Privacy policy

June 11, 2025 LAST UPDATED

What is this policy?

This is the privacy policy of Canvas Software Limited (t/a Maze) ("Maze", "we", "us" or "our"). It explains who we are, why and how we process your personal information (also referred to as personal data) when you visit our website at: mazehq.com ("Site") and your rights and how to contact us if you need to.

Our contact details are set out at the end of this policy (see the 'How to contact us?' section). We are the controller in relation to the personal data processed in accordance with this policy (except where this policy explains otherwise) -- this means we will make decisions on why and how your personal information is being processed.

Please read this policy carefully and ensure that you understand it, as it explains our views and practices regarding your personal information and how we will treat it.

This policy sets out:

What is personal information?
What personal information do we collect and how do we collect it?
How do we use your personal information?
How long will we keep your personal information?
How and where is your personal information stored?
Who do we share your personal information with?
Do we use cookies?
What are your rights?
Changes to this policy
How to contact us?

What is personal information?

In plain terms, your personal information (also known as 'personal data') includes any information which can be used to identify you. This includes information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

What personal information do we collect and how do we collect it?

Depending upon your use of our Site, we may collect and process some or all of the personal information set out below.

Information we collect about you:

Identity Information consists of your name, email address, phone number, and the company you work for or are otherwise affiliated with. We collect this information when you fill out our contact us form on our Site, or otherwise communicate with us by email, phone, text or social media.
Enquiry Information includes any personal information that is not Identity Information that you include in your communications with us, including any feedback you provide to us. This information is collected through the same methods as Identity Information.

Information we receive about your use of our Site:

Technical Information includes your Internet protocol (IP) address used to connect your device to the Internet, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our Site. We collect this information when you visit and use our Site through automated means. Please see the 'How we use cookies?' section of this policy for information.
Usage Information encompasses interaction information about your use of our Site including the full Uniform Resource Locators (URL), clickstream data, content you viewed or searched for, content response times, download errors, length of visits to certain content, interaction information such as scrolling, clicks, and hover-overs, and methods used to browse away from content. This information is automatically collected during your use of our Site.
Location Information may be derived from your approximate regional location based on your IP address when you access our Site.

Information we receive from other sources:

Social Media Information includes your social media handle and other information relating to your interactions with us on social media platforms. We collect this information if you interact with us through third party social media sites, such as Facebook, LinkedIn, and X (formerly Twitter). For example, this occurs when you like, share, or comment on content we post or otherwise interact with us through our social media accounts.

How do we use your personal information?

Under data protection law, we must always have a lawful basis for using your personal information. The following explains how we use your personal information and our lawful bases for doing so.

If we need to use your personal information for a purpose that is unrelated to, or incompatible with the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

Responding to enquiries and correspondence

We use your Identity Information, Enquiry Information, and Social Media Information to respond to your enquiries and any other correspondence we receive from you. Our lawful basis for this processing is either to enter into or perform a contract with you, or our legitimate interest in ensuring your questions are answered and you have a great user experience.

Marketing communications

We use your Identity Information to send you information about services that we think you might be interested in. Our lawful basis for this processing is our legitimate interests in running our business and showing you services that might be of interest to you.

Site content delivery and optimization

We use your Technical Information, Usage Information, and Location Information to deliver relevant Site content to you in the most effective manner for you and your device. Our lawful basis for this processing is our legitimate interests in ensuring Site visitors have a great user experience when accessing and using our Site.

Internal operations management

Site security

We use your Technical Information and Usage Information to keep our Site safe and secure. Our lawful basis for this processing is our legitimate interests in network security.

Site usage analysis

We use your Technical Information and Usage Information to analyse your use of our Site. Our lawful basis for this processing is our legitimate interests in improving our Site.

Direct marketing and effectiveness analysis

We use your Identity Information, Social Media Information, and Usage Information to send you direct marketing and to understand its effectiveness. Our lawful basis for this processing is either our legitimate interests in making you aware of services you may be interested in, or your consent where required by law.

Social media interaction analysis

We use your Identity Information, Social Media Information, and Usage Information to analyse your interaction with social media platforms and our content. Our lawful basis for this processing is our legitimate interests in growing our business and social media presence.

Legal compliance and claims

We use your Identity Information, Enquiry Information, Social Media Information, and any other personal information a law enforcement authority may require to comply with our legal and regulatory obligations and bring and defend legal claims. Our lawful basis for this processing is either to comply with our legal obligations or our legitimate interest in defending ourselves against claims.

For more information about how we process your personal information, please see the 'How we use cookies?' section of this policy.

Marketing

Where permitted in our legitimate interest or with your prior consent where required by law, we will use your personal information for marketing analysis and to provide you with marketing communications by email or telephone about our services.

You can object to further marketing at any time by selecting the "unsubscribe" link at the end of all our marketing and promotional update communications to you, or by sending us an email to unsubscribe@mazehq.com.

You can also request that we send marketing material to a non-personal email address instead of one which identifies you as an individual.

How long will we keep your personal information?

We will only retain your personal information for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal information for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal, regulatory and tax, accounting or other requirements.

In some circumstances you can ask us to delete your personal information (see your rights below). In some circumstances we will anonymise your personal information (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

How and where is your personal information stored?

We may store some or all of your personal information in countries outside of the UK and European Economic Area ("EEA"). We may transfer your personal information outside of the EEA or UK to:

store it;
enable us to provide our services to you;
where we are legally required to do so; and
facilitate the operation of our group of businesses, where it is in our legitimate interests, and we have concluded these are not overridden by your rights.

We will take additional steps in order to ensure that your personal information is treated just as safely and securely as it would be within the UK / EEA. We do this by implementing certain standard contractual clauses with the recipients of your personal information.

Please contact us for further information about the particular data protection safeguards used by us when transferring your personal information outside of the UK / EEA.

Who do we share your personal information with?

We may share your personal information with:

our group companies, who may also process your personal information for the purposes set out in this policy;
organisations who process your personal information on our behalf and in accordance with our instructions. This includes supporting our services, in particular data hosting services, fulfilment services, communications providers, advertising services, marketing services, facilitating feedback on our Site and providing IT support services from time to time. These organisations (which may include third party suppliers, agents, sub-contractors and/or other companies in our group) will only use your personal information to the extent necessary to perform their support functions;
analytics and search engine providers that assist us in the improvement and optimisation of our Site or services and advertising; and
other third parties such as professional advisors, including banks, accountants, and lawyers.

We will also disclose your personal information to third parties in the event that:

we sell our business or assets, in which case we will disclose your personal information to the prospective buyer of such business or assets subject to the terms of this privacy policy;
such disclosure is required in order: to comply with legal requests, where required or legally permitted to establish, exercise or defend legal rights; in order to enforce or apply our terms of supply and other agreements with you; or to protect our rights, property, or safety, or the rights, property or safety of our customers, or others. This includes exchanging personal information with other companies and organisations for the purposes of fraud protection, credit risk reduction and to prevent cybercrime.

How we use cookies?

We use cookies and other similar technologies to collect and store certain information about you, which includes your personal information. These technologies include cookies, pixels, web beacons and JavaScript (together "Cookies"), they typically involve storing pieces of information or code transferred to or accessed from your device to store and, sometimes, record information about your interaction with online services from your device.

Cookies and similar technologies enable you to be remembered when using that device to interact with online services and can be used to manage a range of features and content as well as storing searches and presenting personalised content. They allow us to distinguish you from other users of our Site which helps us to provide you with a better user experience and also allows us to improve our Site and see how it is performing. Cookies also allow us to secure areas of our Site and deliver personalised content.

A number of Cookies and similar technologies we use last only for the duration of your online session and expire when you close your browser. Others are used to remember you when you return to our Site and will last for longer. Some Cookies will also record where you came to our Site from and where you visit once you have left.

We use Cookies and/or other similar technologies, either alone or in combination with each other, to create a unique ID which corresponds to you.

When you first interact with our Site, you will be notified that we use Cookies and we will ask for your consent to use non-essential Cookies. This banner will also allow you to decide which non-essential Cookies you want to accept. We also give you information about how to disable Cookies below. Where you change your browser settings to generally disable all Cookies, you may not be able to take full advantage of our Site and some aspects may not work without some Cookies being used.

We use Cookies on the basis that they are necessary for the performance of a contract with you, or because using them is in our legitimate interests (where we have considered that these are not overridden by your rights), or where you have consented to their use.

Our Site uses analytics services provided by Google. Website analytics refers to a set of tools used to collect and analyse usage information. This helps us for our legitimate interests of improving the way our Site works (for example, by ensuring that users are finding what they are looking for easily).

We use Google Analytics to distinguish visitors to our Site, to measure traffic on the Site, deliver a secure service and ensure that we can deliver our content to you. We deploy the following analytical Cookies on our Site:

_ga Cookie: This is a Statistics cookie that lasts for 2 years and distinguishes users for analytics purposes.
_ga_G-ZWY3GBMR7X Cookie: This is a Statistics cookie that lasts for 2 years and is used to persist session state for analytics purposes.
_gid Cookie: This is a Statistics cookie that lasts for 24 hours and is used to identify users for analytics purposes.

Managing Cookies

In addition to the controls that we provide, you can choose to enable or disable cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all cookies or only third-party cookies. By default, most internet browsers accept cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.

You can choose to delete cookies on your computer or device at any time. It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.

You may also choose to disable some Cookies. The effect of disabling Cookies depends on which Cookies you disable.

What are your rights?

Under data protection law, you have the right under certain circumstances to:

be informed about our collection and use of your personal information;
access a copy of the personal information we hold about you;
have your personal information rectified if any of your personal information held by us is inaccurate or incomplete -- it is important that your personal information is kept accurate and up-to-date. If any of the personal information we hold about you changes, please keep us informed as long as we have that information;
request erasure of your personal information;
restrict (i.e. prevent) the processing of your personal information;
object to us using your personal information for automated decision making;
withdraw your consent. This means that, if we are relying on your consent as the legal basis for using your personal information, you are free to withdraw that consent at any time; and
request that your personal information be provided to a third party in certain circumstances.

For more information about our use of your personal information or exercising your rights as outlined above, please contact us. We may ask you for further information to confirm your identity before we provide the information requested, or otherwise comply with your request.

Withdrawing consent

If you withdraw your consent, we will no longer process your personal information for the purpose(s) you originally agreed to, unless we have another legal reason for continuing to use the personal information.

You can change your preferences and object to receiving further marketing at any time by selecting the "unsubscribe" link at the end of all our marketing and promotional update communications to you, or by sending us an email (see How to contact us? for more information).

Complaints

If you have any questions about this policy, please contact us. If your request or concern is not satisfactorily resolved by us, you have the right to make a complaint with your relevant data protection authority. In the UK, this is the Information Commissioner's Office. You can visit their website at www.ico.org.uk to make a complaint.

Changes to this policy

This policy was last updated on the date mentioned at the top of it. We may change this policy from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects your personal information.

If we decide to change this policy, we will post the changes on our Site, so our visitors are aware of what information we collect, how we use it, and under what circumstances, if any, we share it. Where reasonably possible, we will also notify you of any material changes to this privacy policy.

How to contact us?

We have appointed a data protection officer. To contact our data protection officer about anything to do with your personal information and data protection, including to make a subject access request, please use the following details:

Email address: dataprotection@mazehq.com
Address: 45 Crescent Lane, London, SW4 9PT

Privacy policy - Maze