Privacy policy

1. Who we are

1.1 Reload IT Ltd (“Reload IT”, “we”, “us”) is an IT services and software company registered in England and Wales, company number 10106178, registered office Clifford Lister Business Centre, Bawtry Rd, Wickersley, Rotherham S66 2BL. Our VAT number is 242270045.

1.2 For the data described here, Reload IT is the data controller. Contact us about anything in this policy at info@reloadit.co.uk.

2. When we are controller, and when we are processor

2.1 We are the controller for the personal data covered by this policy: website enquiries, and the contact details of our clients, suppliers and the people we deal with in running our business.

2.2 When we deliver IT support and services, we sometimes access data held on your systems, and that makes us a processoracting on your instructions. That processing is governed by the agreement we have with you as our client, under which you are the controller. We only access what we need to do the work, and we don’t use it for anything else.

3. Data we collect

• Enquiry data. When you use the contact form or email us: your name, company, email address and whatever you choose to tell us. Form submissions are checked for spam (see clause 5) and delivered to our inbox as an email; we don’t store them in any database of our own.
• Client and supplier data. The names, roles and contact details of the people we work with, and the correspondence and records that go with providing and billing for our services.
• Service data. Information we necessarily see while supporting your systems (as a processor, per clause 2.2).
• Website data. Basic technical information handled by our host to serve and secure the site (see our Cookie Policy; this site sets no tracking cookies).

4. Why we use it, and our lawful bases

• Responding to your enquiry and providing our services: performance of a contract, or taking steps at your request before entering one.
• Invoicing, VAT and accounting: legal obligation and performance of a contract.
• Keeping our systems and yours secure, and preventing fraud or misuse: legitimate interests.
• Keeping in touch with existing clients about similar services we offer: legitimate interests, and you can opt out at any time.

5. Who we share it with

5.1 We share personal data only with the providers who help us run the business, under contracts that limit what they can do with it: Vercel Inc., which hosts this website and provides cookieless visitor analytics; Cloudflare, whose Turnstile service checks that form submissions come from a person and not a bot; Resend, which delivers form submissions to our inbox as email; and our email and IT tooling providers.

5.2 We may also disclose data where the law requires it, to our professional advisers, and to a buyer of our business. We do not sell personal data.

6. International transfers

6.1 Some providers process data outside the UK. Where they do, we rely on UK adequacy regulations or appropriate safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. Details are available on request.

7. How long we keep it

• Enquiry correspondence: kept only as long as needed to deal with your enquiry and any follow-up.
• Client records: for the life of the relationship and a reasonable period afterwards.
• Invoicing, VAT and accounting records: 6 years, as HMRC and the Companies Act 2006 require.

8. Your rights

8.1 Under UK GDPR you have rights of access, rectification, erasure, restriction, portability and objection, and the right to withdraw consent where we rely on it. To exercise a right, email info@reloadit.co.uk and we will respond within one month.

8.2You can also complain to the Information Commissioner’s Office (ico.org.uk), though we’d appreciate the chance to put things right first.

9. Security

9.1We apply technical and organisational measures appropriate to the risk, including encrypted connections and access controls. No system is completely secure, and where you send us information you’re responsible for keeping your own accounts and credentials safe.

10. Changes

10.1 We may update this policy from time to time. The current version always lives at www.reloadit.co.uk/privacy.