Privacy Policy

Chalkwood IT Ltd (‘we’ or ‘us’ or ‘our’) respects your privacy and is committed to the protection of personal data and the rights of data subjects, in compliance with relevant laws such as the General Data Protection Regulation (GDPR) and any data protection, electronic communications or e-privacy laws, rules or guidance that are in force in the UK, including the Data Protection Act 1998 or any successor legislation.

This Privacy Policy will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.

Our registered office is at 136 Blackboy Lane, Fishbourne, West Sussex, PO18 8AZ and we are a company registered in England under company number 07936080.

Should we ask you to provide information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.

We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from May 23rd 2018.

What we collect

Personal data, or personal information, means any information about an individual from which that person 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, such as:

  • Identity & Contact Data which may include your name, job title, business name, email address or phone number.
  • Interaction Data which may include the content of enquiries made via our contact form, support requests logged online, by email, by phone, details of registrations for business related services or responses to surveys/feedback requests.
  • Usage Data which may include information about how you use our website, products or services.
  • Technical Data which may include your IP address, browser type and version, geographic location, operating system and other information about the devices you use to access our website.
  • Marketing Data which may include your preferences in receiving marketing from us.

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 Policy.

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).

How we collect your data

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

Direct Interaction – you may give us your Identity & Contact Data by corresponding with us by post, phone, email or otherwise. This includes filling in forms on our website to submit an enquiry or respond to a survey and by logging a support request online, by phone, email.

Automated Technologies – as you use our website we may automatically collect Technical Data about your device, user behaviour and interactions by using cookies, server logs or other technologies.

Third Parties – we may receive Technical Data from third party services such as:

  • Analytics providers, such as Google
  • Advertising networks
  • Search information and other data providers

Where data is obtained from third party suppliers, we ensure that these suppliers use the necessary level of protection for your information and comply with the relevant data protection laws.

How we use your data

We may use your personal data in the following ways:

  • To process a support request. We may use your personal data to respond to a support request in order to carry out the performance of a contract.
  • To process an enquiry. We may use your personal data to respond to any enquiry you may have about our products or services.
  • To register you for a business service. We may use your personal data to contact you regarding business services you have purchased from/through us.
  • To improve our website. We may use your personal data to make improvements to our website based on your usage and technical data.
  • We may occasionally send you marketing information where we have assessed that it may be beneficial to you and in our legitimate interests. Such information will be non-intrusive, and you have the right to opt-out at any time.

Your rights

You have the right to access any personal information that we process about you and to request information about:

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We will not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice, our support contract or where there is a legal requirement. We may use third-parties to provide additional services and business functions; however, all processors acting on our behalf will only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

Transfers Outside the EU

We may utilise some products or services (or parts of them) that may be hosted/stored in non-EU countries which means that we may transfer personal data outside the European Economic Area (“EEA”) for the below purposes: –

  • Sending marketing communications

Therefore, some personal information may be stored on servers which are hosted outside the EEA. Where this is the case, we will take steps to ensure that those providers use the necessary level of protection for your information and abide by strict agreements and measures set out by us to protect your data and comply with the relevant data protection laws.

Data Retention

We will only retain your personal data for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Data Security

We take your privacy seriously and take every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, such as SSL, encryption, restricted access, firewalls and end-point protection.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.


We may occasionally send you marketing communications and promotional offers by email that have been identified as being beneficial to you. Such information will be assessed as being relevant to you and non-intrusive and you will always have the option to opt-out/unsubscribe at any time by clicking the unsubscribe link within those emails or by contacting us.

Cookies and how we use them

A cookie is a small text file that is stored on your computer or mobile device by a website’s server, typically to improve your user experience and commonly to gather analytical data about how the site is being used. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

How we use cookies

We may use cookies to:

  • Analyse our web traffic using an analytics package. Aggregated usage data helps us to improve the website structure, design, content and functions.
  • Test content on our website. For example, 50% of our users might see one piece of content, the other 50% a different piece of content.
  • Store information about your preferences. The website can then present you with information you will find more relevant and interesting.
  • To recognise when you return to our website. We may show you relevant content or provide functionality you used previously.
  • From time to time, we may also provide content (such as YouTube videos) that may set cookies when played.

What to do if you don’t want cookies to be set

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer, however this may prevent you from taking full advantage of our website.


We use third party vendors, including Google, to show our ads on sites across the Internet. These vendors, including Google, use cookies to serve ads based on your past visits to our website. As a result, you may see ads for products or services you have viewed on our website on other websites that you may visit.

We hope you find these ads relevant to your interests, however you can opt out of Google’s use of cookies by visiting Google’s Ads Settings. Alternatively, you can opt out of a third-party vendor’s use of cookies by visiting the Network Advertising Initiative opt out page.

Lodging a Complaint

We will only process your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

Contact Details

Data Protection Officer
Chalkwood IT Ltd
136 Blackboy Lane,
West Sussex,
PO18 8AZ