Privacy notice
Last updated: 22 October 2026
Who we are
Sentient OS Ltd is the controller of the personal data described in this notice, except where we say we act as a processor. We are a company registered in England and Wales, company number 17264941. Our registered office is 7 Mount Pleasant, Bath, England, BA2 7HW, as shown at Companies House.
To contact us about privacy, email sentientos.pr@pm.me and put "Privacy" in the subject line.
2. Business contacts from public web pages
We may contact people in relevant professional roles at universities and other organisations about our services.
What we collect: your name, job title, organisation, work email address, the web page where we found these details and the date we found them.
Where it comes from: public university/organisation web pages, such as staff, team or leadership pages. We do not use personal email addresses or phone numbers.
Why: to contact you in your work role about services that help organisations measure their equality and workforce outcomes, and to record your preferences, including any request not to be contacted.
Lawful basis: our legitimate interests in offering relevant services to organisations (Article 6(1)(f)). We have assessed this against your rights and interests. We contact you only about matters linked to your role, we keep the data to a minimum, and you can stop contact at any time.
Our emails: every email says who we are and gives you a simple way to opt out, in line with the Privacy and Electronic Communications Regulations (PECR).
To opt out: reply STOP to any email, or email sentientos.pr@pm.me. We will not contact you again.
3. Email briefings and downloads
• enquiries and contact forms on our website;
• business contacts we find on public organisation web pages;
• our email briefings and downloads;
• Pledge sign-ups and members;
• people we deal with at client organisations;
• data we analyse for clients as their processor;
• cookies on our website.
We do not ask for special category data (such as health, ethnicity, religion or sexual orientation). Please do not send it to us.
1. Website enquiries and contact forms
What we collect: your name, work email, organisation, role, and anything you choose to tell us in the form.
Why: to reply, to see whether we can help, and to follow up.
Lawful basis: where you ask about our services, taking steps you have asked for before a contract (UK GDPR Article 6(1)(b)). Otherwise, our legitimate interests in answering and following up business enquiries (Article 6(1)(f)).
We send briefings, and provide downloads that sign you up to them, only if you tick the box to agree. The box is never ticked for you.
Lawful basis: your consent (Article 6(1)(a)), in line with PECR regulation 22.
Every email has an unsubscribe link. You can withdraw consent at any time. This does not affect anything we sent before.
4. Pledge sign-ups and members
What we collect: your name, work email, organisation, role and the details of your sign-up.
Why: to set up and run your sign-up or membership, keep you informed about it, and keep records.
Lawful basis: the agreement you enter into with us when you sign up (Article 6(1)(b)), or our legitimate interests in running the Pledge (Article 6(1)(f)). We send marketing only if you agree to it, as set out in section 3.
5. People at client organisations
If your organisation becomes a client, we keep contact details for the people we work with. We use them to deliver the work, send invoices and keep records.
Lawful basis: the contract with your organisation and our legitimate interests in running it (Article 6(1)(b) and (f)). We keep financial records because the law requires it (Article 6(1)(c)).
6. Data we analyse for clients (we act as processor)
Some of our services analyse outcome data that a client organisation chooses to share with us.
• The client is the controller of that data. Sentient OS Ltd acts as its processor.
• We act only on the client's written instructions, under a written agreement that meets UK GDPR Article 28.
• Our analysis is aggregate only. We do not report any group with fewer than 10 people.
• No individual-level data leaves the client. We receive and report only aggregate results.
• At the end of the work we delete the client's data, unless the client asks us in writing to keep it.
If you work for one of our clients, please contact your employer about your data. They decide how it is used, and we will help them answer your request.
7. Cookies
Our website uses essential cookies that it needs to work. These do not need consent (PECR regulation 6). We use non-essential cookies, such as analytics, only if you accept them in the cookie banner. You can change your choice at any time. See our Cookie notice for details.
Who we share data with
We do not sell personal data. We use service providers who handle data for us under contract:
• Wix hosts our website and its forms;
• Stripe processes card payments, if you pay that way;
• our email and booking providers.
We may also share data with our professional advisers, or where the law requires it.
International transfers
We use UK/EU-based providers where possible. Where data leaves the UK, we use UK adequacy regulations or the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU standard contractual clauses. You can ask us for details.
How long we keep data
Your rights
You have the right to:
• ask for a copy of your data;
• ask us to correct it;
• ask us to delete it;
• ask us to restrict how we use it;
• ask us to move it to another provider, where that applies;
• withdraw consent at any time, where we rely on consent;
• object to our use of your data based on legitimate interests (Article 21(1)).
Your right to object to direct marketing. You can object at any time to our use of your data for direct marketing, including any profiling linked to it (Article 21(2)). This right is absolute. Once you object, we stop (Article 21(3)). Reply STOP or email sentientos.pr@pm.me.
To use any of your rights, email sentientos.pr@pm.me. We will reply within one month.
Complaints
Please tell us first if you are unhappy, so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO): https://ico.org.uk/make-a-complaint/ or 0303 123 1113.
Changes
We may update this notice. The date at the top shows the latest version.
• Business contacts from public web pages: deleted after 12 months without engagement.
• Opt-outs (suppression list): kept indefinitely, so we never contact you again. We keep only the minimum needed: your name, work email and the date you opted out.
• Enquiries that do not lead to work: 2 years from our last contact.
• Briefing list: until you unsubscribe. Your address then goes on our suppression list.
• Pledge and membership records: for as long as you take part, then 2 years.
• Client records, contracts and invoices: 6 years after the work ends, for tax and legal purposes.
• Client data we process: deleted at the end of the work, unless the client asks us in writing to keep it.