Privacy Policy
Your privacy is important to us. This policy explains how we collect, use, and protect your personal information.
Last Updated: January 2026Quick Navigation
1. Information We Collect
Information You Provide to Us
We collect information that you voluntarily provide when you:
- Fill out a contact form or request a consultation
- Subscribe to our newsletter or updates
- Create an account on our client portal
- Communicate with us via email, phone, or chat
- Engage with our services
This may include:
- Name and contact information (email, phone, address)
- Company name and business information
- Job title and professional details
- Technical requirements and preferences
- Payment and billing information
Information We Collect Automatically
When you visit our website, we automatically collect certain information about your device and usage, including:
- IP address and location data
- Browser type and version
- Operating system
- Pages visited and time spent on our site
- Referring website addresses
- Device identifiers
2. How We Use Your Information
We use the information we collect for the following purposes:
Service Delivery
- Providing IT services and technical support
- Managing your account and client relationship
- Processing payments and billing
- Responding to your inquiries and requests
Communication
- Sending service updates and important notices
- Providing customer support
- Sending newsletters and marketing materials (with your consent)
- Notifying you about changes to our services or policies
Improvement & Analytics
- Improving our website and services
- Understanding user behavior and preferences
- Conducting research and analysis
- Developing new features and services
Legal Basis: We process your personal data based on consent, contractual necessity, legitimate interests, and legal obligations under UK GDPR and Data Protection Act 2018.
3. Information Sharing
We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:
Service Providers
We work with trusted third-party service providers who assist us in operating our business, such as:
- Cloud hosting providers
- Payment processors
- Email marketing platforms
- Analytics services
These providers are contractually obligated to protect your information and use it only for specified purposes.
Legal Requirements
We may disclose your information if required to do so by law or in response to:
- Valid legal processes (court orders, subpoenas)
- Requests from law enforcement or regulatory authorities
- Protection of our rights, property, or safety
- Prevention of fraud or illegal activities
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.
4. Data Security
We take the security of your personal information seriously and implement appropriate technical and organizational measures, including:
- Encryption: Data is encrypted in transit (SSL/TLS) and at rest
- Access Controls: Limited access to personal data on a need-to-know basis
- Regular Security Audits: Ongoing assessment of our security practices
- Employee Training: Staff trained on data protection and security
- Secure Infrastructure: Use of secure, UK-based data centers
- Backup & Recovery: Regular backups and disaster recovery procedures
Note: While we use industry-standard security measures, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but continually work to protect your information.
5. Your Rights
Under UK data protection law, you have the following rights regarding your personal information:
| Right | Description |
|---|---|
| Right to Access | Request a copy of the personal data we hold about you |
| Right to Rectification | Request correction of inaccurate or incomplete data |
| Right to Erasure | Request deletion of your personal data (subject to legal obligations) |
| Right to Restrict Processing | Request limitation on how we use your data |
| Right to Data Portability | Request your data in a structured, machine-readable format |
| Right to Object | Object to processing based on legitimate interests or direct marketing |
| Right to Withdraw Consent | Withdraw consent for data processing at any time |
To exercise any of these rights, please contact us using the details at the end of this policy. We will respond within one month of receiving your request.
Right to Complain: You have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your data properly. Visit ico.org.uk for more information.
7. Data Retention
We retain your personal information only as long as necessary for the purposes outlined in this policy or as required by law.
Retention Periods
- Client Data: Duration of the business relationship plus 6 years (for legal and accounting purposes)
- Marketing Data: Until you unsubscribe or request deletion
- Website Analytics: 26 months (Google Analytics default)
- Support Tickets: 3 years after resolution
- Financial Records: 7 years (HMRC requirements)
After the retention period expires, we securely delete or anonymize your personal data.
8. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by:
- Posting the updated policy on our website
- Updating the "Last Updated" date
- Sending an email notification for material changes (if you're a client)
We encourage you to review this policy periodically to stay informed about how we protect your information.
Questions About Your Privacy?
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:
Email: privacy@sparksystems.co.uk
Phone: 020 4551 4551
We aim to respond to all privacy inquiries within 48 hours.