Privacy Policy
TPSCheck.uk - Privacy Policy
Last Updated: 11 February 2026
Effective Date: 11 February 2026
1. Introduction
Visian Systems Limited (trading as TPSCheck) (“TPSCheck”, “we”, “us”, or “our”) is committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, store, and protect personal data when you use our website at https://tpscheck.uk and our API services (together, the “Service”).
This Privacy Policy applies to:
- Visitors to our website
- Users who create accounts and use our Service
- Business contacts and prospective customers
- Individuals whose telephone numbers are submitted to our Service by our customers
We process personal data in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 (“PECR”).
2. Data Controller
The data controller for personal data processed through our Service is:
Visian Systems Limited (trading as TPSCheck) Stapeley House, London Road, Stapeley, Nantwich CW5 7JW United Kingdom
Company Registration Number: 10678845 ICO Registration Number: ZC072179
Data Protection Contact: Email: privacy@tpscheck.uk Post: Data Protection, Visian Systems Limited, Stapeley House, London Road, Stapeley, Nantwich CW5 7JW
3. Personal Data We Collect
3.1 Account Information
When you register for an account, we collect:
- Full name
- Business name and type
- Email address
- Telephone number (optional)
- Billing address
- Password (stored in hashed form)
3.2 Payment Information
When you subscribe to a paid plan, we collect:
- Payment card details (processed and stored by our payment processor, Stripe)
- Billing history
- Invoice details
- VAT registration number (if applicable)
We do not store complete payment card numbers on our systems.
3.3 Usage Data
When you use our Service, we automatically collect:
- API request logs (timestamps, endpoints called, response codes)
- Number of requests made
- IP addresses
- Authentication tokens used
- Error logs and debugging information
3.4 Website Analytics
When you visit our website, we collect:
- Pages visited and navigation paths
- Time spent on pages
- Referring websites
- Browser type and version
- Operating system
- Device type
- Screen resolution
- Approximate location (country/city level, derived from IP address)
3.5 Communications Data
When you contact us, we retain:
- Email correspondence
- Support ticket content
- Chat transcripts
- Call recordings (with consent, where applicable)
3.6 Telephone Numbers Submitted via API
Our customers submit telephone numbers to check against TPS/CTPS registers. Regarding these numbers:
Whether we retain the telephone numbers you submit depends on your subscription plan.
- Audit log retention: For customers on plans that include audit logs (Pro, Business, and Enterprise), telephone numbers submitted for checking are logged alongside timestamps, check results, and the API key used. This data is retained for the duration specified by your plan tier (see Section 8.2).
- On Free and PAYG plans, we do not retain telephone numbers; they are processed in real-time and not retained after the response is returned. We retain only aggregated, anonymised statistics about API usage.
- We do not build profiles or databases of checked telephone numbers for our own purposes.
- See Section 9 for more details on our role as a data processor.
4. How We Use Your Personal Data
4.1 Lawful Bases for Processing
We process personal data only where we have a lawful basis to do so:
| Purpose | Data Categories | Lawful Basis |
|---|---|---|
| Account creation and management | Account information | Contract performance |
| Service provision | Account and usage data | Contract performance |
| Payment processing | Payment information | Contract performance |
| Customer support | Communications data | Contract performance |
| Service improvement | Usage and analytics data | Legitimate interests |
| Security and fraud prevention | Account and usage data | Legitimate interests |
| Marketing communications | Contact information | Consent (or legitimate interests for existing customers) |
| Legal compliance | Various | Legal obligation |
4.2 Specific Purposes
We use your personal data to:
Provide our Service: - Create and manage your account - Authenticate API requests - Process TPS/CTPS lookups - Track usage against your subscription allowance - Generate invoices and process payments
Communicate with you: - Send service-related notifications (usage alerts, subscription renewals) - Respond to support requests - Provide technical updates and API change notices - Send marketing communications (with consent or where legally permitted)
Improve our Service: - Analyse usage patterns to improve features - Identify and fix technical issues - Develop new functionality - Optimise website performance
Protect our Service: - Detect and prevent fraud, abuse, and security incidents - Enforce our Terms of Service - Protect the rights and safety of users
Meet legal obligations: - Comply with tax and accounting requirements - Respond to lawful requests from authorities - Establish, exercise, or defend legal claims
5. Marketing Communications
5.1 What We Send
With your consent, or where we have a legitimate interest, we may send you:
- Product updates and new features
- Tips for using the Service effectively
- Industry news related to TPS compliance
- Promotional offers and discounts
5.2 Your Choices
You can opt out of marketing communications at any time by:
- Clicking the “unsubscribe” link in any marketing email
- Updating your preferences in your account settings
- Contacting us at privacy@tpscheck.uk
Opting out of marketing will not affect service-related communications necessary for your account.
6. Data Sharing and Third Parties
6.1 Third-Party Service Providers
We share personal data with trusted service providers who help us operate our business:
| Provider Type | Purpose | Data Shared |
|---|---|---|
| Payment processor (Stripe) | Process payments | Payment information, billing address |
| Cloud hosting (AWS/similar) | Host our Service | All data processed through the Service |
| Email service provider | Send transactional and marketing emails | Email address, name |
| Analytics provider | Website analytics | Anonymised usage data |
| Customer support platform | Manage support requests | Communications, account information |
All service providers are contractually bound to protect your data and process it only on our instructions.
6.2 Legal Requirements
We may disclose personal data when required by law, including:
- In response to valid legal process (court orders, subpoenas)
- To comply with regulatory requirements
- To protect our legal rights
- In connection with fraud prevention
6.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the acquiring entity. We will notify you of any such transfer and any changes to this Privacy Policy.
6.4 No Sale of Personal Data
We do not sell personal data to third parties. We do not share personal data for third-party marketing purposes without your explicit consent.
7. International Data Transfers
7.1 Location of Processing
Your personal data is primarily processed and stored in the United Kingdom and the European Economic Area (EEA).
7.2 Transfers Outside UK/EEA
Some of our service providers may process data outside the UK and EEA. Where this occurs, we ensure appropriate safeguards are in place:
- Adequacy decisions: Transfers to countries with adequate data protection laws
- Standard Contractual Clauses: EU/UK-approved contractual protections
- Supplementary measures: Additional technical and organisational safeguards where required
7.3 Your Rights Regarding Transfers
You have the right to request information about international transfers and the safeguards in place. Contact us at privacy@tpscheck.uk for more information.
8. Data Retention
8.1 Retention Periods
We retain personal data only as long as necessary for the purposes described in this Privacy Policy:
| Data Category | Retention Period | Reason |
|---|---|---|
| Account information | Duration of account + 2 years | Service provision, legal claims |
| Payment records | 7 years from transaction | UK tax and accounting requirements |
| API usage logs | 90 days (detailed), 2 years (aggregated) | Service operation, billing disputes |
| Support communications | 3 years from resolution | Quality assurance, dispute resolution |
| Marketing preferences | Until consent withdrawn or account deleted | Marketing compliance |
| Website analytics | 26 months | Service improvement |
8.2 Telephone Numbers and Audit Logs
Retention of telephone numbers submitted for TPS/CTPS checking depends on your subscription plan:
| Plan | Retention | Details |
|---|---|---|
| Free | No retention | Numbers processed in real-time and immediately discarded |
| PAYG | No retention | Numbers processed in real-time and immediately discarded |
| Pro | 90 days | Numbers, check results, and timestamps retained in audit logs |
| Business | 12 months | Numbers, check results, and timestamps retained in audit logs |
| Enterprise | Up to 24 months (or as agreed) | Numbers, check results, and timestamps retained in audit logs |
For plans with audit log retention, data is stored securely in the United Kingdom and is available for export at any time via the dashboard (CSV or PDF format). Audit log data is automatically deleted at the end of the retention period. You may request earlier deletion by contacting privacy@tpscheck.uk.
8.3 Account Deletion
When you delete your account:
- Personal data is deleted or anonymised within 30 days
- Some data may be retained longer where required by law
- Backup copies are deleted according to our backup retention schedule (maximum 90 days)
9. Data Processor Role
9.1 Processing on Your Behalf
When you submit telephone numbers to our API, we act as a data processor on your behalf. You (or your customer) are the data controller for those telephone numbers.
9.2 Our Processing Activities
As a data processor, we:
- Process telephone numbers only to provide the Service
- Do not use telephone numbers for any other purpose
- Retain telephone numbers in audit logs only where your plan includes this feature, and only for the retention period specified (see Section 8.2)
- Implement appropriate security measures
- Do not engage sub-processors for telephone number processing without appropriate controls
9.3 Data Processing Agreement
Our Data Processing Agreement at https://tpscheck.uk/dpa governs our processing of telephone numbers on your behalf and fulfils the requirements of Article 28 of UK GDPR.
9.4 Your Responsibilities
As a data controller, you are responsible for:
- Having a lawful basis to submit telephone numbers for checking
- Informing data subjects about TPS checking where required
- Responding to data subject rights requests
- Using check results in compliance with PECR and UK GDPR
10. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
10.1 Right of Access
You can request a copy of the personal data we hold about you. We will provide this within one month of receiving your request.
10.2 Right to Rectification
You can request correction of inaccurate personal data. You can update most information directly through your account dashboard.
10.3 Right to Erasure
You can request deletion of your personal data where:
- It is no longer necessary for our purposes
- You withdraw consent (where consent was the lawful basis)
- You object to processing and we have no overriding legitimate grounds
- The data was unlawfully processed
This right does not apply where we need to retain data for legal compliance or legal claims.
10.4 Right to Restriction
You can request that we restrict processing of your personal data in certain circumstances, such as while we verify accuracy or consider an objection.
10.5 Right to Data Portability
You can request your personal data in a structured, machine-readable format for transfer to another service. This applies to data you provided based on consent or contract.
10.6 Right to Object
You can object to processing based on legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds.
You have an absolute right to object to direct marketing at any time.
10.7 Rights Related to Automated Decision-Making
We do not make decisions based solely on automated processing that have legal or similarly significant effects on you.
10.8 Exercising Your Rights
To exercise any of these rights:
- Email: privacy@tpscheck.uk
- Post: Data Protection, Visian Systems Limited, Stapeley House, London Road, Stapeley, Nantwich CW5 7JW
We may need to verify your identity before processing your request. We will respond within one month, or inform you if an extension is needed.
10.9 Right to Complain
If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk Telephone: 0303 123 1113 Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
We would appreciate the opportunity to address your concerns before you contact the ICO. Please contact us at privacy@tpscheck.uk first.
11. Security
11.1 Security Measures
We implement appropriate technical and organisational measures to protect personal data, including:
Technical measures: - Encryption of data in transit (TLS 1.2+) - Encryption of data at rest - Secure authentication mechanisms - Regular security testing and vulnerability scanning - Access logging and monitoring - Automated threat detection
Organisational measures: - Access controls based on need-to-know - Staff training on data protection - Incident response procedures - Regular security reviews - Vendor security assessments
11.2 Data Breach Response
In the event of a personal data breach:
- We will assess the breach within 24 hours
- We will notify the ICO within 72 hours where required
- We will notify affected individuals without undue delay where there is a high risk to their rights
- We will document the breach and our response
11.3 Your Security Responsibilities
You are responsible for:
- Keeping your account credentials secure
- Not sharing your API key with unauthorised parties
- Implementing appropriate security in your own systems
- Notifying us promptly of any suspected security incidents
12. Cookies and Tracking Technologies
12.1 What Are Cookies
Cookies are small text files placed on your device when you visit our website. They help us provide and improve our Service.
12.2 Cookies We Use
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential | Authentication, security, basic functionality | Session to 1 year |
| Functional | Preferences, language settings | 1 year |
| Analytics | Usage statistics, performance monitoring | Up to 26 months |
12.3 Cookie Consent
When you first visit our website, you will be asked to consent to non-essential cookies. You can:
- Accept all cookies
- Reject non-essential cookies
- Customise your preferences
12.4 Managing Cookies
You can manage cookies through:
- Our cookie preference centre
- Your browser settings
- Browser extensions
For more information, see our Cookie Policy at https://tpscheck.uk/cookies.
13. Children’s Privacy
Our Service is intended for business use and is not directed at children under 18. We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child, we will delete it promptly.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Changes will be:
- Posted on this page with an updated “Last Updated” date
- Communicated via email for material changes
- Effective 30 days after posting (or as stated in the notification)
We encourage you to review this Privacy Policy periodically.
15. Contact Us
For questions about this Privacy Policy or our data practices:
Visian Systems Limited (trading as TPSCheck)
Data Protection Contact: privacy@tpscheck.uk General Enquiries: support@tpscheck.uk Website: https://tpscheck.uk
Post: Data Protection Visian Systems Limited Stapeley House, London Road, Stapeley Nantwich CW5 7JW United Kingdom
This Privacy Policy was last reviewed and updated on 11 February 2026.