Privacy Policy

Last updated: April 2025

1. What personal data we collect

When you use our contact form or get in touch with us, we may collect the following personal data:

• Your name
• Your phone number
• Your email address
• Your postcode
• A description of your IT problem and preferred visit timing

We do not collect any sensitive personal data (such as health information, financial data or government identifiers).

2. Why we collect it and our legal basis

We collect your personal data for the following purposes:

• To respond to your enquiry — so we can call or email you back to arrange a visit. Our legal basis is legitimate interests (Article 6(1)(f) UK GDPR): it is in both your interest and ours to communicate about the service you have requested.
• To arrange and carry out your visit — once you confirm a booking, our legal basis becomes performance of a contract (Article 6(1)(b) UK GDPR).

We do not use your data for automated decision-making or profiling.

3. How we store and protect your data

Your enquiry details are transmitted securely via our contact form and delivered to our email inbox using SMTP2GO, a third-party email delivery service. SMTP2GO acts as a data processor on our behalf and processes data in accordance with UK GDPR.

We store enquiry details in our email system. We do not currently use a CRM or database to store your personal data beyond our email inbox.

We take reasonable precautions to protect your data, including using secure email access and not sharing login credentials.

4. How long we keep your data

We retain enquiry emails for up to 12 months, after which they are deleted. If you become a customer, we may retain relevant communication records for up to 3 years for legitimate business purposes such as warranty and follow-up support.

5. Who we share your data with

We do not sell, rent or trade your personal data. We share data only with:

• SMTP2GO — our email delivery provider, used solely to transmit your enquiry to our inbox. Their privacy policy is available at smtp2go.com.
• Cloudflare — our website and infrastructure provider. Cloudflare may process request metadata (such as IP addresses) as part of delivering our website securely. Their privacy policy is at cloudflare.com/privacypolicy.
• Google (Google Analytics 4) — if you accept optional analytics cookies, anonymised usage data is sent to Google Analytics. No personally identifiable information is shared. See Google's privacy policy.
• Microsoft (Clarity) — if you accept optional analytics cookies, anonymised interaction data (heatmaps, session recordings with sensitive fields masked) is sent to Microsoft Clarity. No personally identifiable information is collected. See Microsoft's privacy statement.

We do not share your data with any other third parties unless required to do so by law.

6. 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 ask us to correct inaccurate data
• Right to erasure — you can ask us to delete your data where there is no compelling reason to keep it
• Right to restrict processing — you can ask us to limit how we use your data
• Right to object — you can object to processing based on legitimate interests
• Right to data portability — you can ask for your data in a machine-readable format

To exercise any of these rights, please contact us at hello@hometechguys.co.uk or call 01274 905724. We will respond within 30 days.

7. Cookies

Our website uses cookies. Please see our Cookie Policy for full details of what cookies we use and why.

8. Changes to this policy

We may update this privacy policy from time to time. The date at the top of this page shows when it was last updated. Continued use of our website after any changes constitutes acceptance of the updated policy.

9. How to complain

If you are unhappy with how we have handled your personal data, please contact us first at hello@hometechguys.co.uk and we will do our best to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator:

• Website: ico.org.uk
• Helpline: 0303 123 1113