Privacy Policy
Last updated: 30 October 2026
This policy explains how 815IT Ltd collects, uses, shares and protects your personal information when you use this website, contact us, or become a customer. It also explains your rights.
Who we are
The controller of your personal information is 815IT Ltd, trading as 815 IT (“we”, “us”), registered in England and Wales, company number 08966655.
- Registered office: 26 High Street, Haslemere, Surrey, GU27 2HW
- Trading address: Greyshott Avenue, Fareham, Hampshire PO14 3AS
- Telephone: 01489 854 895
- Email: info@815it.co.uk
- ICO registration number: ZB029539
We have not appointed a Data Protection Officer. Questions about this policy or your data can be sent to the contact details above.
What this policy covers
This policy covers personal information about website visitors, people who contact us, prospective customers, and the staff and contacts of our customers and suppliers. It also covers the new customer set-up form.
It does not cover personal data held within our customers’ own systems (such as mailboxes, backups and devices) that we handle while providing IT services. For that data we act on the customer’s behalf, as set out in section 7 of our Terms & Conditions, and the customer is responsible for it.
What information we collect
- When you contact us: your name, email address, telephone number, business name and the content of your message.
- When you become a customer: business name, trading name, company and VAT numbers, website, contact names, email addresses and telephone numbers, billing and site addresses, the services you want and the number of users.
- Billing: invoices, payment history and Direct Debit mandate details. Bank details for Direct Debit are entered on GoCardless’s own secure page.
- Support: records of calls, emails, support tickets and remote support sessions, including what was fixed and who asked.
- Website use: technical information such as your IP address and browser type, kept in routine server logs by our hosting provider.
We collect most of this directly from you. We may also receive business contact details from your colleagues, or from your company, when they arrange services with us.
How we use your information, and why
We must have a lawful basis for using your information. These are the ones we rely on:
| What we use it for | Our lawful basis |
|---|---|
| Replying to enquiries and preparing quotes | Taking steps at your request before a contract, or our legitimate interests in running our business |
| Setting up your account and providing, supporting and managing our services | Performing our contract with you |
| Invoicing, collecting payment by Direct Debit, accounting and tax | Performing our contract, and meeting our legal obligations |
| Keeping our systems and your data secure; preventing fraud and misuse; improving our service | Our legitimate interests |
| Service notices, and occasional news or offers about similar services to business contacts | Our legitimate interests; we ask for your consent where the law requires it. You can opt out at any time |
We do not sell or rent your personal information to anyone. We do not make decisions about you using automated processing that has legal or similarly significant effects.
Who we share it with
We use trusted suppliers to help us run our business. They process information only on our instructions and under contract, and include:
- Microsoft (email, calendars, file storage and collaboration)
- Xero (accounting and invoicing)
- GoCardless (Direct Debit payments)
- IT Glue, from Kaseya (IT documentation and customer records)
- Make (automation of our customer set-up process)
- Cloudflare (website hosting and domain name services)
- TeamViewer (remote support sessions)
- Freshdesk (support tickets)
- Remote monitoring and management software used to look after customers’ devices
We may also share information with our accountants and professional advisers, with insurers, and with authorities such as HMRC, the police or regulators where the law requires it or to protect our legal rights.
Transfers outside the UK
Some of our suppliers store or process information outside the UK. Where this happens, we make sure it is protected by an appropriate safeguard, such as the UK’s adequacy regulations for the country concerned, or the ICO’s International Data Transfer Agreement or UK Addendum.
How long we keep your information
We keep information only for as long as we need it. These are the periods we apply:
| Type of information | How long we keep it |
|---|---|
| Accounting and billing records (invoices, payments, Direct Debit records) | 6 years from the end of the financial year they relate to, as the law requires |
| Customer account and contract records, including contact details and support history | For as long as we provide services, then 6 years after they end, which is the time limit for contract claims in England and Wales |
| Enquiries and quotes that do not lead to a contract | 12 months after our last contact with you |
| Marketing preferences | Until you opt out. We then keep a minimal record so that we do not contact you again |
| Website server logs | A short period set by our hosting provider |
When the period ends, we delete or anonymise the information securely. We may keep it for longer if we need it to resolve a dispute or comply with the law.
Keeping your information secure
We use appropriate technical and organisational measures to protect personal information, and we are Cyber Essentials certified. If a breach puts your rights at risk, we will tell you and the ICO where the law requires.
Cookies and this website
This website does not use analytics or advertising cookies, and it does not track you across other sites. Our hosting provider, Cloudflare, may use strictly necessary technical or security cookies to deliver and protect the site. These do not need your consent.
Some links take you to other websites, such as TeamViewer, GoCardless and Google Maps. They have their own privacy policies, and we are not responsible for them.
Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct anything that is wrong or incomplete
- ask us to delete your information, in some circumstances
- ask us to restrict how we use your information, in some circumstances
- ask for your information in a portable format, where we use it under a contract or your consent
- object to us using your information based on our legitimate interests, and to direct marketing at any time
- withdraw your consent at any time, where we rely on it
To use any of these rights, contact us using the details above. We may need to confirm your identity first. We will reply within one month, and there is normally no charge. To stop marketing emails, use the “unsubscribe” link in any of them or contact us.
Complaints
If you are unhappy with how we have handled your information, please tell us first, and we will acknowledge your complaint within 30 days and respond without undue delay. You also have the right to complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint, telephone 0303 123 1113.
Changes to this policy
We review this policy regularly. If we make significant changes, we will update the date at the top of this page and tell customers where appropriate.