Privacy Notice

Background

simplifyCX understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, simplifycx.co.uk ("our Site"), and only collect and use your personal data as described in this Privacy Notice. Any personal data we collect will only be used as permitted by law.

1. Information about us

Our Site is owned and operated by SIMPLIFYCX LIMITED, a limited company registered in England under company number 17210152.

Registered address: 2nd Floor College House, 17 King Edwards Road, Ruislip, London, HA4 7AE.

We are registered with the Information Commissioner's Office as a data controller.

2. What does this policy cover?

This Privacy Notice applies only to your use of our Site. Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

3. What is personal data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, "the Data Protection Legislation") as any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier.

In simpler terms, personal data is any information about you that enables you to be identified. This covers obvious information such as your name and contact details, but also less obvious information such as identification numbers, electronic location data, and other online identifiers.

4. What are my rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

• The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more using the details in Part 10.
• The right to access the personal data we hold about you. Part 9 will tell you how to do this.
• The right to have your personal data rectified if any of it is inaccurate or incomplete. Please contact us using the details in Part 10.
• The right to be forgotten — that is, the right to ask us to delete or otherwise dispose of any personal data we hold about you. Please contact us using the details in Part 10.
• The right to restrict the processing of your personal data.
• The right to object to us using your personal data for a particular purpose or purposes.
• The right to withdraw consent. If we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
• The right to data portability. If you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
• Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights, please contact us using the details in Part 10.

Further information about your rights can be obtained from the Information Commissioner's Office or your local Citizens Advice Bureau. If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner's Office. We would welcome the opportunity to resolve your concerns ourselves first, so please contact us using the details in Part 10.

5. What personal data do you collect and how?

We do not place cookies on your computer or device, nor do we use analytics or similar tracking technologies on our Site.

Our Site collects certain information automatically, including your IP address, the type of browser you are using, and certain other non-personal data about your computer or device such as your operating system type or version and display resolution. This occurs as a normal part of how websites function and is also a consequence of our Site loading web fonts via the Adobe Fonts service (operated by Adobe Inc.), which may log your IP address as part of delivering font files to your browser. Please refer to Adobe's privacy policy for further information about how Adobe processes this data.

If you send us an email, we may collect your name, your email address, and any other information which you choose to give us. For the purposes of the Data Protection Legislation, we are the data controller responsible for such personal data. Our Site is not intended for use by children under 13, and we do not knowingly collect or process personal data from or about them.

The lawful basis under the Data Protection Legislation that allows us to use such information is article 6(1)(f) of the UK GDPR, which allows us to process personal data when it is necessary for the purposes of our legitimate interests — in this case, the proper operation and functionality of our Site. If you contact us by email, our lawful basis for using your personal data will be article 6(1)(a) of the UK GDPR, which allows us to use your personal data with your consent for a particular purpose or purposes.

6. How do you use my personal data?

Where we collect any personal data, it will be processed and stored securely, for no longer than is necessary in light of the reason for which it was first collected. We will comply with our obligations and safeguard your rights under the Data Protection Legislation at all times.

If you contact us by email and we obtain your personal details from that email, we may use them to respond to your email. The technical data referred to above is necessary for the technical operation of our Site and will not normally be used in any way to personally identify you.

Any and all emails containing your personal data will be deleted no later than 12 months after the subject matter of your email has been resolved. No other personal data will be retained for any longer than is necessary.

We will not share any of your personal data with any third parties for any purposes other than storage on our email and web hosting servers, as described in Parts 7 and 8.

7. How and where do you store my data?

Any emails you send us are processed and stored via our Microsoft 365 email service, within the UK. Your personal data will be fully protected under the Data Protection Legislation.

Our website is hosted by Netlify, Inc., a US-based company whose infrastructure and content delivery network may process visitor data — including IP addresses logged as part of standard web server operation — outside the United Kingdom. As the United States does not benefit from a UK adequacy decision, Netlify relies on Standard Contractual Clauses as the lawful transfer mechanism. Netlify operates under a GDPR-compliant data processing agreement. For further information, please refer to Netlify's privacy policy.

Please note that our Site does not use cookies, analytics or any form data collection. The only information that may be processed by our hosting provider is technical data inherent to the operation of any website, such as IP addresses recorded in server logs.

Personal data security is essential to us. To protect personal data, we take the following measures:

• Limiting access to your personal data to those with a legitimate need to know, and ensuring they are subject to duties of confidentiality.
• Maintaining procedures for dealing with data breaches, including notifying you and/or the Information Commissioner's Office where we are legally required to do so.
• Using secure, password-protected systems for all email and data storage.

8. Do you share my personal data?

We will not share any of your personal data with any third parties for any purposes, subject to the following.

We contract with the following third parties for hosting, data storage and website functionality purposes:

• Netlify, Inc. — website hosting and content delivery, located in the United States. Netlify operates under Standard Contractual Clauses as the lawful basis for international data transfers.
• Microsoft Corporation — email hosting via Microsoft 365. Microsoft operates under a UK GDPR-compliant data processing agreement.
• Adobe Inc. — web font delivery via Adobe Fonts. Adobe may log your IP address as part of serving font files to your browser. Please refer to Adobe's privacy policy for further information.

In some limited circumstances, we may be legally required to share certain personal data if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way that we have used it, as specified in this Privacy Notice.

9. How can I access my personal data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it. This is known as a subject access request.

All subject access requests should be made in writing and sent to the email or postal address shown in Part 10. There is not normally any charge for a subject access request. If your request is manifestly unfounded or excessive, a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within one month of receiving it. In some cases, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

10. How do I contact you?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:

11. Changes to this privacy notice

We may review and update this Privacy Notice from time to time to ensure continued compliance with the law and best practice. Any changes will be immediately posted on our Site. We recommend that you check this page regularly to keep up to date.

Attribution

This Privacy Notice was created using a document template from Simply Docs (BS.WEB.PRIV.01).