Privacy Policy

1. INTRODUCTION

Techrelate Ltd (“we”, “us”, or “our”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website (www.techrelate.co.uk) or engage with our IT managed services.

We are registered with the Information Commissioner’s Office (ICO) under registration number: ZA300588

Company Details:

Company Name: Techrelate Ltd

Company Number: 06914938

VAT Number: 152 2260 48

Registered Office: Calder & Co, 30 Orange Street, London, United Kingdom, WC2H 7HF

Operating Address: Techrelate Ltd, Screenworks 404, 22 Highbury Grove, London, N5 2EF

Data Controller: Julian Fox

Email: [email protected]

General enquiries: [email protected]

2. INFORMATION WE COLLECT

2.1 Information You Provide Directly

• Contact details (name, email address, phone number, company name)
• Business information when you enquire about or use our services
• Communication preferences
• Correspondence and enquiries submitted through our website contact forms or email
• Billing and invoicing information when you become a client

2.2 Information Collected Automatically

When you visit our website, we automatically collect:

• IP address and location data
• Browser type and version
• Device information
• Pages visited and time spent on our website
• Referring website addresses
• Cookies and similar tracking technologies (see our Cookie Policy for details)

2.3 Information from Third Parties

We may receive information about you from:

• CRM and marketing automation platforms
• Website analytics and tracking tools
• Cloud backup and storage providers
• Third-party IT service providers we work with to deliver our services

3. HOW WE USE YOUR INFORMATION

3.1 Service Delivery (Contractual Basis)

• Providing IT managed services, support, and maintenance
• Managing your account and client relationship
• Processing invoices and fulfilling contractual obligations
• Communicating about service delivery, updates, and technical issues

3.2 Business Operations (Legitimate Interest)

• Responding to enquiries and providing customer support
• Improving our website, services, and customer experience
• Conducting business analytics and service improvements
• Managing internal business operations

3.3 Marketing (Consent or Legitimate Interest)

• Sending marketing communications about our services (only where you have consented or we have legitimate interest)
• Providing information about relevant IT solutions and industry updates
• You can opt out of marketing communications at any time

3.4 Legal Compliance (Legal Obligation)

• Complying with legal and regulatory requirements
• Maintaining records for tax and accounting purposes
• Protecting our legal rights and preventing fraud

4. LEGAL BASIS FOR PROCESSING

We process your personal data under the following legal bases:

• Consent: Where you have given explicit consent (e.g., marketing communications)
• Contractual Necessity: Where processing is necessary to fulfil our contract with you
• Legitimate Interests: Where we have legitimate business interests that do not override your rights
• Legal Obligation: Where we must comply with legal requirements

5. DATA SHARING AND DISCLOSURE

We do not sell your personal data. We may share your information with:

5.1 Service Providers

• CRM and marketing automation platforms
• Cloud backup and storage providers
• IT infrastructure and support providers
• Website analytics and tracking tools

All third-party providers are contractually obligated to protect your data and use it only for the purposes we specify.

5.2 Legal Requirements

We may disclose your information if:

• Required by law, court order, or legal process
• Necessary to protect our rights, property, or safety
• Required to prevent fraud or illegal activity
• Necessary for the enforcement of our Terms & Conditions

5.3 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your personal data may be transferred as part of that transaction. We will notify you of any such change.

6. INTERNATIONAL DATA TRANSFERS

We primarily process data within the United Kingdom. Where we use third-party service providers that process data outside the UK or European Economic Area (EEA), we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs), adequacy decisions by the UK government, or other legally approved transfer mechanisms.

7. DATA RETENTION

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy.

General Retention Periods:

Client data: 6 months after contract ends thereafter a re-audit fee is required to engage.

Enquiry data: 3 years from last contact

Financial records: 7 years

Marketing data: Until you opt out or 3 years from last engagement

Website analytics: 26 months

When personal data is no longer required, we will securely delete or anonymise it in accordance with our data retention schedule.

8. YOUR RIGHTS

Under UK GDPR and the Data Protection Act 2018, you have the following rights:

8.1 Right of Access

You can request a copy of the personal data we hold about you.

8.2 Right to Rectification

You can request that we correct any inaccurate or incomplete personal data.

8.3 Right to Erasure (“Right to be Forgotten”)

You can request deletion of your personal data where it is no longer necessary, you withdraw consent, you object to processing, or we have processed it unlawfully.

8.4 Right to Restrict Processing

You can request that we limit how we use your personal data.

8.5 Right to Data Portability

You can request a copy of your data in a structured, commonly used, machine-readable format.

8.6 Right to Object

You can object to processing based on legitimate interests or for direct marketing purposes.

8.7 Right to Withdraw Consent

Where we process your data based on consent, you can withdraw consent at any time.

To exercise any of these rights, please contact Julian Fox, Data Controller at [email protected]. Subject must include for the ‘Attention of the data controller’. We will respond within 30 calendar days.

9. DATA SECURITY

We implement appropriate technical and organisational measures to protect your personal data, including:

• Secure encrypted connections (SSL/TLS)
• Access controls and authentication
• Regular security assessments and updates
• Staff training on data protection
• Secure backup procedures
• Incident response procedures

When we provide IT services to clients, we may access your systems remotely. We maintain strict security protocols and confidentiality obligations when accessing client data.

Despite our security measures, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but will notify you promptly of any data breach as required by law.

10. COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar technologies to enhance your website experience and analyse website traffic. For detailed information about the cookies we use and how to manage them, please see our Cookie Policy.

11. THIRD-PARTY LINKS

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review their privacy policies before providing any personal information.

12. CHILDREN’S PRIVACY

Our services are not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately.

13. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

• Posting the updated policy on our website with a new “Last updated” date
• Sending email notification to clients where appropriate
• Providing prominent notice on our website

We encourage you to review this Privacy Policy periodically.

14. CONTACT US AND COMPLAINTS

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

Data Controller: Julian Fox

Email: [email protected]

Address: Techrelate Ltd, Screenworks 404, 22 Highbury Grove, London, N5 2EF

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection:

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Website: www.ico.org.uk