Orbit Networks Ltd ("we", "us", or "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website or use our services.
We are registered in England and Wales under company number 16740929. For data protection purposes, we are the data controller.
1. Information We Collect
1.1 Information You Provide to Us
We collect information you provide directly when you:
- Contact us through our website forms or email
- Request a quote or consultation
- Sign up for our services
- Subscribe to our newsletter or blog updates
- Communicate with our support team
This information may include:
- Contact details: Name, email address, phone number, company name, job title
- Business information: Company address, industry, number of employees
- Technical information: Details about your IT infrastructure and requirements
- Communication records: Content of emails, support tickets, and other correspondence
1.2 Information We Collect Automatically
When you visit our website, we automatically collect:
- Device information: IP address, browser type, operating system
- Usage information: Pages visited, time spent on pages, links clicked
- Referral information: The website you came from to reach ours
We collect this information using cookies and similar technologies. See our Cookie Policy for more details.
1.3 Information from Clients
If you become a client, we may additionally collect:
- Account credentials: Usernames, email addresses (encrypted passwords stored securely)
- Service usage data: Login times, service health metrics, support ticket history
- Billing information: Invoices, payment records (we do not store credit card details)
- Technical configurations: Network settings, Microsoft 365 configurations
2. How We Use Your Information
We use your personal data for the following purposes:
| Purpose | Legal Basis |
|---|---|
| Providing and delivering our IT services | Contract performance |
| Responding to inquiries and providing support | Legitimate interests |
| Sending service updates and important notices | Contract performance / Legitimate interests |
| Processing payments and billing | Contract performance |
| Improving our website and services | Legitimate interests |
| Marketing communications (with consent) | Consent |
| Complying with legal obligations | Legal obligation |
| Preventing fraud and ensuring security | Legitimate interests / Legal obligation |
Marketing Communications
We will only send you marketing emails if you have opted in to receive them. You can unsubscribe at any time using the link in our emails or by contacting us directly.
3. Legal Basis for Processing
Under UK GDPR, we process your personal data based on the following legal grounds:
Contract Performance
Processing necessary to fulfill our contractual obligations to provide services to you.
Legitimate Interests
Processing necessary for our legitimate business interests, such as improving services, responding to inquiries, and ensuring security. We balance these interests against your rights and freedoms.
Consent
Where we have your explicit consent, such as for marketing communications. You can withdraw consent at any time.
Legal Obligation
Processing required to comply with legal or regulatory requirements, such as tax and accounting obligations.
4. How We Share Your Information
We do not sell or rent your personal data to third parties. We may share your information with:
4.1 Service Providers
We work with trusted third-party service providers who process data on our behalf:
- Microsoft: For Microsoft 365 services and cloud infrastructure
- Hosting providers: For website and email hosting
- Analytics providers: Such as Google Analytics (anonymized data)
- Payment processors: For invoice and payment processing
- IT tools: Ticketing systems, monitoring tools, documentation platforms
These providers are contractually obligated to protect your data and use it only for the purposes we specify.
4.2 Legal Requirements
We may disclose your information if required by law, court order, or to:
- Comply with legal processes or government requests
- Enforce our terms and conditions
- Protect the rights, property, or safety of Orbit Networks, our clients, or others
- Prevent fraud or security threats
4.3 Business Transfers
If we are involved in a merger, acquisition, or sale of assets, your personal data may be transferred as part of that transaction. We will notify you of any such change.
5. International Data Transfers
Some of our service providers are based outside the UK and European Economic Area (EEA). When we transfer data internationally, we ensure adequate protection through:
- Standard Contractual Clauses approved by the UK Information Commissioner's Office (ICO)
- Providers certified under recognised data protection frameworks
- Other appropriate safeguards as required by UK GDPR
If you would like more information about international transfers, please contact us.
6. How Long We Keep Your Data
We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy:
| Data Type | Retention Period |
|---|---|
| Website inquiries and contact forms | 2 years from last contact |
| Marketing communications (non-clients) | Until you unsubscribe or 3 years of inactivity |
| Client account and service data | Duration of contract + 6 years (for legal/tax purposes) |
| Support tickets and communications | Duration of contract + 2 years |
| Financial records and invoices | 6 years (legal requirement) |
| Website analytics data | 26 months (Google Analytics default) |
After the retention period, we securely delete or anonymize your data. Some data may be retained longer if required by law or for legitimate business purposes (e.g., resolving disputes).
7. Your Data Protection Rights
Under UK GDPR, you have the following rights regarding your personal data:
Right of Access
You can request a copy of the personal data we hold about you.
Right to Rectification
You can ask us to correct inaccurate or incomplete personal data.
Right to Erasure ("Right to be Forgotten")
You can request deletion of your personal data in certain circumstances (e.g., when no longer necessary for the purpose collected).
Right to Restrict Processing
You can request that we limit how we use your data in certain situations.
Right to Data Portability
You can request a copy of your data in a structured, commonly used format to transfer to another service provider.
Right to Object
You can object to processing based on legitimate interests or for direct marketing purposes.
Right to Withdraw Consent
Where processing is based on consent, you can withdraw it at any time.
To exercise any of these rights, please contact us using the details below. We will respond to your request within one month.
Right to Complain: If you're unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or call 0303 123 1113.
8. Data Security
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it from unauthorised access, loss, or misuse:
- Encryption of data in transit and at rest
- Secure authentication and access controls
- Regular security assessments and updates
- Staff training on data protection and security
- Secure backup and disaster recovery procedures
- Restricted access to personal data on a need-to-know basis
While we strive to protect your personal data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but will notify you and the ICO of any data breach where required by law.
9. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to improve your experience and understand how you use our site.
Essential Cookies
These are necessary for the website to function and cannot be disabled. They include session management and security cookies.
Analytics Cookies
We use Google Analytics to understand how visitors use our website. This data is anonymized and helps us improve our site. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.
Managing Cookies
You can control cookies through your browser settings. However, disabling cookies may affect the functionality of our website.
For more information, see our Cookie Policy [link to separate cookie policy if you have one].
10. Children's Privacy
Our services are not directed at children under 16 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately and we will delete it.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes, we will:
- Update the "Last Updated" date at the top of this policy
- Notify existing clients via email
- Display a prominent notice on our website
We encourage you to review this policy periodically. Continued use of our services after changes constitutes acceptance of the updated policy.
Contact Us About Your Privacy
If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:
Email: Info@orbitnetworks.co.uk
Website: orbitnetworks.co.uk
Company: Orbit Networks Ltd, Company No. 16740929
We aim to respond to all privacy inquiries within 3 business days.