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    Privacy Policy

    Last Revised: April 2026

    We are committed to protecting your privacy and maintaining the security of any personal information you provide us with. This statement outlines how we ensure this and how we comply with UK legislation on data protection, including the UK GDPR and the Data Protection Act 2018.

    This Privacy Policy explains how we collect, process, manage, and store your details, and how your rights are protected.

    1. Information We Collect

    We collect personal information from you in order to fulfil your service requests and manage our business relationship. This includes:

    • Contact Details: Email addresses, personal names, postal addresses, and contact numbers.
    • Professional Details: Company name and job title.
    • Support Data: Site addresses and files (screenshots, logs, or documents) uploaded via our support tickets.

    Any personal information used is for the operation and fulfilment of a service requested by you, or for our legitimate business interests.

    2. Lawful Basis for Processing

    Under the UK GDPR, we rely on the following legal bases to process your data:

    • Contractual Necessity: To fulfil your service requests or support tickets.
    • Legal Obligation: To comply with tax, audit, or other legal requirements.
    • Legitimate Interests: To improve our services and send relevant business-to-business (B2B) marketing communications. We only do this where our interest in promoting our business does not outweigh your right to privacy.

    3. Marketing Communications

    We may use your contact details to send you occasional updates about our services, industry insights, or offers.

    • The Soft Opt-in: If you have made a purchase or an enquiry regarding our services, we may send you marketing via email regarding similar services under the "soft opt-in" rule.
    • B2B Marketing: For employees of limited companies (Ltd), PLCs, or LLPs, we may contact you on your professional email address based on our legitimate interests.
    • Your Right to Object: You have an absolute right to opt out of marketing at any time. Every marketing email includes a clear "unsubscribe" link. Alternatively, you can contact us directly to be removed from all lists.

    4. Keeping Your Information Secure

    Our servers are protected using HTTPS and SSL technology. We ensure that any data provided is as secure as possible.

    Where we engage third-party services (sub-processors) to handle data on our behalf, we ensure strict data processing agreements are in place. These currently include:

    • Make.com (EU): For automated ticket routing and internal notifications.
    • Monday.com: For internal ticketing and project management.
    • myinstantbusiness.com: For the delivery of our marketing communications and managing your preferences.

    5. Data Retention

    We retain personal information only for the period necessary to fulfil the purposes outlined in this policy, unless a longer period is required by law.

    • Support Files: Uploaded files are stored for 90 days and then deleted.
    • Contractual Correspondence: May be retained for up to 7 years for compliance and tax purposes.
    • Suppression Lists: If you unsubscribe, we will retain your email address on a "do not contact" list indefinitely to ensure your request is respected.

    6. Your Rights

    Under UK law, you have the right to:

    • Review, correct, or delete your personal information.
    • Object to processing or request the restriction of processing.
    • Request a copy of your data (Data Portability).
    • Withdraw consent (where consent was the basis for processing).

    7. External Links and Social Media

    We are not responsible for the privacy practices of external websites linked on our pages. We encourage you to read the policies of any third-party site you visit.

    8. Changes to this Policy

    We may revise this Privacy Policy from time to time to remain transparent and compliant with new regulations. Changes are effective immediately upon posting. By continuing to use our services, you acknowledge the terms of the revised policy.