Effective Date: 1 January 2025

This privacy policy explains how System Restore UK (Herts) Ltd ("we", "us", "our"), a company registered in England & Wales (company number 13394537), collects, uses, stores, and protects your personal information when you use our website, contact us, or use our services.

Our registered address is 2 The Wynd, Letchworth Garden City, Hertfordshire, SG6 3EN. You can contact us at info@sr-uk.com.

1. Information We Collect

We may collect the following types of personal information:

• Contact information - your name, email address, phone number, and postal address when you contact us or request a quote.
• Device information - details about your computer or device that you provide when requesting a repair, including make, model, and fault description.
• Transaction information - records of services provided, invoices, and payment details.
• Website usage data - information collected automatically when you visit our website, including IP address, browser type, pages visited, and referring site. This data is collected via cookies and analytics tools.

2. How We Use Your Information

We use your personal information for the following purposes:

• To provide, manage, and improve our repair, servicing, and IT support services.
• To respond to enquiries and provide quotes.
• To process payments and maintain financial records as required by law.
• To communicate with you about your repair or order status.
• To improve our website and understand how visitors use it.
• To comply with legal and regulatory obligations.

3. Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), we process your personal data on the following legal bases:

• Contractual necessity - to fulfil our obligations when you engage us for a repair or service.
• Legitimate interests - to operate and improve our business, respond to enquiries, and ensure the security of our systems.
• Legal obligation - to comply with tax, accounting, and other regulatory requirements.
• Consent - where you have given explicit consent, for example when subscribing to communications.

4. Data Sharing

We do not sell your personal data to third parties. We may share your information with:

• Service providers - trusted third parties who help us operate our business, such as payment processors, email providers, and analytics services. These providers are contractually bound to protect your data.
• Legal authorities - if required by law, regulation, or legal proceedings.
• Component suppliers - in limited cases where warranty claims require us to share device or purchase information.

5. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected. Specifically:

• Customer records and transaction data are retained for up to 6 years to comply with HMRC requirements.
• Enquiry and contact form data is retained for up to 2 years after the last interaction.
• Website analytics data is retained in accordance with our analytics provider's policies.

6. Cookies

Our website uses cookies to improve your browsing experience and to analyse website traffic. Cookies are small text files stored on your device. We use:

• Essential cookies - required for the website to function properly.
• Analytics cookies - to help us understand how visitors use our website so we can improve it.

You can control cookies through your browser settings. Disabling cookies may affect the functionality of our website.

7. Your 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 data.
• Right to erasure - you can ask us to delete your data, subject to legal retention requirements.
• Right to restrict processing - you can ask us to limit how we use your data.
• Right to data portability - you can request your data in a commonly used, machine-readable format.
• Right to object - you can object to processing based on legitimate interests.

To exercise any of these rights, please contact us at info@sr-uk.com. We will respond within one month.

8. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. This includes secure storage of physical records, encrypted digital storage, and restricted access to personal data within our business.

While we take all reasonable steps to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to maintaining the highest practical standards.

9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policies of any third-party sites you visit.

10. Children's Privacy

Our services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us and we will delete it promptly.

11. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.

12. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office

Website: ico.org.uk

Telephone: 0303 123 1113

13. Contact Us

If you have any questions about this privacy policy or how we handle your data, please contact us:

System Restore UK (Herts) Ltd

2 The Wynd, Letchworth Garden City, Hertfordshire, SG6 3EN

Email: info@sr-uk.com

Phone: 01462 339101

Company number: 13394537 (registered in England & Wales)