we hold about you.

* Request the correction of inaccurate or incomplete personal information.

* Request the deletion of your personal information in certain circumstances.

* Request the restriction of the processing of your personal information.

* Object to the processing of your personal information where permitted by law.

* Request the transfer of your personal information to another organisation, where applicable.

* Withdraw your consent at any time where processing is based on your consent.

* Lodge a complaint with the relevant data protection authority if you believe your personal information has been processed unlawfully.

If you wish to exercise any of your rights, please contact NineAxis using the contact details provided in this Privacy Policy. We may request sufficient information to verify your identity before responding to your request. We will consider and respond to all requests in accordance with applicable data protection legislation and within the timescales required by law.

Third-Party Websites

Our website may contain links to third-party websites, services or resources that are provided for your convenience or additional information. Please note that NineAxis does not own, operate or control these third-party websites and is not responsible for their privacy practices, content or security. We encourage you to review the privacy policies of any third-party websites you visit before providing any personal information. The inclusion of a link to a third-party website does not imply endorsement, recommendation or approval of that website or its privacy practices by NineAxis.

Changes to This Privacy Policy

NineAxis may update this Privacy Policy from time to time to reflect changes in our business operations, legal obligations, regulatory requirements or the way we process personal information. When this Privacy Policy is updated, the revised version will be published on our website together with the effective date of the latest revision. Where required by law, we will take appropriate steps to notify individuals of significant changes. We encourage you to review this Privacy Policy periodically to remain informed about how we protect your personal information.

If you have any questions about this Privacy Policy, wish to exercise your data protection rights or have any concerns regarding the way NineAxis processes your personal information, please contact us using the details below:

NineAxis

Registered Office

66 Paul Street

London EC2A 4NA

United Kingdom

hello@nineaxis.co.uk

Telephone

+44 (0)7881 190082

We will respond to privacy-related enquiries as promptly as reasonably practicable and in accordance with applicable data protection legislation.

Effective Date

Effective Date: 3rd July 2026

Version: 1.0

This Privacy Policy is reviewed periodically to ensure it remains accurate, relevant and compliant with applicable legislation. The latest version will always be available on the NineAxis website.