Privacy Policy

HOSTS management services (‘we’, ‘us’, or ‘our’) respects your privacy and is committed to protecting your personal data. This privacy notice will inform you how we collect and process personal data and tell you about your privacy rights. 

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them. 

We are the controller of your data and are responsible for it. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. 

We may also act as processor for your data on behalf of a controller, in which case we are not responsible for it but the same standards of privacy will apply. 

Our services are not intended for children and we do not knowingly collect data relating to children.

Having said that, a privacy policy is a statement that discloses some or all of the ways a website collects, uses, discloses, processes, and manages the data of its visitors and customers. It usually also includes a statement regarding the website’s commitment to protecting its visitors’ or customers’ privacy, and an explanation about the different mechanisms the website is implementing in order to protect privacy. 

Different jurisdictions have different legal obligations of what must be included in a Privacy Policy. You are responsible to make sure you are following the relevant legislation to your activities and location.

We have appointed a data privacy manager. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using these details:

Data Privacy Manager
Hosts management services
P O Box 161 
St Ives 
Cornwall 
TR26 2XX 

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Or alternatively at: dataprivacymanager@iolo.co.uk 

You have the right to make a complaint at any time to the Information Commissioner’s Office (‘ICO’), the UK supervisory authority for data protection issues. The ICO’s website can be viewed at www.ico.org.uk. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please always contact us in the first instance.

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If we provide links to third-party websites, plug-ins and applications, during our relationship with you, that is not a representation that we control such third-party resources and we are not responsible for their privacy statements. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We encourage you to read the privacy notice of every website you visit.

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In such a case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time. We accept no liability under contract if it cannot be performed due to your withholding of data from us.

Personal data means any information about an individual from which that individual can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

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o Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender. o Contact Data includes billing address, delivery address, email address and telephone numbers.

o Financial Data includes bank account and payment card details.

o Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

 
o Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use.

o Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.

o Usage Data includes information about how you use our products and services.

o Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

o We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

o We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. 

We use different methods to collect data from and about you including through: 

o Direct interactions. You may give us data by filling in enquiry forms or by corresponding with us by post, phone, email, in person or otherwise. This includes personal data you provide when you, for example: 
• Enquire or instruct us for our products or services; 
• Subscribe to our services or publications; 
• Request marketing materials to be sent to you; 
• Enter a competition, promotion or survey; or 
• Give us feedback.

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o Automated technologies or interactions. As you interact with our products, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies (please see our cookie policy below for further details on which cookies we may store.) 

1. Cross site forgery protection cookie – This is an unobtrusive security cookie, and exempt from declaration 

2. Session Cookie – This is an unobtrusive cookie, and exempt from declaration 

3. Google Analytics Doubleclick request cookie – This forms part of the analytics tracking suite, this cookie is unobtrusive cookie, and exempt from declaration 

4. Google analytics Tracking Cookie – This is a minimally-intrusive cookie, and doesn’t share any personal information. It is classified as a first-party anonymous cookieused only for analytical purposes.

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o Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources, for example: 
• Analytics and search information providers; 
• Advertising networks; 
• Providers of technical, payment and delivery services; 
• Data brokers or aggregators; 
• Companies House; and 
• The Electoral Register;

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o Other Data Controllers or Processors. When our client is a data controller or data processor of your data (and so we are a processor or sub-processor, respectively), we may be provided your data in order to fulfil our contract with our client. We do not take responsibility for the privacy standards of our client, but endeavour to ensure they meet with the legal minimum. In any event, our standards of privacy will apply to your data whether we have obtained information directly from you or from a controller client.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

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o Where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

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o Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. This means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We consider and balance any potential impact on you (both positive and negative), and your rights, before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

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o Where we need to comply with a legal or regulatory obligation.

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Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us. 

We have set out below a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Type of data: 

a. Identity 

b. Contact

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Lawful basis for processing including basis of legitimate interest: 

Performance of a contract with you

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Purpose/Activity: 

To process and deliver work including: 

a. Managing payments, fees and charges 
b. Collect and recover money owed to us

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Type of data:
a. Identity 
b. Contact 
c. Financial 
d. Transaction 
e. Marketing and Communications

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Lawful basis for processing including basis of legitimate interest:

a. Performance of a contract with you 
b. Necessary for our legitimate interests (to recover debts due to us)

a. Notifying you about changes to our terms or privacy policy
b. Asking you to leave a review or take a survey  

Type of data: 

a. Identity 
b. Contact 
c. Profile 
d. Marketing and Communications 

Lawful basis for processing including basis of legitimate interest: 

a. Performance of a contract with you 
b. Necessary to comply with a legal obligation 
c. Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)