Website Privacy Policy

Ardent Privacy Policy 

Last updated: [17/09/2026] 

Ardent ("Ardent," "we," "us," or "our") respects your privacy and is committed to protecting the personal data of everyone who visits our website, uses our services, or applies for a role with us. This Privacy Policy explains what personal data we collect, why we collect it, how we use and protect it, and the choices and rights available to you. 

This policy is made up of three parts: 

• General Privacy Policy — how Ardent collects and uses personal data generally. 

• Cookie Policy — the cookies and tracking tools used on our website. 

• Recruitment Privacy Notice — how we handle candidate information. 

1. General Privacy Policy 

1.1 Who We Are 

Ardent is a Limited company registered in England with its registered office at 723 Capability Green, Luton, Bedfordshire, LU1 3LU. For the purposes of applicable data protection law, Ardent is the data controller of the personal data described in this policy, unless stated otherwise. 

Contact details: 

• Data Protection Officer / Privacy Contact: Julie Bottrill

• Email: xx@ardentsys.com

• Postal address: 723 Capability Green Luton LU1 3LU.

1.2 What Personal Data We Collect 

Depending on how you interact with us, we may collect: 

• Identity data: name, title, date of birth 

• Contact data: email address, phone number, postal address 

• Account data: username, password, account preferences 

• Transaction data: billing details, purchase history, payment information (processed via secure third-party payment processors) 

• Technical data: IP address, browser type and version, device identifiers, operating system, and other technology on the devices you use to access our site

• Usage data: information about how you use our website, products, and services 

• Marketing and communications data: your preferences in receiving marketing from us and your communication preferences 

• Recruitment data: as described in the Recruitment Privacy Notice below 

We do not knowingly collect special category data (e.g., health, religion, biometric data) unless you provide it voluntarily or it is necessary for a specific, lawful purpose (such as a recruitment accommodation request). 

1.3 How We Collect Your Data 

• Directly from you — when you fill in forms, create an account, subscribe to a newsletter, contact customer support, or apply for a job. 

• Automatically — through cookies and similar tracking technologies as you navigate our site (see Cookie Policy). 

• From third parties — such as analytics providers, advertising partners, payment processors, background check providers, and publicly available sources. 

1.4 How We Use Your Data 

We use personal data to: 

• Provide, operate, and maintain our website and services 

• Communicate with you, including responding to inquiries and sending service updates 

• Send marketing communications, where you have consented or where permitted by law (you may opt out at any time) 

• Improve our website, products, and services through analytics 

• Detect, prevent, and address fraud, security, or technical issues 

• Comply with legal obligations 

• Manage recruitment and hiring processes (see Section 3) 

1.5 Legal Basis for Processing

Where required by law (e.g., under GDPR), we rely on one or more of the following legal bases: 

• Consent — where you have given clear consent (e.g., marketing emails, non-essential cookies) 

• Contract — where processing is necessary to perform a contract with you 

• Legal obligation — where we must comply with the law 

• Legitimate interests — where processing is necessary for our legitimate business interests, provided these do not override your rights and freedoms 

1.6 Sharing Your Data 

We may share personal data with: 

• Service providers who perform functions on our behalf (e.g., hosting, analytics, payment processing, recruitment platforms), bound by contractual confidentiality and data protection obligations 

• Professional advisers such as lawyers, auditors, and insurers 

• Regulators and authorities where required by law 

• Business transfer partners in connection with a merger, acquisition, or sale of assets 

We do not sell your personal data to third parties. 

1.7 International Data Transfers 

If we transfer personal data outside your country or region, we take steps to ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms.

1.8 Data Retention 

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and purpose of processing. 

1.9 Data Security 

We implement appropriate technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. 

1.10 Your Rights 

Depending on your location, you may have the right to: 

• Access the personal data we hold about you 

• Correct inaccurate or incomplete data 

• Request deletion of your data 

• Restrict or object to processing 

• Request data portability 

• Withdraw consent at any time (where processing is based on consent) 

• Lodge a complaint with a data protection supervisory authority 

To exercise these rights, contact us at legal@ardentisys.xx 

1.11 Children's Privacy 

Our website and services are not directed at children under 18 years old and we do not knowingly collect personal data from children. 

1.12 Changes to This Policy 

We may update this Privacy Policy from time to time. Material changes will be communicated via our website or other appropriate means. The "Last updated" date at the top of this policy reflects the most recent revision. 

2. Cookie Policy 

This Cookie Policy explains how Ardent uses cookies and similar tracking technologies on our website. 

2.1 What Are Cookies? 

Cookies are small text files placed on your device when you visit a website. They help websites function properly, remember your preferences, and provide insights into how the site is used. 

2.2 Types of Cookies We Use 

Category 

Purpose 

Examples 

Consent Required? 

Strictly Necessary Cookies 

Essential for the website to function (e.g., security, login sessions, load balancing) 

Session cookies, authentication tokens 

No (cannot be disabled) 

Performance & Analytics Cookies 

Help us understand how visitors use our site so we can improve it 

Google Analytics, other analytics tool 

Yes 

Functionality Cookies 

Remember your preferences and settings 

Language preference, region selection 

Yes 

Advertising & Targeting Cookies 

Used to deliver relevant ads and measure campaign effectiveness 

[Ad network cookies, e.g., Meta Pixel, LinkedIn Insight Tag, Google Ads] 

Yes 

Third-Party / Social Media Cookies 

Enable social sharing features and embedded content 

[YouTube, LinkedIn, X/Twitter embeds] 

Yes 

2.3 Other Tracking Technologies 

In addition to cookies, we may use: 

• Web beacons/pixels — small graphic images used to track email opens and website interactions 

• Local storage — used by some site features to store information locally on your browser 

• Tracking scripts embedded in third-party tools (e.g., chat widgets, marketing automation platforms) 

2.4 Managing Your Cookie Preferences 

When you first visit our website, you will be presented with a cookie consent banner allowing you to accept or reject non-essential cookies. You can change your preferences at any time by: 

• Clicking the "Cookie Preferences" link in our website footer 

• Adjusting your browser settings to block or delete cookies (note: this may affect site functionality) 

• Opting out of specific third-party advertising cookies via industry tools such as the Digital Advertising Alliance (optout.aboutads.info) or Your Online Choices (youronlinechoices.com) 

2.5 Changes to This Cookie Policy 

We may update this Cookie Policy periodically to reflect changes in the cookies and tools we use. Please check back regularly for updates. 

3. Recruitment Privacy Notice 

This notice explains how Ardent collects, uses, and protects personal data relating to job applicants and candidates ("you") during the recruitment process. 

3.1 What Candidate Data We Collect 

We may collect the following types of information during recruitment: 

• Application details: CV/resume, cover letter, application form responses 

• Contact information: name, email, phone number, address 

• Employment history and qualifications: work experience, education, certifications, references 

• Interview data: notes and assessments from interviews or evaluations 

• Background check data: where applicable and permitted by law (e.g., right-to-work verification, criminal record checks, credit checks for certain roles), subject to your consent or legal requirement 

• Equal opportunities data: demographic information you voluntarily provide for diversity monitoring purposes (optional and anonymized where possible) 

• Communications: correspondence between you and Ardent during the hiring process 

• Data from recruitment platforms: if you apply via a job board, LinkedIn, or recruitment agency, we may receive your data from that source 

3.2 How We Use Candidate Data 

We use your data to: 

• Assess your suitability for a role 

• Communicate with you about your application and interview process 

• Conduct background and reference checks (where applicable and consented to) 

• Comply with legal and regulatory obligations (e.g., right-to-work checks, equal employment reporting) 

• Maintain records of the recruitment process for audit and legal purposes 

• With your consent, consider you for future vacancies 

3.3 Legal Basis for Processing Candidate Data 

We process candidate data based on:

• Contract/pre-contractual steps to take steps at your request prior to entering into an employment contract 

• Legal obligation e.g., verifying eligibility to work 

• Legitimate interests to manage our recruitment process efficiently and assess candidate suitability 

• Consent for optional elements such as diversity monitoring or retention of your data for future opportunities 

3.4 Who We Share Candidate Data With 

• Internal hiring teams and relevant managers involved in the recruitment decision 

• Background check and screening providers (where applicable) 

• Recruitment agencies or platforms that assisted with your application 

• IT and HR systems providers who host our applicant tracking system 

• Regulators or authorities where legally required 

We do not sell candidate data or share it with third parties for their own marketing purposes. 

3.5 International Transfers of Candidate Data 

If Ardent operates or hires across multiple regions, candidate data may be transferred internationally to affiliated offices or service providers. Appropriate safeguards will be applied in line with applicable data protection law. 

3.6 Retention of Candidate Data 

• Unsuccessful applicants: We retain application data for 6 months after the recruitment process concludes, in case of future suitable vacancies or to defend against potential legal claims, unless you ask us to delete it sooner. 

• Successful applicants: Data collected during recruitment becomes part of your employee record and is retained in accordance with our employee data retention practices. 

3.7 Your Rights as a Candidate 

You have the same data protection rights described in Section 1.10 above, including the right to access, correct, or request deletion of your data, and to withdraw consent (e.g., for retention of your CV for future roles).

3.8 Automated Decision-Making 

Ardent does not use fully automated decision-making that produces legal or similarly significant effects on candidates without human involvement. If any automated screening tools (e.g., CV-matching software) are used, a human recruiter reviews the outcome before any hiring decision is made. 

3.9 Contact Us About Recruitment Data 

For questions or requests regarding your candidate data, contact: legal@ardentisys.com 

Contact Information 

For any questions about this Privacy Policy, Cookie Policy, or Recruitment Privacy Notice, please contact: 

Ardent Privacy Team:  

Email: legal@ardentisys.com 

Address: Ardentisys Ltd, 723 Capability Green Luton LU1 3LU.