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PRIVACY POLICY Ribbonfish is committed to ensuring that your privacy is protected. All data is stored in a secure format and we will never sell on or share with a third party for marketing purposes. Ribbonfish Privacy Policy LAST UPDATED: August 2026 Background Ribbonfish Limited (“Ribbonfish”, “we”, “us” or “our”) is committed to respecting and protecting the privacy of individuals who interact with our business, website, products and services. This Privacy Policy explains how we collect, use, disclose and protect personal information when you visit our website, contact us, request information about our services, attend our events, communicate with us, or otherwise interact with Ribbonfish. Ribbonfish provides technology consulting and solutions to organisations across the education, publishing, media, and other industries. In delivering our services and operating our business, we may process personal information relating to customers, prospective customers, business contacts, website visitors, partners, suppliers, job applicants and other individuals we interact with. We are registered in England and Wales under company number 06412108. We take our responsibilities under applicable data protection and privacy laws seriously and aim to be transparent about how personal information is collected and used. Categories of Personal Data Depending on how you interact with us, we may collect the following categories of personal information. Information Provided Directly This may include: First and last name Business email address Telephone or mobile number Job title and role Company or organisation name Business address Information included in enquiries, messages or other correspondence Information provided when requesting a consultation, demonstration or information about our services Information provided when registering for events, webinars or other activities Information provided when applying for employment or working with us Technical and Usage Information When you visit our website, we may collect certain technical information, such as: IP address Browser type and version Device type Operating system Approximate location Pages visited and interactions with our website Referring website Date and time of visits Website performance and diagnostic information Where We Obtain Personal Data We may obtain personal data directly from you when you contact us, request information, attend an event, register for a webinar, use our website, enter into a business relationship with us, or otherwise interact with Ribbonfish. We may also obtain personal data from other sources, including: Customers and prospective customers Business partners and Salesforce partners Event organisers and event registration platforms Referrals and professional contacts Publicly available websites and professional networking platforms, such as LinkedIn Suppliers and service providers Recruitment agencies and job platforms Other third parties where we have a lawful basis to obtain and use the information Where we obtain personal data from a third party or publicly available source, we will process that information in accordance with applicable data protection law and provide appropriate privacy information where required. Purposes of Processing We may use your personal data for the following purposes. Enquiries and Business Communications Respond to enquiries and requests Arrange meetings and consultations Provide information about our services Arrange product demonstrations Communicate with you about an existing enquiry or business relationship Service Delivery and Customer Management Deliver contracted services Manage projects and customer relationships Provide technical support Communicate with customers and project stakeholders Maintain project records Manage billing and payments Improve and maintain our services Business Operations and Administration Manage our business operations Maintain business records Manage contracts Process invoices and payments Meet accounting and tax requirements Manage suppliers and business partners Protect our systems, website and business assets Marketing and Communications Ribbonfish services Products and solutions Events and webinars Industry insights News and updates Relevant educational or promotional content We may rely on legitimate interests to send relevant business-to-business marketing communications. We will always provide an appropriate way to opt out of marketing communications. Where required by applicable law, we may rely on your consent to process personal data for a particular purpose. You may withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn. Lawful Bases for Processing The table below lists our main processing activities, the personal data we may process and the lawful basis we rely on for doing so. The applicable lawful basis may vary depending on the circumstances and our relationship with you. Processing activity Data processed Lawful basis Handling enquiries and business communications Name, business email address, telephone or mobile number, job title, organisation name, and information included in enquiries or correspondence Legitimate interests – to respond to enquiries, communicate with prospective customers and manage business relationships. Delivering contracted services and providing customer support Name, business email address, telephone number, job title, organisation name, project and communication records Contract – where processing is necessary to enter into or perform a contract with you. Managing business operations and administration Name, contact details, business information, contract and business records Legitimate interests – to operate and administer our business. Where applicable, contract or legal obligationmay also apply. Processing invoices, payments, accounting and tax requirements Name, business contact details, payment and financial information, invoice and transaction records Legal obligation where processing is necessary to comply with accounting, tax or other legal requirements. Contract may also apply where processing is necessary to manage contractual payments. Protecting our website, systems and business assets IP address, device information, technical and usage information, security and diagnostic information Legitimate interests – to protect our website, systems, networks and business assets. Legal obligation may also apply where we are required to process information for legal or regulatory purposes. Understanding website usage and improving our services IP address, device information, pages visited, website interactions, referring website and performance information Legitimate interests where permitted by applicable law. Where consent is required for cookies or similar technologies, consent will apply. Marketing and communications Name, business email address, job title, organisation name and communication preferences Legitimate interests where permitted by applicable law, including relevant business-to-business marketing. Where applicable law requires consent, consent will apply. Managing event and webinar registrations Name, business email address, telephone number, job title, organisation name and registration information Legitimate interests to organise and communicate about business events and webinars, or contract where necessary to provide a service requested by you. Managing recruitment and employment applications Name, contact details, CV and application information, employment history and other information provided as part of the recruitment process Legitimate interests and, where applicable, steps taken at the individual’s request prior to entering into a contract. Legal obligation may also apply where required by law. Managing data protection requests and complaints Name, contact details, identity verification information and communications history Legal obligation where necessary to comply with applicable data protection law, and legitimate interestswhere necessary to manage and respond to enquiries or complaints. Establishing, exercising or defending legal claims Contact details, communications, contractual records and other relevant information Legitimate interests and, where applicable, legal obligation. Cookies and Similar Technologies Our website uses cookies and similar technologies to operate effectively, understand website usage and, where permitted, support our marketing activities. Cookies may be used for purposes such as: Website security Analytics and performance monitoring Understanding how visitors use our website Marketing and advertising Where required by law, we will request your consent before placing non-essential cookies on your device. Cookie Choices When you visit our website, you may be given the option to manage your cookie preferences. The choices available may include: Reject All – Only cookies and similar technologies that are strictly necessary for the operation and security of the website will be used. Non-essential analytics and marketing technologies will not be activated. You will still be able to access and use the website, but your visit may not be included in our analytics or used for non-essential marketing purposes. Accept Some – You can choose which categories of non-essential cookies and similar technologies you consent to, such as analytics or marketing cookies. Only the categories you select will be activated, while other non-essential technologies will remain disabled. Accept All – In addition to strictly necessary cookies, you consent to the use of available non-essential analytics and marketing cookies and similar technologies. Depending on the technologies we use, this may allow us to collect information such as your IP address, device and browser information, pages visited, interactions with the website, referring website and information about interactions with marketing content. You can change or withdraw your cookie preferences at any time through the cookie settings available on our website. Disclosure of Personal Data We do not sell your personal data. We may share personal data where necessary to operate our business, provide services, comply with legal obligations or pursue the purposes described in this Privacy Policy. This may include sharing information with: Technology and software providers CRM and business management systems Hosting and cloud service providers Email and marketing service providers Analytics providers Professional advisers, including legal, accounting and financial advisers Recruitment providers Payment and financial service providers IT and cybersecurity providers Salesforce and relevant technology partners Government authorities, regulators or law enforcement agencies where legally required Other suppliers or subcontractors supporting the delivery of our services Where third-party service providers process personal data on our behalf, we take reasonable steps to ensure that they process the information securely and in accordance with applicable data protection requirements. International Data Transfers Ribbonfish operates internationally and may work with customers, suppliers, service providers and other organisations located in different countries. As a result, personal data may be transferred to or accessed from countries outside the United Kingdom. Where personal data is transferred internationally, we will ensure that the transfer is made in accordance with applicable data protection law and that appropriate safeguards are in place where required. Depending on the circumstances, these safeguards may include: A transfer to a country recognised as providing an adequate level of protection The UK International Data Transfer Agreement The UK Addendum to the EU Standard Contractual Clauses Other lawful transfer mechanisms or appropriate safeguards permitted under applicable data protection law Further information about the safeguards applicable to a particular international transfer can be requested by contacting us using the details in the Data Protection Requests section. Where We Obtain Personal Data We may obtain personal data directly from you when you contact us, request information, attend an event, register for a webinar, use our website, enter into a business relationship with us, or otherwise interact with Ribbonfish. We may also obtain personal data from other sources, including: Customers and prospective customers Business partners and Salesforce partners Event organisers and event registration platforms Referrals and professional contacts Publicly available websites and professional networking platforms, such as LinkedIn Suppliers and service providers Recruitment agencies and job platforms Other third parties where we have a lawful basis to obtain and use the information Where we obtain personal data from a third party or publicly available source, we will process that information in accordance with applicable data protection law and provide appropriate privacy information where required. Data Security We take appropriate technical and organisational measures designed to protect personal data against unauthorised access, accidental loss, destruction, alteration, unauthorised disclosure and other unlawful or unauthorised processing. Depending on the nature of the information and processing involved, these measures may include: Access controls Authentication and authorisation controls Security monitoring Confidentiality obligations Technical and organisational security measures IT and network security controls Supplier and service-provider controls Incident management procedures While we take reasonable steps to protect personal data, no method of transmitting or storing information can be guaranteed to be completely secure. Data Retention We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, contractual and reporting requirements. The length of time we retain information depends on factors such as: The purpose for which we collected it Whether we have an ongoing business relationship with you Our contractual obligations Legal and regulatory requirements Whether a dispute or potential dispute exists When personal data is no longer required, we will securely delete, anonymise or otherwise dispose of it in accordance with our retention procedures. Individual Data Protection Rights Depending on the circumstances and applicable law, you may have the following rights: Right of access – to request a copy of the personal data we hold about you. Right to rectification – to ask us to correct inaccurate or incomplete personal data. Right to erasure – to ask us to delete your personal data in certain circumstances. Right to restriction – to ask us to restrict the processing of your personal data in certain circumstances. Right to object – to object to certain processing, including processing based on legitimate interests and direct marketing. Right to data portability – in certain circumstances, to receive personal data in a structured, commonly used and machine-readable format. Right to withdraw consent – where we rely on consent, you may withdraw that consent at any time. Rights relating to automated decision-making and profiling – where applicable. These rights are not absolute and may be subject to legal exceptions. If you would like to exercise any of your rights, please contact us using the details in the Data Protection Requests section. We may need to verify your identity before processing your request to help protect your personal information. Data Protection Requests To exercise your rights or ask a question about how we process your personal data, please contact Marc Defosse, our Founder and DPO/Privacy Lead: Email: contactus@ribbonfish.com Address: Ribbonfish Limited Stag Gates House, 63/64 The Avenue, Southampton, SO17 1XS, United Kingdom We will respond to valid data protection requests without undue delay and, in any event, within one month of receiving the request. Where necessary, this period may be extended by up to a further two months if the request is complex or we have received a number of requests from the same individual. If we extend the response period, we will inform you of the extension and explain the reasons for it within one month of receiving your request. How to Make a Complaint If you are concerned about how we have handled your personal data, we encourage you to contact us first using the details provided in the Data Protection Requests section so that we have an opportunity to address your concerns. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection and privacy matters, if you believe that we have not handled your personal data in accordance with applicable data protection law. You can find further information about making a complaint and contact the ICO using the details below: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Tel: 0303 123 1113 Website: https://ico.org.uk/make-a-complaint/ The ICO generally encourages individuals to raise their concerns with the organisation concerned before making a complaint to the ICO.