Privacy notice

How Fortem uses information from website enquiries and how to contact us about your rights.

Updated 30 October 2026

Who is responsible for your information?

ICO registration reference: ZA569020.

Fortem Information Technology Limited is responsible for the personal information collected through this website. Our company number is 05924916. Our registered office is Belmont, Belmont Road, Uxbridge, England, UB8 1HE.

Privacy and deletion requests are handled by Nit Ratnam. Email hello@fortem-it.com or call 020 3802 2000.

What we collect

If you contact us, we receive your name, email address, organisation, enquiry type, optional phone number and any message you provide. Enquiries sent through our tools can also include the project details you choose to send. Please do not include passwords, payment-card details or sensitive personal information.

Website and email systems also process technical information needed to deliver the service and protect it from misuse. This can include your IP address, browser information, request time and security records.

Why we use it

We use enquiry details to answer your question, discuss your requirements, prepare a quotation where requested and keep a record of the conversation. Our legitimate interests are responding to business enquiries and managing our business relationships. Where you ask us to take steps towards a contract with you personally, we may also use your information for those pre-contract steps.

We use technical information for our legitimate interests in keeping the website reliable and preventing spam or abuse. Sending an enquiry is optional, but we need enough accurate contact information to respond.

Submitting a website enquiry does not subscribe you to marketing. The enquiry forms do not make automated decisions about you or create a marketing profile.

Who receives your information

Website enquiry details are stored privately on Cloudflare hosting for authorised Fortem staff to review and respond. If you email hello@fortem-it.com, your message is handled through our email service. Hosting, email and IT service providers process the information needed to operate those services.

If your request needs input from a manufacturer, distributor or specialist delivery partner, we explain the proposed scope and share only the information needed for that work. We may also disclose information where required by law or to establish or defend legal rights.

Where information is handled

The location of processing depends on the hosting and email services used. Where personal information is transferred outside the UK, the applicable data-protection requirements must be met, using an adequacy decision or other appropriate safeguards where required. Contact us for information about the arrangements relevant to your enquiry.

How long we keep it

Enquiries that do not become customer relationships are retained for up to 24 months after the last meaningful contact, then deleted or anonymised unless an ongoing project, legal obligation or documented need justifies keeping relevant information longer. Sending a marketing campaign does not restart this period.

Active customer contact details are kept while needed for the relationship and reviewed when it ends or when a contact leaves. Accounting records, including relevant invoices and contracts, are normally retained for six years from the end of the last company financial year they relate to, or longer where required. This does not mean every contact detail or enquiry is kept for six years.

Spam and rejected enquiries are retained for up to 90 days. Test submissions are retained for up to 30 days. Relevant information may be held longer for an active fraud or security investigation or a legal obligation.

If you unsubscribe or object to marketing, we retain only the minimum suppression details needed to respect your choice and prevent future marketing. These records are not used to send marketing.

We review enquiry records due for deletion or anonymisation quarterly. Any extension must have a documented reason. Privacy requests can result in earlier deletion where applicable. Information retained for a legal obligation or dispute is restricted to what is needed for that purpose.

Your rights

To exercise your rights, email hello@fortem-it.com or write to our registered office. Requests are normally free and answered within one calendar month. We may need proportionate information to verify your identity. If a lawful extension or charge applies, we will explain why.

Depending on the circumstances, you can ask to access your personal information, correct it, delete it, restrict its use or receive a portable copy. Some rights depend on the reason we use the information.

You can object to our use of your personal information where we rely on legitimate interests. Email hello@fortem-it.com and tell us which use you object to. We will consider your request and explain the outcome.

Where we rely on consent for a separate activity, you can withdraw it at any time without affecting the lawfulness of earlier use.

Questions and complaints

To make a data protection complaint, email hello@fortem-it.com, call 020 3802 2000, or write to our registered office above. Explain what happened and how we can contact you; please avoid sending unnecessary sensitive information. We will acknowledge your complaint within 30 days, investigate and keep you informed, and explain the outcome without undue delay. You can also complain to the Information Commissioner’s Office.

Cookies, settings and other websites

Storage on your device

fortem-consent — essential: First-party local storage recording your choices and their expiry. Valid for six months, or replaced when you change your choice.
fortem-theme — optional preferences: First-party local storage remembering light or dark appearance, used only while your preference consent is valid.
fortem-accessibility — optional preferences: First-party local storage remembering reading size, contrast, link underlining and paused movement, used only while your preference consent is valid.

Rejecting optional storage removes saved theme and accessibility preferences. You can withdraw consent through Cookie preferences in the footer, or remove this website’s local storage in your browser. Preference records may remain on the device until replaced or removed; expired consent is not used to restore them. No third-party analytics or visitor identification is active on this review site.

Analytics and business visitor identification are not active on this review website. The website uses essential local storage to remember your cookie choice for six months. Appearance and accessibility preferences are stored only if you allow optional preference storage. You can change your choice using Cookie preferences in the footer. The controls also work for the current page without optional storage.

Links to the Fortem shop, education website, LinkedIn and map services open separate websites with their own privacy and cookie information. Following a link does not give those websites permission to use optional tracking on this site.

Changes to this notice

We update this notice when the website's handling of information changes. The date above identifies this version.

Enquiries from Fortem Tools

The optional enquiry forms in Fortem Tools save your name, organisation, email address, optional phone number, enquiry and any working document or feature context you choose to include. These records are stored privately for Fortem to review and respond to your request. The main contact and review forms save enquiries in the same way. Separate delivery statuses record whether the email system and Zoho have accepted the enquiry, so a failed step can be retried without resending a completed step. Submitting a feature enquiry does not subscribe you to marketing.

The feature tools themselves do not save your entries between visits. They send project details to Fortem only if you submit an enquiry with the context option selected. Short-lived hashed connection records are used to limit repeated submissions; raw connection addresses are not stored in the enquiry record. To ask about access to or deletion of your enquiry, email hello@fortem-it.com.

Enquiries are reviewed by Fortem staff before any further sales follow-up is arranged. An enquiry is not permission to add your address to marketing email campaigns.