Privacy Policy

Information We Collect

We may collect the following types of personal information:

• Name and contact details (email address, telephone number, postal address)
• Company name and job title
• Information you provide when completing forms on our website
• Technical information including IP address, browser type, and device information
• Information about your visit to our website, including pages viewed and links clicked

How We Use Your Information

We use your personal information for the following purposes:

• To provide and improve our IT support and managed services
• To respond to your enquiries and requests
• To send you information about our services that may be of interest to you
• To comply with legal and regulatory requirements
• To protect our business and your security

Legal Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following legal bases:

• Contractual necessity - Processing necessary to perform a contract with you or to take steps at your request before entering into a contract (e.g., providing IT services you have purchased)
• Legitimate interests - Processing necessary for our legitimate business interests, such as improving our services, marketing similar products and services, and protecting our business, provided these interests do not override your rights
• Consent - Where you have given clear consent for us to process your personal data for a specific purpose (e.g., subscribing to our newsletter)
• Legal obligation - Processing necessary to comply with our legal obligations

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected. Our retention periods are as follows:

• Customer records - For the duration of our business relationship plus 7 years to comply with legal and accounting requirements
• Marketing contacts - Until you unsubscribe or request deletion, or 3 years from your last interaction with us
• Website analytics data - 26 months
• Enquiry forms - 2 years from the date of submission unless you become a customer

Data Sharing

CloudMatters IT Solutions Ltd does not sell, rent or lease its customer lists to third parties.

CloudMatters IT Solutions Ltd may, from time to time, contact you on behalf of external business partners about a particular offering that may be of interest to you. In those cases, your personal information (email, name, address, telephone number) is not transferred to the third party.

We may share your data with:

• Service providers - Third parties who provide services on our behalf, such as IT hosting, payment processing, and marketing platforms. These providers are contractually bound to protect your data.
• Professional advisers - Lawyers, accountants, and auditors where necessary
• Regulatory bodies - Where required by law or to protect our legal rights

International Transfers

Your personal data may be transferred to, and processed in, countries outside the United Kingdom. Where we transfer data internationally, we ensure appropriate safeguards are in place:

• Transfers to countries with an adequacy decision from the UK government
• Standard contractual clauses approved by the UK Information Commissioner
• Other legally approved transfer mechanisms

Our primary data processing occurs within the UK and European Economic Area. Some of our third-party service providers (such as cloud hosting and analytics platforms) may process data in the United States under appropriate safeguards.

Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments and audits
• Staff training on data protection
• Access controls and authentication procedures

Your Rights

Under UK data protection law, you have the following rights:

• Right of access - You can request a copy of the personal data we hold about you
• Right to rectification - You can ask us to correct inaccurate or incomplete data
• Right to erasure - You can ask us to delete your personal data in certain circumstances
• Right to restrict processing - You can ask us to limit how we use your data
• Right to data portability - You can request your data in a machine-readable format
• Right to object - You can object to processing based on legitimate interests or for direct marketing
• Rights related to automated decision-making - You have rights regarding automated decisions that significantly affect you

To exercise any of these rights, please contact us using the details below. We will respond to your request within one month.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated. You can contact the ICO at ico.org.uk or by calling 0303 123 1113.

Cookies

Our website uses cookies to enhance your experience. For detailed information about how we use cookies, please see our Cookie Policy.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.