Privacy Policy

1. Introduction

Britannia IT Services Ltd (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website, use our services, or interact with us.

We are registered in England and Wales. Our registered office is at Unit 1, George Business Park, Cemetery Road, Southport, PR8 5EF. For the purposes of UK data protection law, we are the data controller.

2. Information We Collect

We may collect and process the following personal data:

• Identity Data: Full name, job title, and company name.
• Contact Data: Email address, telephone number, and postal address.
• Technical Data: IP address, browser type and version, time zone setting, browser plug-in types, operating system, and platform.
• Usage Data: Information about how you use our website and services.
• Communication Data: Records of correspondence between us, including emails, contact form submissions, and support tickets.

3. How We Collect Your Data

We collect personal data through the following methods:

• Direct interactions: When you fill in forms on our website, contact us by email or telephone, request a quote, or subscribe to our communications.
• Automated technologies: As you navigate our website, we may automatically collect technical data about your equipment, browsing actions, and patterns through cookies and similar technologies.
• Third parties: We may receive personal data from analytics providers, advertising networks, and search information providers.

4. How We Use Your Data

We use your personal data for the following purposes:

• To provide and manage the IT services you have requested.
• To respond to enquiries and provide quotes.
• To send you service-related communications, including maintenance notifications and security alerts.
• To send marketing communications where you have opted in to receive them.
• To improve our website, products, and services.
• To comply with legal and regulatory obligations.
• To protect our business and your data against fraud, misuse, and unauthorised access.

5. Lawful Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

• Contract: Processing necessary for the performance of a contract with you or to take steps at your request prior to entering into a contract.
• Legitimate interests: Processing necessary for our legitimate business interests, such as improving our services and marketing, provided these do not override your rights.
• Consent: Where you have given clear consent for us to process your personal data for a specific purpose, such as marketing communications.
• Legal obligation: Processing necessary to comply with a legal obligation.

6. Data Sharing

We do not sell your personal data to third parties. We may share your data with:

• Service providers: Trusted third-party companies who assist us in operating our business, such as hosting providers, CRM systems, and email platforms, who are bound by data processing agreements.
• Professional advisors: Lawyers, accountants, and auditors where necessary.
• Legal authorities: Where required by law, regulation, or legal proceedings.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. When personal data is no longer required, it is securely deleted or anonymised. Contact and contract data is typically retained for 6 years after the end of the business relationship for legal and regulatory compliance.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption, access controls, secure data centres, and regular security assessments. As a Cyber Essentials certified organisation, we are committed to maintaining the highest standards of data security.

9. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access: You can request a copy of the personal data we hold about you.
• Right to rectification: You can request that we correct any inaccurate or incomplete data.
• Right to erasure: You can request that we delete your personal data in certain circumstances.
• Right to restrict processing: You can request that we limit how we use your data.
• Right to data portability: You can request a copy of your data in a structured, machine-readable format.
• Right to object: You can object to our processing of your data based on legitimate interests or for direct marketing purposes.
• Right to withdraw consent: Where processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us at info@britanniait.uk. We will respond to your request within one month.

10. Cookies

Our website uses cookies to distinguish you from other users and to provide a better browsing experience. Cookies are small text files placed on your device. We use essential cookies necessary for the website to function, analytics cookies to understand how visitors use our site, and marketing cookies where you have consented. You can control cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

11. International Transfers

We primarily store and process your data within the United Kingdom. Where we transfer personal data outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the ICO, to provide an adequate level of protection for your personal data.

12. 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 page periodically. Significant changes will be communicated via email or a notice on our website.

13. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data protection rights have been breached.