Legal

Privacy Policy

Last updated: 1 January 2025

1. Who We Are

CloudHost Limited ("CloudHost", "we", "us", "our") is registered in England and Wales. We provide managed IT services to UK small businesses. For the purposes of UK GDPR, CloudHost Limited is the data controller for personal data collected through this website and our services.

2. What Data We Collect

We may collect and process the following personal data:

  • Identity data: first name, last name, job title, company name
  • Contact data: email address, phone number, postal address
  • Technical data: IP address, browser type, pages visited, device information (collected automatically via cookies and analytics)
  • Marketing and communications data: your preferences for receiving communications from us
  • Service data: data collected in the course of providing managed IT services to you as a client

3. How We Use Your Data

We use your personal data for the following purposes:

  • To respond to enquiries submitted via our contact form or by phone
  • To provide, manage and improve our IT services
  • To send service-related communications (e.g. maintenance notices)
  • To send marketing communications where you have given consent or we have a legitimate interest
  • To comply with legal and regulatory obligations
  • To improve our website and services through analytics

4. Legal Basis for Processing

We process your personal data under the following lawful bases:

  • Contract: processing necessary to perform a contract with you or to take steps prior to entering into a contract
  • Legitimate interests: where we have a legitimate business interest that is not overridden by your rights (e.g. direct marketing to existing clients, fraud prevention)
  • Consent: where you have given specific consent (e.g. subscribing to our newsletter)
  • Legal obligation: where processing is required by law

5. Data Sharing

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

  • Service providers: third parties who assist us in delivering our services (e.g. cloud hosting providers, email platforms), all subject to data processing agreements
  • Professional advisers: including lawyers, accountants and insurers where necessary
  • Regulatory authorities: where required by law

All data is stored and processed in the UK or EEA. We do not transfer personal data outside the UK without adequate safeguards.

6. Data Retention

We retain personal data only for as long as necessary for the purposes set out in this policy. In general:

  • Enquiry and contact data: up to 2 years from last contact
  • Client service data: up to 7 years after the end of the client relationship (for legal and financial obligations)
  • Website analytics: up to 26 months

7. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Rectify inaccurate data
  • Request erasure of your data ("right to be forgotten") in certain circumstances
  • Object to or restrict our processing of your data
  • Data portability
  • Withdraw consent at any time (where processing is based on consent)
  • Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk

To exercise any of these rights, please contact us at hello@cloudhostmsp.com.

8. Cookies

Our website uses cookies to improve your experience and analyse site usage. We use:

  • Strictly necessary cookies: required for the website to function
  • Analytics cookies: to understand how visitors use our site (e.g. Google Analytics)

You can control cookies through your browser settings. Blocking analytics cookies will not affect your ability to use the site.

9. Security

We implement appropriate technical and organisational measures to protect your personal data, including encryption, access controls and regular security assessments. We are Cyber Essentials certified.

10. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via our website. The date at the top of this page indicates when it was last updated.

11. Contact Us

For any data protection queries, please contact:

CloudHost Limited
37 Lombard Street, London, EC3V 9BQ
Email: hello@cloudhostmsp.com
Phone: 03333 44 6500