Privacy Policy

Information we may collect

The information we collect depends on how you interact with Windsor Web.

It may include:

• your name;
• your business or organisation name;
• your email address;
• your telephone number;
• billing and contact information;
• information you provide when asking about a website, hosting, domain name or other Windsor Web service;
• correspondence between you and Windsor Web;
• information required to provide, maintain or support services you have purchased from us;
• technical information such as your IP address, browser type and information about how you use our website; and
• information you choose to provide through a contact form or live chat service.

We only collect information that is reasonably necessary for the purposes described in this policy.

How we collect your information

We may collect personal information when you:

• contact us by telephone or email;
• complete a form on our website;
• use our live chat facility;
• ask us for a quotation;
• become a Windsor Web client;
• purchase hosting, domain names or other services;
• contact us for technical support;
• use our website; or
• communicate with us through another business or social media channel.

Some technical information may also be collected automatically when you visit our website.

How we use your information

We may use your personal information to:

• respond to enquiries;
• prepare quotations and proposals;
• design, build and maintain websites;
• provide hosting, domain names and other services;
• manage your account;
• provide customer and technical support;
• process and maintain business records;
• communicate with you about services you have purchased;
• improve our website and services;
• maintain the security and operation of our website and systems;
• comply with legal, accounting and regulatory requirements; and
• protect Windsor Web, our clients and our website from fraud, misuse or security threats.

Our lawful basis for using your information

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on the following:

Contract

We may need to use your information to provide services you have asked us to supply or to take steps at your request before entering into a contract.

Legitimate interests

We may use information where it is reasonably necessary for running Windsor Web, communicating with customers, improving our services, maintaining security and responding to enquiries, provided that our interests do not override your rights and interests.

Legal obligation

We may need to retain or use certain information to comply with legal, tax, accounting or regulatory requirements.

Consent

Where we rely on your consent, you can withdraw that consent at any time.

Hosting, domain names and client services

Windsor Web provides hosting, domain registration and related services through our online client area.

When you purchase or manage these services, information such as your name, contact details, billing information, domain information and account details may be processed so that we can provide and administer those services.

Contact forms and live chat

If you contact Windsor Web using a website form or live chat facility, we may collect the information you enter along with technical information required to send, route and protect your message.

Information submitted through these services may also be processed by the technology provider used to operate the form or chat facility.

Please avoid providing sensitive personal information unless it is necessary for us to deal with your enquiry.

Cookies and similar technologies

Our website may use cookies and similar technologies.

Some cookies are necessary for the website to function correctly. Others may help us understand how people use the website or provide additional features.

Where the law requires your consent before a non-essential cookie or similar technology is used, we will ask for that consent.

You can also control or delete cookies through your browser settings, although disabling certain cookies may affect how parts of the website work.

Embedded content and external services

Pages on the Windsor Web website may include content or functionality provided by third parties, such as videos, maps, social media services, live chat or other embedded services.

When you interact with this content, the third-party provider may receive information about your device or interaction with its service and may use cookies or similar technologies.

Those organisations operate under their own privacy policies.

Who we may share information with

We do not disclose personal information unnecessarily.

Where required to provide our services, information may be shared with trusted organisations that provide services to Windsor Web, such as:

• website and hosting infrastructure providers;
• domain name registrars;
• email and communication providers;
• payment processors;
• cloud and backup providers;
• software and technical support providers;
• analytics or website security providers;
• professional advisers such as accountants; and
• government, regulatory or law enforcement bodies where disclosure is legally required.

Where another organisation processes information on our behalf, we expect it to handle that information securely and only for the purposes for which it has been provided.

International data transfers

Some of the technology and online services used by Windsor Web may process information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure that suitable safeguards are in place where required by data protection law.

How long we keep your information

We only keep personal information for as long as reasonably necessary. The length of time will depend on why we collected the information.

For example:

• enquiry information may be retained while an enquiry is active and for a reasonable period afterwards;
• client and project information may be retained for the duration of our relationship and afterwards where necessary for support, contractual, accounting or legal purposes;
• financial and transaction records may be kept for the period required by applicable tax and accounting rules; and
• technical and security records may be kept for an appropriate period to help protect our website and systems.

When information is no longer required, we will delete it or securely dispose of it where reasonably practicable.

How we protect your information

We take reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.

These measures may include secure hosting, access controls, software updates, backups, encryption where appropriate and other website and system security measures.

No internet-based system can be guaranteed to be completely secure, but we regularly review the measures used to protect the information entrusted to us.

Your data protection rights

Depending on the circumstances, UK data protection law may give you the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete your personal information;
• ask us to restrict how your information is used;
• object to certain uses of your information;
• receive certain information in a portable format;
• withdraw consent where we rely on consent; and
• raise concerns about how your information is being used.

These rights are not absolute and may not apply in every circumstance.

To exercise any of these rights, please email info@windsorweb.co.uk .

We may need to confirm your identity before responding to a request.

Marketing communications

If Windsor Web sends you marketing communications, you can ask us to stop at any time.

Where consent is required before sending electronic marketing, we will seek that consent.

You can withdraw your consent or opt out by contacting us at info@windsorweb.co.uk or by using any unsubscribe option included in the communication.

Links to other websites

Our website contains links to other websites, including websites belonging to clients and third-party service providers.

Windsor Web is not responsible for the privacy practices of external websites. We recommend reviewing the privacy information provided by the relevant website when you leave windsorweb.co.uk.

Children's information

Windsor Web's services are primarily intended for businesses and organisations and are not directed at children.

We do not knowingly seek to collect personal information from children through this website unless there is a legitimate reason for doing so.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our website, services, technology or legal requirements.

The latest version will always be published on this page and the date at the top of the policy will show when it was last updated.

Making a complaint

If you have concerns about how Windsor Web has handled your personal information, please contact us first so that we have an opportunity to investigate.

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's data protection regulator.