Privacy notice
Version 1
Jamie Castle trading as Clarwyn IT, a sole trader based in the UK ("Clarwyn IT", "we", "us"; Jamie Castle personally carries out all work). Address: 20 Sidbury Hill Avenue, Tidworth, Wiltshire SP9 7JN. Email: hello@clarwyn.co.uk. For the personal data described here, we are the controller.
What we collect
- Enquiries: your name, work email, business name, website and what you tell us in the form or by email.
- Customers: contact details, billing details, records of quotes, requests and work done, and our correspondence.
- Business contacts: names and work email addresses of people at businesses we may work with, such as accountants and web designers, taken from public business sources.
- Website: the site doesn't use analytics or advertising cookies. Our web host may keep standard server logs, such as IP address and pages requested, for security.
Why we use it, and the lawful basis
| Purpose | Lawful basis |
|---|---|
| Replying to your enquiry and preparing a quote | Steps before entering a contract, or legitimate interests |
| Providing services, invoicing and support | Contract |
| Keeping accounts and tax records | Legal obligation |
| Occasional business-to-business emails about our services or partnerships | Legitimate interests (you can opt out at any time) |
| Keeping our systems and your data secure | Legitimate interests |
Data we handle for our customers
When we work in your Microsoft 365, we may be able to see data that belongs to your business. For that data, you are the controller and we are your processor. That's covered by the data processing agreement, not this notice.
Who we share it with
Only service providers we need to run the business, for example: email (Microsoft), our online enquiry form (Tally), payments (our bank), accounting software, website hosting, and our accountant or insurer if needed. We don't sell personal data.
International transfers
Some providers may process data outside the UK. Where they do, we rely on UK adequacy regulations or the UK International Data Transfer Agreement or Addendum.
How long we keep it
- Enquiries that don't go ahead: 12 months.
- Customer and financial records: 6 years after the end of the tax year they relate to.
- Business contact details: until you opt out, or when they're no longer relevant.
Your rights
You have the right to access, correct or delete your data, to object to or restrict its use, and to data portability. Email hello@clarwyn.co.uk to use them. If you're unhappy, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint, though we'd appreciate the chance to put it right first.
Changes
We'll update this notice if anything changes, and update the date at the top.