Entity Scout Privacy Policy

Effective Date: April 2026

Last updated: 18th April 2026

Version 1.0

1. Introduction

Entity Scout is a trading name of The Structured Data Company Limited (“we”, “us”, “our”), a company registered in England and Wales under company number 16095340, whose registered office is at 1-2 Rhodium Point Spindle Close, Hawkinge, Folkestone, Kent, United Kingdom, CT18 7TQ.

We are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains what personal data we collect, why we collect it, how we use and protect it, and what your rights are under applicable data protection law.

We are registered with the Information Commissioner’s Office (ICO) under registration number ZB943432. You can verify our registration here.

This policy applies to:

the Entity Scout marketing website at https://entityscout.com;
the Entity Scout application platform at https://tool.entityscout.com;
any communications between you and us in connection with the Service.

This policy complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

By using Entity Scout, you confirm that you have read and understood this Privacy Policy. If you do not agree with it, you should stop using the Service.

2. Data Controller

For the purposes of UK data protection law, The Structured Data Company Limited is the Data Controller for personal data collected through the Entity Scout marketing website and the Entity Scout application platform.

For enquiries about this policy or your personal data, please contact us at:

Email: customerservice (at) entityscout.com

Post: The Structured Data Company Limited, 1-2 Rhodium Point Spindle Close, Hawkinge, Folkestone, Kent, CT18 7TQ

3. What Personal Data We Collect

3.1 Account Registration and User Profiles

When you register for an Entity Scout account, we collect:

your name;
your business email address;
your company or organisation name;
your password (stored in encrypted form – we never store passwords in plain text);
your subscription tier and billing history.

If you add viewer accounts for team members, we collect the same registration information for each viewer.

3.2 Billing Information

Subscription payments are processed by Stripe, Inc. We do not collect or store your full payment card details. Stripe provides us with limited transaction data for billing and account management purposes, such as the last four digits of your card, card type, and payment status. For details of how Stripe handles your payment data, please refer to Stripe’s Privacy Policy at https://stripe.com/gb/privacy.

3.3 Usage Data

When you use the Entity Scout application platform (tool.entityscout.com), we may collect limited technical data necessary to operate and secure the Service, including:

your IP address;
browser type and version;
pages and features accessed within the platform;
timestamps of access and activity.

We do not use Google Analytics or similar analytics tools on the application platform. This data is collected solely for security, performance, and service delivery purposes.

3.4 Marketing Website

On the Entity Scout marketing website (https://entityscout.com), we use Google Analytics and Google Search Console to understand how visitors find and use the site. These tools may collect:

your IP address (anonymised by Google Analytics);
browser type and version;
pages visited and time spent on each page;
referring website;
general geographic location (country or region level).

This data is collected in aggregated and anonymised form and is not used to identify individual visitors.

3.5 Contact Form Submissions

If you contact us via the website contact form or by email, we collect your name, email address, and the content of your message, solely to respond to your enquiry.

3.6 WordPress Platform Functionality

Both the Entity Scout marketing website and the application platform are built on WordPress. Certain software components used to operate, secure, and maintain the platform may collect limited technical data, such as IP addresses, for purposes including spam prevention, security monitoring, and performance optimisation. This data is used only for the technical functioning of the Service and is not used for marketing or profiling purposes.

3.7 Embedded Content

Pages on the Entity Scout marketing website may contain embedded content from third-party websites (for example, videos or social media posts). Embedded content behaves as though you have visited that third-party website directly and may collect data about you, use cookies, and monitor your interaction with that content independently of Entity Scout. We have no control over, and accept no responsibility for, the data practices of third-party embedded content providers.

4. Cookies

The Entity Scout marketing website (entityscout.com) uses cookies. These include:

Essential cookies: required for the website to function correctly, including maintaining your session if you log in;
Analytics cookies: used by Google Analytics to collect anonymised data about how visitors use the site.
The Entity Scout application platform (tool.entityscout.com) uses essential session cookies required to operate your user account. It does not use analytics cookies.
Certain WordPress software components used across both the marketing site and the application platform may set additional cookies for security and functional purposes.

You can control and manage cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of the Service. For more information about cookies generally, visit https://www.ico.org.uk/your-data-matters/online/cookies/

5. How We Use Your Personal Data

We use your personal data for the following purposes:

to create and manage your Entity Scout account;
to provide and operate the Entity Scout Service;
to process your subscription payments via Stripe;
to send you transactional communications relating to your account, such as subscription confirmations, renewal notices, payment receipts, and service notifications;
to respond to your support or contact form enquiries;
to detect and prevent fraud, abuse, and security incidents;
to monitor and improve the performance and security of the platform;
to understand how the marketing website is used (via anonymised analytics);
to comply with our legal obligations.

We do not use your personal data for marketing purposes or send you marketing emails. We do not sell your personal data to any third party.

6. Legal Basis for Processing

Under UK GDPR, we process your personal data on the following legal grounds:

Contract: processing your account registration data and subscription information is necessary to perform our contract with you and to provide the Service.
Legitimate interests: collecting technical usage data and operating platform security measures is necessary for our legitimate interests in running a secure and functional service, provided those interests are not overridden by your rights.
Legal obligation: we may process data where required to comply with applicable law, including tax and accounting obligations.
Consent: where we rely on consent (for example, for analytics cookies on the marketing website), you may withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal.

7. Who We Share Your Data With

We do not sell your personal data. We share your data only in the following limited circumstances:

7.1 Stripe

Payment processing is carried out by Stripe, Inc. Your payment card data is handled directly by Stripe and is subject to their privacy policy. We receive only limited transaction metadata from Stripe for billing purposes.

7.2 Other Data Providers

The data displayed within the Entity Scout platform is sourced from third-party providers including DataForSEO, SERPAPI and various search engine APIs. These providers process queries on our behalf to retrieve publicly available data. Your personal data (such as your name or email) is not shared with these providers. The tracking queries we submit relate to your brand entities, not to you as an individual.

7.3 Google

We use Google Analytics on the marketing website and Google Search Console for website performance monitoring. Google may receive anonymised usage data from the marketing website. We also use Google’s infrastructure for certain operational purposes. Google implements appropriate safeguards for international data transfers, including Standard Contractual Clauses.

7.4 Hosting and Infrastructure

The Entity Scout platform is hosted on servers provided by our hosting provider. Your data is stored on those servers in connection with the operation of the Service. Our hosting provider acts as a data processor on our behalf and is contractually required to protect your data.

7.5 Legal and Regulatory Disclosure

We may disclose your personal data to regulatory authorities, law enforcement agencies, or courts where required to do so by law, or where necessary to protect the rights, property, or safety of Entity Scout, our users, or others.

8. International Data Transfers

Some of our third-party service providers, including Stripe and Google, are based outside the United Kingdom and may process your data in countries that do not provide the same level of data protection as the UK.

Where your data is transferred outside the UK, we ensure that appropriate safeguards are in place, including one or more of the following:

Standard Contractual Clauses approved by the ICO or the European Commission (as applicable);
UK Government adequacy regulations confirming that the destination country provides an adequate level of protection;
other legally recognised transfer mechanisms under UK GDPR.

You can obtain further information about the safeguards we rely on for international transfers by contacting us at customerservice (at) entityscout.com.

9. How Long We Keep Your Data

We retain your personal data only for as long as necessary for the purposes set out in this policy:

Account data: retained for the duration of your subscription and for 6 months following cancellation or account closure, after which it is permanently deleted.
Free trial data: retained for 30 days following the end of the free trial period, after which it is permanently deleted if no paid subscription is activated.
Inactive accounts: accounts that have not been accessed for 12 consecutive months, but are still being paid for, may be deleted. We will make reasonable efforts to notify you in advance.
Contact form and email correspondence: retained for 2 years from the date of last contact.
Billing records: retained for 6 years from the relevant transaction date to comply with legal and accounting requirements.
Anonymised analytics data: retained for up to 26 months (Google Analytics default retention period).

Where data is deleted, it is permanently and securely removed from our systems. Anonymised or aggregated data that cannot identify you may be retained for longer periods for statistical purposes.

10. Security

We take the security of your personal data seriously. We have implemented appropriate technical and organisational measures to protect your data against unauthorised access, loss, disclosure, or destruction, including:

encrypted storage and transmission of data (SSL/TLS);
strong password requirements enforced at account registration (minimum 12 characters, including uppercase and lowercase letters, numbers, and special characters);
two-factor authentication where available;
regular security updates and monitoring;
Cyber Essentials certification, verified by IASME.

In the event of a personal data breach, we will notify you and the ICO as required by UK GDPR, where the breach is likely to result in a risk to your rights and freedoms. We will take all reasonable steps to contain and remediate any breach as promptly as possible.

While we take all reasonable precautions, no system is entirely immune from security threats. You are also responsible for keeping your login credentials secure and for using a strong, unique password in accordance with our Terms and Conditions.

11. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

Right of access: you may request a copy of the personal data we hold about you (a Subject Access Request).
Right to rectification: you may request that we correct any inaccurate or incomplete data we hold.
Right to erasure: you may request that we delete your personal data in certain circumstances, for example where it is no longer necessary for the purpose for which it was collected.
Right to restrict processing: you may request that we limit how we use your data in certain circumstances.
Right to data portability: you may request your personal data in a structured, commonly used, machine-readable format.
Right to object: you may object to our processing of your data where we rely on legitimate interests as our legal basis.
Rights related to automated decision-making: we do not use automated decision-making or profiling that produces legal or similarly significant effects.
To exercise any of these rights, please contact us at customerservice (at) entityscout.com or in writing to our registered address. We will respond within one calendar month. We may need to verify your identity before processing your request.

We will not charge a fee for handling your request unless the request is manifestly unfounded or excessive, in which case we may charge a reasonable administrative fee or decline to respond.

12. Complaints

If you are unhappy with how we have handled your personal data, we would appreciate the opportunity to resolve your concerns directly. Please contact us in the first instance at customerservice (at) entityscout.com.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at any time:

Website: https://www.ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

13. Third-Party Links and Services

The Entity Scout website and platform may contain links to third-party websites or services. This Privacy Policy does not apply to those third-party sites. We encourage you to read the privacy policies of any third-party sites you visit, as we have no control over and accept no responsibility for their data practices.

14. Children’s Privacy

The Entity Scout Service is intended for business users only and is not directed at individuals under the age of 18. We do not knowingly collect personal data from anyone under 18. If we become aware that we have collected personal data from a minor, we will delete it promptly.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our data practices, or the Service. When we do, we will update the version number and effective date at the top of this document. Where changes are material, we will notify you by email to the address registered to your account or by a notice displayed within the Service.

We encourage you to review this policy periodically. Your continued use of the Service after any updated policy takes effect constitutes your acceptance of those changes.

Next scheduled review: April 2027

16. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us: