Privacy Policy
We look after other people's IT for a living, so we take the handling of personal data seriously. This page explains, in plain English, what information we collect, why we collect it, who we share it with and what rights you have over it.
1. Who we are
Recall IT Consultancy ("we", "us", "our") provides managed IT support, cyber security, Microsoft 365 management, monitoring and backup services to businesses across Somerset and the South West.
For the personal data described in this policy, we are the data controller. We are registered with the Information Commissioner's Office (ICO).
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| Trading name | Recall IT Consultancy |
|---|---|
| ICO registration | Registered |
| info@recallitconsultancy.co.uk | |
| Telephone | 01460 297399 |
| Area served | Somerset and the South West, with remote support UK-wide |
2. The two roles we act in
Managed IT support means we handle personal data in two different ways, and different rules apply to each.
As a data controller
When you enquire through this website, email us, call us or become a client, we decide how and why your information is used. That's the data covered by this policy.
As a data processor
When we support a client's systems by managing their Microsoft 365 tenant, monitoring their devices or running their backups, we may come into contact with personal data belonging to their staff and their customers. In those cases the client is the controller and we act only on their documented instructions, under a written agreement that sets out what we may and may not do with that data.
3. What information we collect
Information you give us
- Enquiry form: your name, email address, optional telephone number, any service interest you select, and the message you send.
- Email and telephone: anything you choose to tell us when you contact us directly.
- IT MOT and audits: details about your business IT setup that you share with us so we can assess it.
- Clients: contact details for your staff, billing details, and the technical information we need to support your systems.
Information from public business sources
We may obtain business names, published business contact details and information about a business's activities from company websites and business directories. We use this information to identify relevant business opportunities and, where permitted, introduce our IT services.
Where these details identify an individual, we treat them as personal data and use them only for the purposes explained in this policy.
Information collected automatically
- Technical data: our website is delivered through Cloudflare, which processes your IP address, browser type and request details so it can serve the site and protect it from attack.
- Aggregate usage data: we may look at anonymous, aggregated statistics about how many people visit the site and which pages they read. This does not identify you.
We don't use advertising networks, we don't build marketing profiles, and we don't track you across other websites.
4. Why we use it, and our lawful basis
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| What we use it for | Lawful basis |
|---|---|
| Responding to business enquiries, preparing requested quotations and administering business customer relationships | Legitimate interests in answering requests and managing business relationships |
| Providing a quote or free IT MOT where you would personally be the contracting customer | Steps taken at your request before entering a contract with you |
| Delivering and supporting services where you personally are party to the contract | Performance of that contract with you |
| Invoicing, accounts and tax records | Legal obligation |
| Keeping the website secure and available | Legitimate interests. Protecting our systems and yours |
| Necessary service notices to existing clients | Legitimate interests in administering business customer services; performance of a contract where you personally are party to it |
| Relevant business introductions to limited companies and limited liability partnerships | Where personal data is involved, legitimate interests in promoting our IT services to relevant business customers. We assess whether this use is necessary and proportionate, taking account of individuals' privacy, rights and reasonable expectations. |
| Marketing emails where prior consent is required, including to sole traders and some partnerships | Consent. We obtain permission before sending these marketing emails. |
| Maintaining a do-not-contact list | Legitimate interests in respecting marketing preferences and preventing unwanted contact. |
We check the recipient's business type before sending an unsolicited marketing email. If we cannot establish that prior consent is unnecessary, we obtain consent before sending.
Our marketing emails identify Recall IT Consultancy and explain how to opt out. You can stop further marketing at any time by replying to the email or contacting info@recallitconsultancy.co.uk. Where we rely on consent, you can withdraw it at any time.
Submitting the enquiry form doesn't sign you up to a mailing list or newsletter. We'll use your details to answer your enquiry and follow up on it, as explained in this policy.
5. Who we share it with
The suppliers and advisers below may be involved in running this website, handling enquiries and delivering agreed services. Their role and the information involved depend on the service used.
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| Who | What they do |
|---|---|
| Web3Forms | Handles website enquiry submissions and related technical data, including spam-prevention processing |
| hCaptcha | Checks enquiry forms for automated abuse. Its verification service processes technical and interaction data. See the hCaptcha Privacy Policy. |
| Cloudflare | Hosts and protects this website; processes technical request data |
| Microsoft | Our email, Microsoft 365 and business systems |
| Professional advisers, where engaged | Accounting, tax and professional advice where needed |
| IT service suppliers, where used for agreed support | Remote monitoring, backup and security platforms used within the agreed service |
We also disclose information where required by law, for example to a regulator, court or law enforcement authority acting under proper authority.
6. Where your data is stored
Some suppliers process personal data outside the UK. Web3Forms operates from India and uses international infrastructure. Its published Data Processing Agreement includes standard contractual clauses and the UK Addendum where applicable. hCaptcha is provided by Intuition Machines in the United States; its published privacy information describes its participation in the UK Extension to the EU–US Data Privacy Framework. Cloudflare operates a global network and may process technical data in the United States, as explained in its privacy policy. You can contact us for further information about international processing and the safeguards described by these providers.
7. How long we keep it
- Enquiries that don't become work: up to 24 months, then deleted.
- Prospect contact details: we review these for accuracy and continued relevance, and delete personal details when they are no longer needed to assess or follow up a relevant business opportunity.
- Do-not-contact records: we retain the minimum contact details and opt-out information necessary to prevent further marketing, for as long as needed to honour the request.
- Client records: for the life of the relationship, plus 6 years afterwards.
- Invoices and accounting records: at least 5 years after the 31 January submission deadline for the relevant tax year, and longer where HMRC rules require.
- Support tickets and system documentation: for the life of the relationship, plus 12 months.
- Website technical logs: short-term only, typically no more than 30 days.
These periods describe copies held by Recall. Web3Forms states that it retains form submissions for up to 3 years, unless a shorter plan period applies or the data is deleted earlier. See the Web3Forms Privacy Policy.
If you would like your details removed sooner, just ask. See section 9.
8. How we protect it
Data protection law requires us to use appropriate technical and organisational measures to protect personal data. For managed services, the security scope and responsibilities are set out in the agreed service arrangements.
Where required, we notify the ICO without undue delay and within 72 hours of becoming aware of a personal data breach. We tell affected people without undue delay where there is a high risk to their rights and freedoms. Where we act as a processor, we notify the client without undue delay.
9. Your rights
Under UK data protection law you have the right to:
- Be informed about how your data is used. That's what this page is for.
- Access a copy of the personal data we hold about you.
- Have inaccurate or incomplete data corrected.
- Have your data erased where there is no good reason for us to keep it.
- Restrict how we use your data while a concern is resolved.
- Receive data you provided in a common, machine-readable format where the right to data portability applies.
- Object to processing based on legitimate interests, and to direct marketing at any time.
- Withdraw consent at any time, where we relied on consent.
Email info@recallitconsultancy.co.uk to make a request. We normally respond within one month and without charge. If the law allows an extension or another exception applies, we will explain this to you. Where we hold the information on a client's behalf, we will help that client respond as the controller.
10. Cookies
This website sets no advertising or tracking cookies. The full detail, including the strictly necessary cookies our security provider may set, is on our Cookie Policy page.
11. Changes to this policy
We review this policy from time to time and update it when our services or suppliers change. The date at the top of the page always shows the current version. If something important changes, we'll tell existing clients directly.
12. Contact us or complain
We'd always rather hear from you first so we can put things right. If you're not satisfied with our response, you have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
13. Website terms of use
By browsing and using this website you agree to the following terms, which together with the policy above govern your relationship with Recall IT Consultancy in relation to this website. If you disagree with any part of them, please do not use the site.
- The content of these pages is for general information only and may change without notice.
- We give no warranty as to the accuracy, completeness or suitability of the information on this site for any particular purpose. Nothing here constitutes professional advice on your specific circumstances. For that, get in touch and we'll look at your setup properly.
- This website gives an overview of our services. Your accepted quote and service agreement set out your agreed scope, charges and support arrangements.
- The design, layout, look, text, graphics and logos on this site are owned by or licensed to us. Reproduction, redistribution or reuse without our written consent is prohibited and may give rise to a claim for damages.
- This site may link to other websites for convenience. Those links are not an endorsement, and we are not responsible for the content of any external site.
- Your use of this website, and any dispute arising from it, is governed by the law of England and Wales.