Privacy

Simplicity Web Services Ltd is a web systems development and hosting company based in the UK. We are registered with Companies House (4155606) and with the Information Commissioner's Office (ICO) as a Data Controller (Z8840624).

Under the UK General Data Protection Regulation (UK GDPR) we have a legal duty to protect any personal information we hold.

The type of personal information we collect

Most of the personal data we hold is collected and processed on behalf of our clients for whom we act as a "Data Processor". For details of the data we process for our clients you should contact them directly, or approach us and we will refer you to the right person.

As a "Data Controller" we hold basic personal information about our clients, mainly limited to names, email addresses and phone numbers. We also store and process client login details (usernames and passwords).

We do not store or process "sensitive" personal information as a Data Controller, or information about children.

Why we need this data

We need the information about our clients so that we can provide our services to them. In other words the lawful basis for processing our clients’ personal data is contractual obligation.

What we use it for

We use the data we control to allow our clients to access our systems and to communicate with them about the operation of the services we provide.

We do not use the data for any kind of automated decision-making or profiling.

How we store and protect the data

All the personal data we hold is stored using appropriate security measures which include:

• strong encryption to protect data transfers and data stored on disk;
• multi-level physical security for our servers;
• multi-factor authentication for email accounts;
• special protection for passwords using industry standard hashing algorithms.

Where we store and process it

All of our data is stored and processed in the UK except for our own company emails and documentation which may be stored by providers based in the United States. This latter arrangement is subject to change in light of the recent invalidation of the EU-US Privacy Shield.

Sharing with third parties

We do not share personal data with third parties without explicit consent, and would not do so unless required to by law.

Data gathering and tracking on this website

We log all visits to this website using standard server-side logging mechanisms and formats which include IP addresses. Like all websites, we need to log IP addresses for legitimate security purposes such as identifying and defending ourselves against abusive or malicious access to our systems.

We do not currently use any third party analytics or tracking services, or set any cookies when you visit this site.

If you use our contact form then we will process and store the information you submit for the following purposes only:

1. to communicate with you directly;
2. to detect spam.

We will not pass your data on to third parties without your explicit consent.

How long we keep the data for once it's no longer needed

Once a client stops using our service then we will keep emails and other records which may contain the client's personal data for up to 6 years. Any personal data we hold on behalf of that client as part of the service we have provided is deleted as soon as possible by arrangement with the client.

Personal information submitted using our own website contact form may be kept for up to 12 months for spam detection purposes.

Web logs are normally deleted after 3 years.

Your rights around personal data

You have the right at any time to ask for a copy of the information we hold free of charge.

You also have the right to

• ask for mistakes or gaps in the information we hold to be corrected;
• ask for information not to be used in some circumstances;
• withdraw previously given consent to processing in some circumstances;
• ask for information we hold which is no longer needed to be deleted.

To make a request about your data, please contact us. You will need to provide proof of your identity before we can act on any requests.

How you can complain

If you are unhappy with the way we are holding or processing your personal information you can contact us with your complaint.

If you are not happy with the way your complaint is dealt with you have the right to complain to the ICO at the following address:

Changes to this privacy notice