Website privacy notice

1. Who we are

The controller responsible for personal data covered by this notice is:

• Business: DSF Technologies
• Address: 23 Hazelwood Close, Tonbridge, TN11 0FP
• Email: info@dsftech.co.uk

For privacy questions or to exercise your rights, contact us using the details above.

2. Personal data we collect

Depending on how you interact with us, we may collect:

• Enquiry and contact details: name, business name, job title, email address, telephone number, and the contents of messages or support requests.
• Quote, contract and account information: services requested or supplied, business contact details, communications, service records, and billing or payment information.
• Website and technical information: IP address, device and browser details, pages visited, access times, and security or diagnostic logs.
• Service delivery information: information needed to configure, support, secure, or maintain your IT environment. This may include user names, device identifiers, network or system logs, and records of support activity.
• Supplier and professional contact information: contact and payment details needed to work with our suppliers, advisers, and business partners.

Please do not send sensitive personal data through a website form unless we have specifically asked you to do so and explained how it will be handled.

3. How and why we use personal data

Where we rely on legitimate interests, those interests are operating and protecting our business, responding to business enquiries, and maintaining customer relationships. We consider the impact on people and their rights before relying on this basis.

If you do not provide information needed for a quote or contract, we may be unable to respond, provide the service, or meet our contractual obligations.

4. IT services and customer data

When we access or host personal data as part of providing IT services to a customer, the customer will usually decide why and how that data is used and act as the controller. We will usually act as the customer’s processor, following the customer’s documented instructions and the applicable data processing agreement.

In that situation, the customer’s privacy notice applies to their use of that data. We handle it under our contract and data processing terms, and this website notice does not replace those terms. If you are an end user of a customer’s systems, contact that customer about its use of your personal data.

We may also act as an independent controller for limited service administration, security, billing, and support records, as described in this notice.

5. Who we share personal data with

We may share relevant information with:

• hosting, cloud, backup, email, remote support, security, and other IT service providers that help us operate or deliver services;
• professional advisers, insurers, banks, payment providers, and auditors where needed for our business;
• regulators, law enforcement, courts, or other parties when required by law or necessary to protect legal rights; and
• a buyer or successor if our business is reorganised, sold, or transferred.

We require service providers to protect personal data and use it only for authorised purposes.

6. International transfers

Some of our providers may process personal data outside the UK. Where required, we use a UK adequacy regulation or appropriate safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can contact us for more information about the safeguards relevant to a particular transfer.

7. How long we keep personal data

We keep personal data only for as long as reasonably necessary for the purposes described above, including to meet legal, accounting, contractual, and reporting requirements. Our retention periods are:

• Enquiries that do not become customers: 12 months after the request is submitted, then deleted if the request is not taken on.
• Customer and contract records: 1 year.
• Financial and tax records: 1 year.
• Support and security logs: 1 year.
• Marketing preferences and suppression records: until you opt out, plus a limited record needed to respect that choice.

At the end of the relevant period, we delete or anonymise the information unless we need to retain it for a legal claim or other lawful reason.

8. Cookies and similar technologies

This website uses strictly necessary cookies so the site can work, so you can sign in, and so we can keep it secure. We do not use analytics or advertising cookies.

9. Marketing choices

We may send relevant business updates where permitted by law. You can opt out at any time by using the unsubscribe link in a message or contacting us at info@dsftech.co.uk. We will continue to send essential messages about services you use, such as security or service notices.

10. Your data protection rights

Depending on the circumstances and the lawful basis we use, you may have the right to:

• access your personal data;
• correct inaccurate or incomplete data;
• ask us to erase or restrict the use of your data;
• object to processing based on our legitimate interests, including direct marketing;
• receive certain data in a portable format; and
• withdraw consent at any time where we rely on consent. Withdrawal does not affect processing already carried out.

These rights are subject to conditions and legal exceptions. To exercise a right, contact us using the details in section 1. We may need to verify your identity before responding.

You can complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or by calling 0303 123 1113. We would appreciate the chance to address your concern first.

11. Security

We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, or misuse. No method of transmission or storage is completely secure, but we work to protect the information we hold and limit access to those who need it.

12. Third-party websites

Our website may link to third-party websites or services. Their privacy practices are governed by their own notices, which we encourage you to read.

13. Changes to this notice

We may update this notice from time to time. We will post the updated version on this page and change the “Last updated” date. If a change materially affects how we use personal data, we will take any additional steps required by law.