1. Who We Are
Phillips IT Ltd ("we", "us", "our") is the data controller for the personal data described in this policy. We are a company registered in England and Wales under company number 11124440. Our registered office is at 9 Princess Street, Chesterfield, S43 1HP.
This policy applies to personal data collected through our website at www.phillipsit.co.uk, our support portal, and our mobile and desktop applications. If you have any questions, please contact us at hello@phillipsit.co.uk.
2. Data We Collect
We collect personal data in the following ways:
Contact form
When you submit a message through our website, we collect your name, email address, company name (if provided), and the content of your message.
Newsletter sign-up
When you subscribe to our newsletter, we collect your email address.
Support portal
When you create an account or sign in to the support portal we collect your name and email address. If you sign in using a third-party identity provider (Microsoft, Google, or Apple), we receive your name and email address from that provider. We do not receive your password from those providers.
Support requests
When you raise or respond to a support ticket, we collect the content of your messages and any files you attach.
Usage data
Our web server logs may record your IP address, browser type, pages visited, and the date and time of each request. This data is used solely for security monitoring and diagnosing technical issues.
3. How We Use Your Data
We use your personal data for the following purposes:
- Responding to enquiries — to reply to messages submitted via the contact form.
- Providing support — to manage and resolve your support requests via the support portal.
- Newsletter — to send you updates and news about our services. You can unsubscribe at any time.
- Account management — to create and maintain your support portal account.
- Security and fraud prevention — to protect our systems and detect misuse.
- Legal obligations — to comply with applicable laws and regulations.
4. Legal Basis for Processing
We process your personal data on the following legal bases under the UK General Data Protection Regulation (UK GDPR):
- Legitimate interests — responding to enquiries, providing support, and protecting our systems.
- Contract — fulfilling our obligations where we have a service agreement with you or your organisation.
- Consent — sending you our newsletter. You may withdraw consent at any time by unsubscribing.
- Legal obligation — where we are required to process data to comply with the law.
5. Third-Party Services
We use the following third-party services which may process your personal data:
- Microsoft 365 — we use Microsoft 365 to send and receive email, including messages sent via the contact form and support portal. Microsoft may also be used as an identity provider for support portal sign-in. Microsoft's privacy policy is available at privacy.microsoft.com.
- Google — optionally used as an identity provider for support portal sign-in. Google's privacy policy is available at policies.google.com/privacy.
- Apple — optionally used as an identity provider for support portal sign-in. Apple's privacy policy is available at apple.com/legal/privacy.
- Amazon Web Services (AWS) — our website and support portal are hosted on AWS infrastructure in the United Kingdom. AWS's privacy policy is available at aws.amazon.com/privacy.
We do not sell your personal data to third parties.
6. Data Retention
We retain personal data for as long as necessary to fulfil the purposes described in this policy:
- Contact form messages — retained for as long as the correspondence is relevant, and deleted when no longer needed.
- Newsletter subscriptions — retained until you unsubscribe.
- Support portal accounts — retained for the duration of your account. You may request deletion at any time.
- Support tickets — retained for a minimum of 3 years for audit and reference purposes.
- Server logs — retained for up to 90 days.
7. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
- Right of access — to request a copy of the personal data we hold about you.
- Right to rectification — to request correction of inaccurate or incomplete data.
- Right to erasure — to request deletion of your personal data in certain circumstances.
- Right to restrict processing — to request that we limit how we use your data.
- Right to data portability — to receive your data in a structured, machine-readable format.
- Right to object — to object to processing based on legitimate interests or for direct marketing.
- Right to withdraw consent — where processing is based on consent, to withdraw it at any time.
To exercise any of these rights, please contact us at hello@phillipsit.co.uk. We will respond within one month.
8. Cookies
We use cookies to operate the support portal (session management) and to remember your preferences. For full details, please see our Cookie Policy.
9. Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. These include encrypted connections (TLS), access controls, and encrypted storage of sensitive fields. No transmission over the internet is completely secure; while we do our best to protect your data, we cannot guarantee its absolute security.
10. International Transfers
We store and process data primarily within the United Kingdom. Where third-party services process data outside the UK, we ensure that appropriate safeguards are in place in accordance with UK GDPR, such as adequacy decisions or standard contractual clauses.
11. Changes to This Policy
We may update this privacy policy from time to time. When we do, we will update the date at the top of this page. We encourage you to review this policy periodically. Continued use of our website or services after any changes constitutes your acceptance of the revised policy.
12. Complaints
If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the UK's supervisory authority:
- Information Commissioner's Office (ICO)
- ico.org.uk
- Telephone: 0303 123 1113
We would, however, appreciate the chance to address your concerns before you contact the ICO — please reach out to us first.
13. Contact Us
For any questions or requests relating to this privacy policy or your personal data:
- Email: hello@phillipsit.co.uk
- Phone: 01246 696 222
- Post: Phillips IT Ltd, 9 Princess Street, Chesterfield, S43 1HP