Call: +44 1986 807342   Email: [email protected]
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Privacy Policy

Last Updated: 2025

Responsive IT (“we”, “us”, “our”) is committed to protecting your personal data and ensuring your information is handled securely, transparently, and in full compliance with UK GDPR, the Data Protection Act 2018, and industry best practices.

As a security-focused IT provider, we treat the confidentiality, integrity and availability of your data as a core part of our service. This Privacy Policy explains how we collect, use, protect, and store your information when you visit our website or use our services.

1. Who We Are

Responsive IT
Station Yard,
Blyth Road,
Southwold,
Suffolk
IP18 6FH
Email: [email protected]
Tel: 01986 807342

We act as a Data Controller for personal data we collect directly and a Data Processor where we manage or store data on behalf of clients.

2. Information We Collect

2.1 Information you provide directly

  • Name and contact details
  • Business address
  • Email address and telephone number
  • Support request details
  • Contract / onboarding information
  • Billing and payment information

2.2 Information collected automatically

  • IP address
  • Browser type and device
  • Pages visited
  • Time spent on the site

This is used for site security, performance monitoring and improvement.

2.3 Information processed as part of IT support

  • User account information (e.g., Microsoft 365)
  • Device details, configurations and diagnostics
  • System logs or error data
  • Backup and cloud storage metadata

All such information is processed purely to deliver secure IT services.

3. Legal Basis for Processing

  • Contractual necessity: To provide IT services and respond to enquiries.
  • Legitimate interests: Security monitoring, fraud prevention, service improvement.
  • Legal obligation: Compliance with UK laws and regulations.
  • Consent: For optional communications where applicable.

4. How We Use Your Information

  • Provide and manage IT services
  • Secure and monitor IT systems
  • Maintain backups and disaster recovery
  • Respond to enquiries and support tickets
  • Manage billing and contracts
  • Improve website security and detect threats
  • Comply with legal obligations

5. Security of Your Data

We use strong, layered security measures to protect your information, including:

  • Encryption of data in transit and at rest
  • Zero-trust access controls
  • Multi-factor authentication
  • Regular patching and vulnerability monitoring
  • Strict role-based access
  • GDPR-compliant infrastructure
  • Security audits and incident response processes

6. Data Sharing & Third Parties

We do not sell your personal data.

We may share information with trusted sub-processors only where necessary to deliver services:

  • Microsoft (Microsoft 365 services)
  • Acronis (cloud backups)
  • Secure hosting providers
  • Telecoms and infrastructure partners
  • Payment processors

All third parties undergo security and GDPR compliance checks.

7. International Data Transfers

Where data is transferred outside the UK, we ensure adequacy regulations or Standard Contractual Clauses (SCCs) are in place, supported by additional technical safeguards.

8. Data Retention

We retain personal data only for as long as necessary for:

  • Service delivery
  • Legal and regulatory compliance
  • Accounting and record-keeping
  • Security and audit logs

Data is securely deleted or anonymised once no longer required.

9. Your Rights

You have the following rights under UK GDPR:

  • Access your data
  • Rectify incorrect information
  • Request deletion
  • Restrict processing
  • Object to processing
  • Data portability
  • Withdraw consent

To exercise any rights, email [email protected].

10. Cookies

We use essential cookies for security and functionality. Analytics cookies may be used to improve performance. Full details can be found in our Cookies Policy.

11. Data Breach Response

If a data breach occurs, we will:

  • Immediately contain and secure systems
  • Investigate the cause
  • Notify affected individuals if required
  • Report to the ICO where legally necessary
  • Implement improved preventive measures

12. Updates to This Policy

We may update this Privacy Policy to reflect legal, security, or operational changes. The latest version will always be available on our website.

13. Contact Us

If you have questions regarding this policy or your data:

Email: [email protected]
Tel: 01986 807342
Address: Responsive IT Station Yard Blyth Road Southwold Suffolk IP18 6FH