Xn protel Systems Ltd & its subsidiaries, Unit 6 / E2 Boundary Court, Warke Flatt, Willow Farm Business Park, Castle Donington, Derby, DE74 2NN, UK

Xn protel Systems Ltd is registered with the Information Commissioner’s Office Registration Number Z9886131

Our nominated representative is the data protection officer, dpo@xnprotel.com

Xn protel Systems Ltd respects the privacy of our customers, our business partners and all visitors to our website. Our privacy policy describes the information that we collect using our website, outlines how we obtain that information and describes how we may use or disclose that information. It also describes the measures we take to protect your information and how you can contact us should you have any concerns about your privacy.

Changes to our Privacy Policy

We may change our Privacy policy from time to time. If or when changes are made we’ll include them here, so be sure to check back occasionally.

Other Third-Party Websites

Links to third party websites on this Website are provided solely for your convenience. If you use these links, you leave this Website. We have not reviewed all these third-party websites and do not control and are not responsible for these websites or their content or availability. We therefore do not endorse or make any representations about them, or any material found there, or any results that may be obtained from using them. If you decide to access any of the third-party websites linked to this Website, you do so entirely at your own risk. Please note that these websites may have their own privacy policies. We don’t accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Our Legal Bases for Processing

Performance of a contract:

We need to process your personal data to fulfil our contract with you from the instructions you supplied to us when you made your purchase or enquiry.


With your consent we would process your personal data in accordance with the marketing instructions received from you at the time you signed up to this service. You may withdraw consent at any time.

Legal obligation:

We may need to process your data to comply with UK law, data protection supervisory authorities & other similar regulatory bodies requests.

Legitimate interests:

Our use of your information is in our legitimate interest as a commercial organisation, for example to operate and improve our services and to keep people informed about our products and services (including for profiling and targeted advertising) - in these cases we will look after your information at all times in a way that is proportionate and respects your privacy rights and you have a right to object to processing.

What information do we collect about you?

As a customer of ours, we collect various types of information about you, including:

General information, including customer's company name and address and your contact information for billing and contracting purposes. Information and correspondence our customers and users submit to us in connection with our Services or other requests related to our Service. Information we receive from our business partners in connection with our customers and users of our Services. We will only use your personal information to administer your account and to provide the products and services you have requested from us.

As an attendee at a show or event:

We may collect personal information such as your business card, name, address, company name, phone number and email address when you register for or attend a sponsored event or other events at which any member of the Xn protel group participates.

From our business partners:

We generally collect personal information directly from you, but in some cases we may collect your information from other sources.  For example, if you had given consent for your details to be passed onto an approved reseller/partner.

Via our website:

You may have given us information via our website e.g. through “contact us or other website form”. This may include your name, company name, your job title, your email address, skype name, your contact number/s and information about the services or products, or information you are looking for.

We only collect basic personal data about you which is relevant to the service you request from us this does not include any special types of information.

Website usage information is collected using cookies and User behaviour through Google Analytics.  Google Analytics/Cookies please refer to our cookies & analytics information at the end of this policy.

Why we need your personal data

We need to know your basic personal data to provide you with services in line with your overall service request. We will not collect any personal data from you we do not need in order to provide and oversee this service to you.

How will we use the information about you?

All the personal data we collect from UK & EU companies is processed by our staff in the UK & the EU and for the purposes of hosting and maintenance this information is located on servers in the UK & the EU. However, we may share your information with relevant authorities, for fraud preventions, as requested and required by legal bodies.

How do we keep your data safe?

We have a Data Protection regime in place to oversee the effective and secure processing of your personal data. We use physical, electronic, and administrative safeguards that are designed to protect your Personal Information from loss, misuse and unauthorised access, disclosure, alteration and destruction. We implement the technical and organisational measures that are commercially reasonable in relation to the respective purpose of data protection, to protect the information provided by you. Such data is stored in a secure operating environment that is not accessible to the public. In addition, each of our employees is instructed on data protection and obliged to enter into a confidentiality agreement.

We process your personal data as follows:

  1. Provide the services you requested
  2. Advise you of any changes or problems with your purchase
  3. Provide ongoing support for products and services
  4. Provide general and critical information about products and services
  5. Fulfil our contractual obligations
  6. Improve customer service
  7. Advise you if you have won any competition or prize giveaway
  8. Administer accounts
  9. Detect fraud or loss
  10. For risk assessment & security purposes, including the authentication of users
  11. Analyse customer interaction
  12. Improve our website
  13. Review website performance

How long do we keep your information for?

We will store data about potential clients (information gathered from the website and in networking event situations) for 3 years or until the data subject exercise their right to be forgotten. This period will be extended if you are actively engaging with us and/or we believe you may potentially become a client in the near future.

We will retain your Personal Information for as long as your account is active and up to 6 years beyond this; as needed to provide you products or services; as needed for the purposes outlined in this Policy or at the time of collection; as necessary to comply with our legal obligations (e.g., to honour opt-outs), resolve disputes, and enforce our agreements; or to the extent permitted by law. 

After you have given us your consent to contact you for marketing purposes any of your personal data we use for that purpose will be kept with us for a maximum of 36 months or earlier if you notify us that you no longer wish to receive this type of information.

We maintain a data retention policy which we apply to the records we hold. All personal data will be securely destroyed in a manner designed to ensure that it cannot be reconstructed or read once it is no longer required.

What we would also like to do with your Personal Data

With your consent we collect information if you register with us for our newsletter via our website, voluntarily complete customer surveys, provide feedback and participate in competitions. Upon you providing your consent, from time to time we would email you about other products and services we feel may be of interest to you. You have a right at any time to stop us from contacting you for marketing purposes. You can sign up to receive our newsletter on the news page of our website, which can be found here.  If you have previously opted in to receive information you can unsubscribe or update your preferences using the links at the bottom of a newsletter or marketing email sent to you by us.

We will never pass your data to a third party without your prior and explicit consent.

The Personal Information that we hold about you, what are your rights with regard to this?

We want to make sure that the personal information that we hold about you is accurate and up to date. If at any point you believe the information we process on you is incorrect you have the right to request to see this information and have it corrected. dpo@xnprotel.com

You have the right to restrict us from processing your data, including by means of any automated processing, you have the right to object to us processing your data and the right to request a copy of all the information that we hold about youdpo@xnprotel.com

If you no longer want us to hold your data you have the right to be forgotten, we would delete your data in accordance with such an instruction unless legally we were required to retain it. dpo@xnprotel.com

If you make a request, we will ask you to confirm your identity if we need to, and to provide information that helps us to understand your request better. If we do not meet your request, we will explain why. Request info here via dpo@xnprotel.com

If you need any further information you can email us or write to us at the addresses given below.  

You have the right to request a copy of the information that we hold about you. If you would like a copy of all the personal information we hold about you, please email dpo@xnprotel.com or write to us at the following address: Data Protection Officer, Xn protel Systems Ltd, Unit 6 / E2 Boundary Court, Warke Flatt, Willow Farm Business Park, Castle Donington, Derby, DE74 2NN, UK.

If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter. Our Data Protection Officer can be contacted by email at dpo@xnprotel.com

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).

For more information on the EU General Data Protection Regulation GDPR you can visit the Information Commissioner’s website https://ico.org.uk/ 


Your Internet browser has the in-built facility for storing small files – ‘Cookies’ – that hold information which allows a website to recognize you as a user. Our website takes advantage of this facility to enhance your experience. We use a number of these cookies for analytical purposes, and these are described in detail below. By using the Xn protel website you consent to the use of cookies for these purposes.

We use a combination of both session and persistent cookies. Session cookies keep track of your current visit and how you navigate the site, persistent cookies enable our website to recognize you as a repeat visitor when you return. The session cookies will be deleted from your computer when you close your browser. Persistent cookies will be removed on a pre-determined expiry date, or when deleted by you.

Most web browsers allow user privacy settings to block either all cookies, or third-party cookies. Blocking cookies will, however, have a negative impact upon the usability of many websites, including this one.

Please visit www.aboutcookies.org for comprehensive information on how to change your cookie settings in a wide variety of browsers.

Google Analytics Cookies

Google Analytics is a website monitoring tool that allows users to see volumes of website visitors, their source, and to analyze how the content of their website is viewed and navigated. This in turn allows optimization of the content and pages on www.xnprotel.com and the marketing programs that drive traffic to the website. Google Analytics does not store any personal information about website visitors but does use persistent cookies to identify repeat visitors.

You may universally opt-out of all Google Analytics tracking used by all websites by visiting the following urlhttps://tools.google.com/dlpage/gaoptout 


HubSpot (sales and marketing automation software) allows us to build marketing webpages where visitors can learn more about Xn protel, download content, and provide their contact information and other demographic information. This information, which is stored and managed on our service providers' servers, is then used so that the visitors can be contacted about their interest in the company's goods or services and interact with the company.

Privacy policy: http://legal.hubspot.com/privacy-policy


Email Marketing Post-Click Tracking Cookies

These cookies are used to report on the pages of www.xnprotel.com that have been viewed by visitors to the site who have followed links from our email marketing campaigns. This analysis helps us to understand additional content that is viewed by the contacts in our database and therefore allows us to improve and tailor future campaigns to those contact’s specific areas of interest.

HubSpot's tracking code sets the following cookies when someone visits your site. These cookies fall into two general categories:

* Functional cookies: these cookies do not require consent.

* Consent banner cookies: there are cookies included in the consent banner under GDPR.


Specific cookie names and descriptions are listed below:

1.1.1 Functional cookies

__hs_opt_out This cookie is used by the opt-in privacy policy to remember not to ask the user to accept cookies

__hs_do_not_track This cookie can be set to prevent the tracking code from sending any information to HubSpot. Setting this cookie is different from opting out of cookies, which still allows anonymized information

__hs_testcookie This cookie is used to test whether the visitor has support for cookies enabled. (Expires: Session cookie)

hs_ab_test This cookie is used to consistently serve visitors the same version of an A/B test page that they’ve seen before. (Expires: Session cookie) hs_lang_switcher_choice This cookie is used to consistently redirect visitors to the language version of a page in the language they’ve selected on this top-level private domain in the past (if such a language version exists). <id>_key When visiting a password-protected page, this cookie is set so future visits to the page from the same browser do not require login. The cookie name is unique for each password-protected page.

hs-messages-is-open (TTL 30 minutes) This cookie is used on the visitor UI side so HubSpot can determine/save whether the chat widget is open for future visits. It resets after 30 minutes to re-close the widget after 30 minutes of inactivity hs-messages-hide-welcome-message (TTL 1 day)

1.1.2 Consent banner cookies

__hstc The main cookie for tracking visitors. It contains the domain, utk (see below), initial timestamp (first visit), last timestamp (last visit), current timestamp (this visit), and session number (increments for each subsequent session). (Expires: 2 years)

hubspotutk This cookie is used to keep track of a visitor's identity. This cookie is passed to HubSpot on form submission and used when de-duplicating contacts. (Expires: 10 years)

__hssc This cookie keeps track of sessions. This is used to determine if we should increment the session number and timestamps in the __hstc cookie. It contains the domain, viewCount (increments each pageView in a session), and session start timestamp. (Expires: 30 min)

__hssrc Whenever HubSpot changes the session cookie, this cookie is also set. We set it to 1 and use it to determine if the user has restarted their browser. If this cookie does not exist when we manage cookies, we assume it is a new session. (Expires: None. Session cookie)