Privacy
Last updated 8 October 2026.
This notice explains what personal data Certadian holds, why we hold it, and what you can do about it.
Who we are and what this notice covers
Certadian Ltd (company number 17351646) of 86–90 Paul Street, London, EC2A 4NE runs the Certadian platform, a service that developers and owners of residential schemes use to run planning applications and related work.
It applies to you if you are a customer or a user of a customer’s account, a contributor who takes part in a project through a link we send, a visitor to certadian.com, or someone who contacts us.
Our data protection contact is support@certadian.com. We are registered with the Information Commissioner’s Office under number ZC269543.
When Certadian is the controller, and when the customer is
Most of the personal data on the platform belongs to a project run by one of our customers. The customer decides what goes into its projects and who takes part. For that data the customer is the controller and we process it on the customer’s behalf. If you have a question about how a particular customer uses your data in their project, the customer is the right place to start, and we will help them answer your question.
We are the controller, and this notice applies in full, for the data we hold for our own purposes: running customer accounts, sending the emails the platform sends, keeping the platform secure, dealing with enquiries, and the de-identified data described below.
What we collect and why
If you are a customer administrator, billing contact or user, we hold your name, job title, employer, work email, phone number, sign-in details, and what you do on the platform and when. We use this to set up and run your organisation’s account, to send you the emails the platform sends, to invoice, to provide support, and to keep a record of who did what. Our legal basis is the performance of our contract with your organisation and our legitimate interest in running the service.
If you are a contributor who takes part through a link without a login, we hold your name, employer, work email, phone number where given, the role you hold on the project, the documents and comments you upload, and what you do through the link and when. We use this to send you the request, to show you what is asked, to record what you did so the project has a reliable record, and to send you confirmations and chases the customer has set. Our legal basis is our legitimate interest, and the customer’s, in running the project with an accurate record. The customer is controller of what goes in its project.
If you visit certadian.com, we hold the pages you visit, your approximate location from your IP address, and your device and browser type. We use this to run the website and understand how it is used. Our legal basis is our legitimate interest in running the site. We use only the cookies the site needs to work; if that changes we will ask for your consent first.
If you contact us, we hold your name, contact details and what you tell us, so that we can reply and keep a record of the conversation. Our legal basis is our legitimate interest in responding to you.
We do not use personal data to make decisions about you by automated means that have a legal or similarly significant effect on you.
Learning from the platform
We use data from across the platform to make it better. Before we do, we remove anything that identifies a customer, a project or a person. What is left is statistical: how long stages take, which documents are commonly asked for, how local planning authorities respond, and where applications stall.
Part of that is a record of how organisations perform across the projects they take part in, such as how often a consultant firm delivers on the dates it was given. This is held at the level of the firm, not the individual. It does not identify which customer the work was for, and it does not identify you. If a firm is one person trading alone, we treat the record as that person’s data and this notice applies to it.
We use this de-identified data to improve the platform, to train the models behind its analysis features, and to show our customers benchmarks. Our legal basis is our legitimate interest in improving the service, balanced against the fact that the data no longer identifies anyone.
Who we share data with, and where it is held
We share personal data with the companies that help us run the platform: hosting, email sending, analysis and AI features, and support tools. They act on our instructions and we will provide the list on request. We also share it with our professional advisers and insurers where needed, and with a regulator or court where the law requires.
Within a customer’s project, what you do is visible to the people the customer has given access to that project. That is how the platform works: it keeps a shared record of who did what.
We do not sell personal data and we do not share it with anyone for their marketing.
Customer project data is held in the United Kingdom. Where a provider we use processes data outside the United Kingdom, we rely on the UK’s adequacy regulations or the International Data Transfer Agreement.
How long we keep it
Project records, including what contributors did and when: the life of the customer’s agreement, then 90 days for the customer to export, or longer if the customer keeps an archive.
Account and billing records: six years after the agreement ends, for tax and legal reasons. Records of acceptance of our terms: six years after the agreement ends.
Enquiries and support conversations: two years after the last message. Website usage data: 13 months. De-identified data: indefinitely; it no longer identifies anyone.
Your rights and how to contact us
You can ask us for a copy of the personal data we hold about you, ask us to correct it, ask us to delete it, object to our use of it, ask us to restrict how we use it, and ask for it in a portable form. Where we rely on legitimate interests you can object, and we will stop unless we have a compelling reason to continue.
Where the data sits in a customer’s project, we may pass your request to that customer, because it decides what the project holds. We will tell you if we do.
Write to support@certadian.com. We will reply within one month. If you are not satisfied you can complain to the Information Commissioner’s Office at ico.org.uk, though we would welcome the chance to resolve it with you first.
This notice was last updated on 8 October 2026. If we change it in a way that matters to you, we will tell you through the platform or by email.