Spartan Solutions Ltd | Last updated: 4 August 2026

This notice explains how Spartan Solutions Ltd collects, uses, shares and protects personal data, including data used for business-to-business marketing and information collected through our website and cookies.

1. Who we are

Spartan Solutions Ltd (“Spartan Solutions”, “we”, “our” or “us”) is the controller of the personal data described in this Privacy Notice. Our website address is https://spartansolutions.com.

We develop PHALANX software and provide related services to organisations operating within the equipment rental sector.

This notice applies when you visit our website, contact us, request information or a demonstration, participate in our projects, become a customer or supplier, receive our business-to-business marketing, or apply to work with us.

Where we host or support PHALANX for a customer, we process personal data about that customer’s people on its instructions and on its behalf. In that role the customer is the controller and its own privacy notice applies.

2. How to contact us

Questions about this Privacy Notice, our use of personal data or the exercise of your data protection rights may be directed to:

3. How we collect personal data

We obtain personal data directly from you when you:

• contact us by email, telephone or through our website;
• request a demonstration or information about our products or services;
• complete a form on our website;
• become a customer, supplier or business partner;
• attend a meeting, exhibition or event;
• participate in a project with us; or
• apply to work with us.

We also obtain business contact information about people who work for organisations in the equipment rental sector from those organisations, their websites and published material, publicly available business sources, trade press, company announcements, publicly available professional-networking or social-media posts, third parties we engage to compile business contact information for us, and our own records of how people interact with our website, emails and other communications.

4. What personal data we collect

Depending on your relationship with us, we may collect:

• your name, job title, employer and business contact details;
• postal address, email address and telephone number;
• records of correspondence, meetings, enquiries and support requests;
• information supplied through website forms;
• contract, account and transaction information where relevant;
• technical and usage information collected through cookies, analytics and similar technologies;
• records of your interactions with our website and marketing communications; and
• where you apply to work with us, information about your employment history, experience, education, qualifications and referees.

For marketing and prospecting we may also hold business contact details, interaction history, an interest rating derived from those interactions, summaries of publicly published information about your organisation and our assessment of whether our products may be useful to it. Assessments of that kind are our opinion rather than statements of fact, and we record them as such.

5. How we use personal data

We may use personal data to:

• provide our products and services and fulfil contractual obligations;
• respond to enquiries and send information that has been requested;
• manage customer, supplier and business relationships;
• provide support and administer projects;
• comply with accounting, tax and other legal obligations;
• protect our business, systems and users against fraud, misuse, security threats and unlawful activity;
• improve our products, services, communications and website;
• assess the suitability of applicants for employment;
• administer and operate our business; and
• send marketing communications about our products and services where we are permitted to do so.

6. Our lawful bases for processing

The lawful basis depends on the activity concerned. We process personal data where processing is:

• necessary to perform a contract with you or take steps at your request before entering into a contract;
• necessary to comply with a legal obligation;
• necessary for our legitimate interests, provided those interests are not overridden by your interests, rights or freedoms (our legitimate interests include operating and administering our business, managing customer and supplier relationships, protecting our systems against fraud and misuse, improving our products and website, and promoting our products to businesses in the sectors we serve); or
• based on your freely given, specific, informed and unambiguous consent, where consent is required.

We review our processing activities by reference to the individuals affected, the data involved, recipients, purposes, retention arrangements and security measures.

7. Marketing and prospecting

We carry out business-to-business marketing. We use information about organisations in the equipment rental sector, and about the people who work for them, to decide what to send and to whom.

Where we obtain it

Directly from you when you request a demonstration, complete a form, attend an event or correspond with us; from your organisation’s website and published material; from publicly available business sources, including trade press, company announcements and posts published by organisations on professional-networking and social-media platforms; from third parties we engage to compile business contact information for us; and from our own records of how you interact with our emails and website. Where we obtain your business contact information from a source other than you, we tell you so the first time we contact you, and we set out at that point your right to object to marketing.

What we hold

Business contact details, a record of your interactions with our marketing and website, an interest rating derived from those interactions, and summaries of publicly published information about your organisation together with our assessment of whether our products may be useful to it.

Why we do it

To identify organisations likely to benefit from PHALANX, make what we send relevant rather than generic, manage relationships with actual and potential customers, and avoid contacting people who have asked us not to.

Our lawful basis

Our legitimate interest in promoting our products to businesses in the sector we serve, assessed against your interests and reasonable expectations of privacy. Where the Privacy and Electronic Communications Regulations require consent before electronic marketing is sent, we obtain and rely on that consent.

Profiling

We may assign an interest rating based on interactions with our website, emails and other communications. This helps us decide which information is likely to be relevant. It is used only for marketing and sales prioritisation and does not produce legal effects or similarly significant decisions about you.

Your right to object

You may tell us at any time to stop using your personal data for direct marketing, and we will stop. You do not need to give a reason. Use the unsubscribe link in any marketing email or contact us using the details in section 2. If you opt out, we retain only the minimum information necessary to ensure that we do not contact you again. When you object we also stop scoring your interactions and stop adding to your marketing record. We keep only what is needed to make sure we do not contact you again.

8. Cookies and similar technologies

What are cookies?

Cookies are small text files stored on your computer, phone or other web-enabled device when you visit the Spartan Solutions website. They are not harmful and do not contain confidential information such as your home address or date of birth. Cookies are an important part of how our website works, and some are required to provide website functionality and an enhanced browsing experience.

How we use cookies

Cookies are small pieces of information exchanged between a web server and a web browser, enabling the server to collect information from the browser. Our website uses both session cookies, which last only for your visit, and persistent cookies, which remain on your device between visits. Some are set by third parties, as described below.

Cookies may be used on our website:

• to record areas of the website visited, pages viewed and time spent browsing, so that we can make the website more user-friendly, develop its design and improve the quality of our service;
• to distribute visitors evenly across platforms so that content can be served efficiently;
• to support embedded content and social-sharing functionality; and
• to measure website usage and the effectiveness of our communications.

Where required by law, we ask for consent before placing non-essential cookies or similar technologies on your device. You may withdraw or change that consent at any time through the cookie controls available on our website or by changing your browser settings.

Third-party cookies

When you use our website, third-party services may place cookies or similar technologies. These may include Act-On, our marketing automation and email-marketing platform. Act-On may process personal data to provide requested or customised emails, newsletters, forms, documents and reports.

We also provide facilities that allow users to interact with or share content through third-party platforms, including LinkedIn and X (formerly Twitter). Those providers may place their own cookies. Their use of personal data is governed by their own privacy and cookie notices.

Are cookies safe?

Some cookies used on our website, including those set by Act-On, allow us to recognise a returning visitor and link website activity to a contact record we already hold. Where that happens the information is personal data and is covered by this notice, including the marketing and profiling described in section 7. Other cookies record only technical and browsing information. General information about cookies is available at allaboutcookies.org.

Can I turn off cookies?

You can withdraw consent for non-essential cookies through our website controls. You can also configure your browser to block cookies or notify you when a cookie is about to be used. Instructions are normally available through the browser’s Help or privacy settings.

Blocking some cookies may impair your experience of the website, and some functions may not work correctly. Cookies that are strictly necessary for the operation of the website do not require consent and may continue to be used where permitted by law.

9. Embedded content, analytics and social media

Embedded content from other websites

Articles and pages on our website may include embedded content, such as videos, images or articles. Embedded content behaves in the same way as it would if you visited the third-party website directly. Those websites may collect data about you, use cookies, embed additional tracking and monitor your interaction with the embedded content, including where you have an account with that provider and are logged in.

Analytics

When someone visits spartansolutions.com, we use Google Analytics to collect standard internet log information and information about visitor behaviour patterns. We use this information to understand how the website is used and improve it. Google Analytics may use cookies and online identifiers; non-essential analytics technologies are used only where the required consent has been obtained.

Further information about Google’s privacy and security practices is available at https://support.google.com/analytics/topic/2919631. You can also use the Google Analytics opt-out browser add-on: https://tools.google.com/dlpage/gaoptout

Social media

We use third-party providers, including LinkedIn and X, to host social-media interactions. This Privacy Notice does not govern those platforms. You should review the privacy notices supplied by the relevant provider.

Our Privacy Notice does not apply to external websites linked from our website. You should review the privacy notice of each external website you visit.

10. Sharing personal data

Personal data is accessed by our employees only where access is necessary for their role. We do not sell or rent personal data.

We may share personal data with carefully selected providers of customer relationship management, marketing automation, workflow automation, cloud and website hosting, analytics, email delivery, IT support, data research and list-building, accounting and professional advisory services. Providers acting as processors may use personal data only on our documented instructions and under written contracts requiring confidentiality, security and compliance with data protection law.

We may also disclose personal data where required by law, to regulators or public authorities, in connection with a business transaction, or where necessary to establish, exercise or defend legal claims.

11. International transfers

Some suppliers process personal data outside the United Kingdom, including in the European Economic Area and the United States.

Where personal data is transferred outside the United Kingdom, we use a lawful transfer mechanism. This may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the European Commission’s Standard Contractual Clauses, or another approved mechanism. Where required, we also assess the circumstances and risks of the transfer and adopt supplementary safeguards.

12. Keeping personal data secure

We take reasonable and appropriate technical and organisational measures to protect personal data against accidental loss, destruction or damage and against unauthorised or unlawful access, use, alteration or disclosure. These measures include access controls, password protection, encryption where appropriate, secure systems, staff awareness and contractual protections for suppliers.

No internet transmission or storage system is completely secure. We therefore review our measures periodically and improve them where appropriate.

13. How long personal data is stored

We keep personal data only while we have a reason to. In practice that means: records relating to a customer or supplier relationship are kept for its duration and then for as long as a legal claim arising from it could still be brought; enquiries that do not become relationships are kept while there is a realistic prospect of the conversation resuming; marketing data is kept while the person appears still to hold a relevant role at a relevant organisation and has not asked us to stop; and information provided during a job application is destroyed one year after the recruitment exercise. We review these against the criteria annually. Subject to any legal obligations, you may ask us to delete personal data we no longer have a lawful reason to hold.

14. Your data protection rights

Depending on the circumstances and subject to applicable law, you may request:

• access to, and a copy of, the personal data we hold about you;
• rectification of inaccurate or incomplete personal data;
• erasure of personal data where we no longer have a lawful reason to retain it;
• restriction of processing in certain circumstances;
• that we stop processing personal data for direct marketing purposes, which we will always honour;
• that we stop processing personal data for another purpose based on legitimate interests, unless we can demonstrate compelling legitimate grounds to continue;
• transfer of personal data that you provided to us in a commonly used machine-readable format, where the right to data portability applies; and
• withdrawal of consent at any time where processing is based on consent, without affecting the lawfulness of processing carried out before withdrawal.

We may need to verify your identity before acting on a request. Data protection rights are not absolute, and legal exemptions may apply. We will explain our decision if we cannot comply fully with a request.

15. Complaints

Please contact us first if you have a concern about how we use personal data, so that we have an opportunity to address it.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection:

• Website: https://ico.org.uk
• Telephone: 0303 123 1113
• Email: casework@ico.org.uk

16. Changes to this Privacy Notice

We may update this Privacy Notice to reflect changes in our business, technology, legal requirements or regulatory guidance. The latest version will be published on our website together with its date of revision.