Privacy Policy

Last updated: 03/06/2026

1. Introduction

We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our services or visit our website.

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws in the United Kingdom.

2. Who we are

We are a UK-based IT and telecommunications service provider offering services including email hosting, domain registration, home IT support, business IT support, and managed IT services.

Data Controller: Kyron Surridge
Hafod IT
10 Herbert Street, Hafodyrynys, Newport, NP11 5BD
Policies@hafodit.co.uk
[Phone Number]

3. What personal data we collect

We may collect and process the following types of personal data:

Identity data (name, business name, username)
Contact data (email address, phone number, postal address)
Technical data (IP address, device information, browser type)
Service data (emails, domain records, support tickets, system logs)
Billing data (payment details, invoices, transaction history)
Communication data (emails, chat messages, support requests)

We do not intentionally collect special category data unless required for a specific support service and with your consent.

4. How we collect your data

We collect data through:

Direct interactions (signing up, support requests, emails)
Website forms and enquiries
Service usage (hosting, email systems, managed IT platforms)
Cookies and analytics tools
Third-party providers (e.g. domain registrars, payment processors)

5. How we use your data

We use your personal data to:

Provide and manage IT and telecoms services
Set up and maintain email, domains, and hosting services
Deliver technical support and troubleshooting
Manage billing, invoices, and payments
Improve our services and website performance
Comply with legal and regulatory obligations
Prevent fraud, misuse, or security threats

6. Legal basis for processing

We process your data under the following lawful bases:

Contract: to provide services you have requested
Legal obligation: for tax, accounting, and compliance requirements
Legitimate interests: to improve services, maintain security, and manage business operations
Consent: where required (e.g. marketing communications)

7. Data sharing

We may share your data with trusted third parties, including:

Domain registrars and hosting providers
Email and cloud service providers
Payment processors and banks
IT security and monitoring providers
Professional advisors (accountants, legal advisors)

We only share data where necessary and ensure appropriate safeguards are in place.

We do not sell your personal data.

8. International transfers

Some of our service providers may store or process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as UK adequacy regulations or standard contractual clauses.

9. Data retention

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

Provide services
Meet legal, tax, and accounting obligations
Resolve disputes and enforce agreements

Retention periods vary depending on the type of data and service provided.

10. Data security

We take appropriate technical and organisational measures to protect your data, including:

Encryption of data in transit and at rest (where applicable)
Access controls and authentication systems
Secure servers and network monitoring
Regular security reviews and updates

However, no system can be guaranteed 100% secure.

11. Your rights under UK GDPR

You have the right to:

Access your personal data
Request correction of inaccurate data
Request deletion of your data (where applicable)
Restrict or object to processing
Request data portability
Withdraw consent at any time (where applicable)

To exercise your rights, contact us using the details below.

12. Cookies

Our website may use cookies and similar technologies to:

Improve user experience
Analyse website traffic
Support website functionality

You can manage cookie preferences through your browser settings.

13. Marketing communications

We may send you service updates or marketing communications where you have opted in or where permitted under UK PECR rules. You can unsubscribe at any time.

14. Third-party links

Our website may contain links to third-party websites. We are not responsible for their privacy practices and recommend reviewing their policies separately.

15. Changes to this policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised “Last updated” date.

16. Contact us

If you have any questions about this Privacy Policy or how we handle your data, please contact:

Hafod IT
Email: Policies@hafodit.co.uk
Phone: [your phone number]
Address: 10 Herbert Street, Hafodyrynys, Newport, NP11 5BD

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):
https://www.ico.org.uk