Privacy policy

This policy explains how Thapsus collects and uses personal information when you visit our website (tech.thapsus.uk), send us an enquiry or book a call with us. It also explains the choices you have and your rights under UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Thapsus is a trading name of Thapsus Cargo Ltd, a company registered in England and Wales with company number 17309722. Our registered office is 31 Collingwood Close, Hazel Grove, Stockport, SK7 4LB. We design, build and maintain custom software and websites for UK businesses.

Thapsus Cargo Ltd is the controller of the personal information described in this policy. This means we decide how and why it is used, and we are responsible for looking after it.

We are registered with the Information Commissioner’s Office (ICO) under registration number [ICO REGISTRATION NUMBER].

You can contact us about this policy or your information by email at [email protected], by phone on 07346 813917 or by post at our registered office.

2. What this policy covers

This policy covers our website, enquiries sent to us and calls booked with us. It applies to you if you visit the site, get in touch with us, or are a contact at one of our clients or prospective clients.

When we build or host systems for our clients, those systems may hold personal information, for example about our clients’ own customers or staff. In that work we act as a processor on our client’s behalf, under a separate data processing agreement, and the client’s own privacy notice applies. This policy does not cover that information.

Our website is designed for businesses. It is not aimed at children.

3. The information we collect

When you send an enquiry

Our enquiry form asks for:

• your name and your business name
• your email address and, if you choose to give it, your phone number
• the number of staff in your business
• which software you currently pay for, and roughly how much you spend on software each month (as a range)
• your message
• a tick box confirming that you are happy for us to contact you about your enquiry

To filter out automated spam, the form also contains a hidden field that people do not see (a “honeypot”) and checks how quickly it was filled in. We do not use a third-party CAPTCHA service.

Please do not include sensitive information, such as health details, in your message. We do not need it to reply.

When you book a call

If you book a call through our Cal.com booking calendar, Cal.com collects the details you enter in its booking form, such as your name, email address, the time you choose and any notes [BOOKING FORM FIELDS — confirm], and shares them with us so we can hold the call.

When you contact us in other ways

If you email or phone us, we keep your contact details and what you tell us so we can deal with your request. If you become a client, we also keep business records such as contracts, invoices and related correspondence.

When you browse our website

• Server logs. Our hosting provider automatically records standard technical information when a page is requested: your IP address, your browser and device type (user agent), the page requested and the time. These logs are kept for security and troubleshooting.
• Analytics, only if you agree. If you accept analytics cookies, Google Analytics collects information about how you use the site, such as the pages you visit, how you arrived, your type of device and browser, and your approximate location. If you do not accept, Google Analytics does not load.
• Cookies. We set one strictly necessary cookie to remember your cookie choices. Our cookie policy has the full details.

The savings calculator

Our savings calculator works entirely in your browser. The figures you enter are not sent to us and are not stored. If you choose to mention them in an enquiry, we treat them as part of that enquiry.

4. How we use your information and why

UK data protection law says we must have a lawful basis for each way we use personal information. The table below sets out what we do and the basis we rely on.

Where we rely on legitimate interests, we have weighed our interests against yours and believe the use is reasonable and something you would expect. You can object at any time (see section 9).

Where we rely on consent, you can withdraw it at any time using the “Cookie settings” link in the footer of every page. Withdrawing consent does not affect anything we did with your consent before then.

We do not sell your personal information or use it for advertising, and we do not make decisions about you based solely on automated processing. [MARKETING AND AUTOMATED DECISIONS — confirm both statements. If you plan to send marketing emails, such as a newsletter, describe them here and explain how people can opt out.]

5. Who we share your information with

We use the service providers below to run our website and handle enquiries. They process personal information on our behalf and under contract [DATA PROCESSING TERMS — confirm these are in place with each provider].

• Railway (Railway Corporation, United States) hosts our website and keeps the server logs described above. Hosting region: [HOSTING REGION — confirm].
• Resend (United States) delivers enquiry form submissions to our email inbox.
• [EMAIL PROVIDER — confirm] hosts our email inbox, where enquiries are received and kept.
• Google provides Google Analytics, which runs only if you accept analytics cookies.
• Cal.com, Inc. provides our booking calendar, which loads only if you allow it. If you book directly on cal.com, Cal.com’s own privacy policy also applies.

We may also share information with our professional advisers, such as our accountant or lawyers; with HM Revenue & Customs or other authorities where the law requires it; and with anyone who takes over all or part of our business, who would have to use it in line with this policy.

6. International transfers

Railway, Resend, Google and Cal.com may process personal information outside the UK, including in the United States. Where information is transferred outside the UK, we make sure it is protected by an appropriate safeguard, such as:

• UK adequacy regulations, which recognise that a country or framework gives adequate protection. This includes the UK Extension to the EU–US Data Privacy Framework, where the US provider is certified under it; or
• the International Data Transfer Agreement, or the International Data Transfer Addendum to the EU standard contractual clauses, issued by the ICO.

[INTERNATIONAL TRANSFERS — confirm the safeguard used for each provider: Railway, Resend, Google and Cal.com.] You can contact us for more information about the safeguards we use.

7. How long we keep your information

We keep personal information only for as long as we need it for the purposes in this policy. After that we delete it or make it anonymous.

8. Keeping your information secure

We use appropriate technical and organisational measures to protect personal information against loss, misuse and unauthorised access. Our website is served over an encrypted connection (HTTPS), and access to enquiries is limited to the people at Thapsus who need it. [SECURITY MEASURES — confirm, and add any others, e.g. two-factor authentication on business accounts.]

No way of sending information over the internet is completely secure. If a personal data breach happens, we will tell you and the ICO where the law requires us to.

9. Your rights

Under UK data protection law you have the right to:

• Access: ask for a copy of the personal information we hold about you.
• Rectification: ask us to correct information that is inaccurate or incomplete.
• Erasure: ask us to delete your information in certain circumstances.
• Restriction: ask us to limit how we use your information in certain circumstances.
• Objection: object to our use of your information where we rely on legitimate interests.
• Portability: ask us to send information you gave us to you, or to another organisation, in a commonly used electronic format, in certain circumstances.
• Withdraw consent: where we rely on consent, withdraw it at any time.

Some of these rights only apply in certain situations, and we will explain if one does not apply to your request.

To use any of these rights, email [email protected], call 07346 813917 or write to us at our registered office. We may need to ask you to confirm your identity. There is usually no charge. We will reply within one month of receiving your request. If a request is complex, or you make several, we may extend this by up to two further months and will tell you if we need to.

10. Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put things right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk or on 0303 123 1113.

11. Changes to this policy

We may update this policy from time to time, for example if we change the services we use. We will publish the new version on this page and change the “Last updated” date at the top.

12. Questions

If you have any questions about this policy or how we use your information, get in touch, email [email protected] or call 07346 813917.