Privacy Policy

Microcom IT Services Ltd

Effective Date: 21-03-2025

1. Who We Are

Microcom IT Services Ltd (“we”, “us”, “our”) is committed to protecting the privacy and security of your personal data. This Privacy Policy outlines how we collect, use, store, and protect your information when you interact with us, whether through our website, services, or communications.

Registered Office: Flat 5, Willowfield, 22-24 Perryfield Road, Southgate, Crawley, UK. RH11 8FS
Company Registration Number: 16333674
Data Protection Officer Contact: [email protected]

2. Legal Framework

This policy is guided by and compliant with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• ICO (Information Commissioner’s Office) guidance
• Consumer Protection from Unfair Trading Regulations
• Payment Card Industry Data Security Standard (PCI DSS)
• Other applicable UK consumer and business regulations

3. What Personal Data We Collect

We may collect and process the following types of personal data:

• Identity Data: Full name, business name, username
• Contact Data: Email address, phone number, business and/or billing address
• Technical Data: IP address, browser type, operating system, cookies, login data
• Usage Data: Information about how you use our website, services, and communications
• Marketing Data: Preferences in receiving marketing and communication
• Financial Data: Payment details, invoice information (in compliance with HMRC invoicing rules)

4. How We Collect Your Data

We collect data through:

• Direct interactions (email, phone, forms, contracts)
• Website usage and analytics (cookies, server logs)
• Third-party integrations and platforms (e.g., payment processors)

5. Lawful Basis for Processing

We process your personal data only where a lawful basis applies, including:

• Contractual necessity: To perform our services or provide a quote
• Legal obligation: Compliance with tax and consumer regulations
• Legitimate interests: Business operation, analytics, service improvement
• Consent: For marketing and optional services

6. How We Use Your Data

We use personal data for the following:

• Providing and managing IT services and customer support
• Responding to inquiries or data access requests
• Invoicing and taking payments (as required by UK law)
• Ensuring website and data security
• Compliance with legal obligations (e.g. responding to data protection requests)
• Marketing (only with your consent or in accordance with soft opt-in rules)

7. Sharing Your Data

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

• IT infrastructure and cloud service providers (e.g., web hosting, email)
• Payment service providers (in line with PCI DSS)
• Regulatory bodies when required by law (e.g., ICO, HMRC)
• Professional advisers (legal, accounting)

All third parties are contractually obligated to safeguard your data.

8. Data Security

We implement appropriate technical and organisational security measures, including:

• Secure data storage (encryption, firewalls)
• PCI DSS compliant payment processing
• Regular audits and access controls

9. Data Retention

We retain personal data only as long as necessary for the purpose it was collected:

• Financial records: 6 years (as per HMRC)
• Contractual and legal data: Until resolution or end of legal limitation period
• Marketing data: Until you unsubscribe or withdraw consent

10. Your Rights

Under the UK GDPR, you have rights including:

• Access – request copies of your data
• Rectification – request correction of inaccurate data
• Erasure – request deletion where appropriate
• Restriction – limit processing in certain circumstances
• Portability – receive your data in a transferable format
• Objection – object to processing, including direct marketing
• Complaint – to the ICO at https://ico.org.uk/make-a-complaint/

Submit data requests and any Complaints to: [email protected]

11. Cookies and Analytics

Our website does not use cookies and similar tracking technologies to improve user experience and collect usage statistics.

You can manage cookie preferences in your browser settings.

12. International Data Transfers

We primarily process data within the UK. If data is transferred outside the UK (e.g., cloud hosting), we ensure adequate safeguards such as:

• UK International Data Transfer Agreements (IDTA)
• Adequacy decisions or standard contractual clauses (SCCs)

13. Children’s Privacy

Under review as we do not directly deal with children under 18 years of age until and unless specifically required for a certain service.

14. Updates to This Policy

We may update this Privacy Policy to reflect legal or operational changes. Any updates will be posted on our website with the revision date.

15. Contact Us

For any questions, concerns, or data protection requests, please contact:

Data Protection Officer
Microcom IT Services Ltd
Email: [email protected]