Privacy Policy
All data is processed lawfully, fairly, transparently and in accordance with data protection legislation. We think this privacy notice is written in clear and transparent language, but if you disagree or have any questions, you can email us.
We act as data processor for some organisations under contract with those organisations. In such cases, as per the law, we process data as our contract with the data controller specifies. You should refer to the privacy policy of the data controller in such cases if you wish to know how your personal data is handled - we can't tell you because we have no means of authenticating your identity. The privacy policy below deals with the data we collect directly and are data controllers for.
We act as data controller for any data that you, our customer or potential customer, provide us with via the forms on our website or via any other means of contacting us.
In using our website you agree to this policy and you consent to our use of cookies on the website.
Your relationship with us is managed online via the email address that you supply to us. You can view and update your settings at any time by requesting an access link here.
Personal Data
We collect and use your data for the purpose we describe with each service we provide and in these cases we only collect the minimal information required to provide the service to you.
We collect statistical data about visits to our website. Some of this is personal data such as IP address that is logged for the purpose of crime prevention and detection.
We may use your personal data as necessary for the protection and assertion of our legitimate interests, our legal rights, your legal rights, the legal rights of others or to comply with a legal obligation.
We must disclose registrant details to the registrar when registering a domain name and you agree to contract with an appropriate domain registrar in those instances.
We will ask you to provide your personal data directly to payment processors in order to complete payments to us. These are fully GDPR compliant payment service providers.
As many companies must do we contract other companies to provide a part of our service in the capacity of a data processor. In these cases some of your personal information may be required to provide the specific part of the service we have contracted. It is only supplied on condition that the information is solely used to fulfil the service. We only use companies that comply with the GDPR. These are the situations where we use data processors:
We use postal services and we must supply a postal address to postal services when sending ground mail
We use cloud service providers for all our internet services
Purpose of the processing and the legal basis for the processing
We process data that you give us for the purpose that we state at the time you give us your data.
We store information under the following legal bases:
a. by your consent which is explicitly given by your completion of a form on our website - this is generally for our newsletters
b. by contract where you ask for a specific service from us.
c. by legitimate interest. We collect information about visitors to our website which we use to prevent cyber attacks on our services and for this we collect and share details of suspected attackers.
The state of any processing we do with your data and consent you have given and contracts you are bound to are available at any time by emailing the data protection officer.
Where we act as data processor for another organisation we process personal data via our contract with the data controller.
Data Controller, Data Protection Officer
Please contact Nick Sugden, for anything related to data protection or the GDPR or if you wish to raise a complaint on how we have handled your personal data. Also if you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner's Office https://ico.org.uk/
Details of transfers to third country and safeguards
We do not store anything on paper. All our services are hosted solely on cloud platforms provided by our trusted suppliers. All web hosting services we provide are based in Europe with a cloud service provider who is compliant with ISO/IEC 27001:2013. Other servers reside in the UK, European Union, Canada and the USA. Canada is recognised by the EU as having privacy laws that are compatible with the GDPR and US companies that are Privacy Shield Certified are also recognised as having adequate legal protection. All USA companies we use are Privacy Shield certified. We have confirmed that all our supplier contracts are GDPR compliant. All disks that hold customer or business information of any kind whether connected to servers or desktops are either in Enterprise-Grade secure facilities or encrypted at rest or both. Procedures are in place for ensuring the destruction of data on decommissioned equipment.
Recipients of personal data
The only recipients of personal data for which we are the controller may be:
1) Postal services if we use them to deliver physical mail. The postal services use the recipient address information displayed on the packaging in order to deliver the package.
2) Any email service providers who form the pathway from our email servers to the recipients email address. Email delivery depends on the recipient email address contained in the message headers.
3) We may also ask you to supply personal data to third parties in order to complete a service or we do so for you at your request. If this is the case then they will be data controller for the data supplied to them. We do this with payment service providers - your details are collected and processed by a bank or card processing company completely idependantly of us. We also do this for domain registrations.
Where we act as processor of personal data then the contract with the controller governs the potential recipients of that data.
Subject Access Requests
If we are data controller for your data then email us your name, email address and your mobile phone number and we will email details of how you can securely access the information we hold on you.
Right to Redact
You can excercise your right to redact from the login we send you in response to your subject access request.
Retention of data
If we provide you with a service we are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed.
Your information we use for marketing purposes will be kept until you tell us that you no longer wish to receive marketing information.