Privacy Policy

01

Who we are

Truebyte Ltd is a specialist IT support company registered in England and Wales. Our registered office is in London. We have been providing people-led IT support to creative and growing businesses since 2002.

For the purposes of data protection law, Truebyte Ltd acts as the data controller for personal data collected through this website. This means we are responsible for deciding how and why your personal data is processed, and we are accountable for handling it lawfully.

If you have any questions about how we handle your data, you can reach us at hello@truebyte.co.uk at any time.

02

What data we collect

We only collect information you actively and voluntarily provide to us. When you use the contact form on this website, we may collect the following:

• Your name – so we know who we are speaking with
• Company name (optional) – to understand your business context
• Email address – to respond to your enquiry
• Phone number (optional) – if you would prefer us to call you back
• Message content – the details and nature of your enquiry

Our contact form works using a mailto: link, which opens your own email client with a pre-filled draft. This means your message is sent directly from your email account – we do not operate a form submission server, and no data is stored on any web server at the point of contact.

03

How we use your data

We use the information you provide only for the following purposes:

• Responding to your enquiry in a relevant and timely manner
• Providing the IT support services you have requested or asked about
• Following up on proposals, quotes, or active engagements
• Complying with legal or regulatory obligations where applicable

We will never sell, rent, or share your personal data with third parties for marketing purposes. We do not use your data for automated decision-making or profiling.

The legal basis for processing your data is legitimate interests under UK GDPR Article 6(1)(f) – specifically, responding to a business enquiry that you initiated. Where we go on to become your IT support provider, processing may also be necessary for the performance of a contract under Article 6(1)(b).

04

Data retention

We keep your data only for as long as it is necessary for the purposes it was collected:

• Enquiries that do not lead to a contract – email correspondence is retained for up to 3 years, after which it is securely deleted or anonymised.
• Active client relationships – data is retained for the duration of the engagement and for 6 years afterwards, in line with UK statutory limitation periods and HMRC requirements.
• Cookie consent preference – stored in your browser's local storage for 1 year. You can clear this at any time via your browser settings.

When data is no longer required, it is deleted or anonymised securely in accordance with our ISO 27001-certified information security procedures.

05

Your rights

Under UK GDPR, you have the following rights in relation to your personal data. You can exercise any of these rights by contacting us at hello@truebyte.co.uk – we will respond within one calendar month at no charge.

• Right of access – request a copy of the personal data we hold about you (a Subject Access Request).
• Right to rectification – ask us to correct any inaccurate or incomplete data we hold about you.
• Right to erasure – request deletion of your data where there is no overriding legal reason for us to retain it.
• Right to restriction – ask us to pause processing of your data in certain circumstances, such as while a dispute is ongoing.
• Right to object – object to processing based on legitimate interests. We will stop unless we can demonstrate compelling grounds that override your interests.
• Right to portability – receive a copy of your data in a structured, machine-readable format where processing is based on consent or contract.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) – the UK's independent body for data protection rights.

06

Security

Truebyte holds ISO 27001 certification for information security management – the internationally recognised standard for protecting information assets. Our security practices are independently audited on a regular basis.

We apply appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These include:

• Encryption of data in transit (TLS/HTTPS) and at rest where applicable
• Strict access controls limiting who within Truebyte can view personal data
• Regular staff training on data protection and information security awareness
• Documented incident response procedures aligned with UK GDPR requirements

In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will notify the ICO within 72 hours and contact affected individuals without undue delay.

07

Third parties

This website does not embed advertising networks, social media trackers, or marketing pixels. The only third-party resource loaded is:

• Google Fonts – font files served from fonts.googleapis.com. Google may log your IP address when serving these files. See Google's privacy policy for details.

We do not transfer personal data outside the UK or EEA without ensuring appropriate safeguards are in place in accordance with UK GDPR Chapter V.

08

Changes to this policy

We may update this policy from time to time – for example if we add new features to the site, if data protection law changes, or if we receive updated guidance from the ICO. The date at the top of the page reflects when it was last revised.

For significant changes that affect how we use your data, we will make reasonable efforts to bring these to your attention. Continued use of this site after any update constitutes acceptance of the revised policy. We recommend checking this page periodically.

09

Contact us

For any questions about this policy, to exercise your data rights, or to raise a concern, please get in touch:

• Email: hello@truebyte.co.uk
• Post: Truebyte Ltd, London, England

We aim to respond to all data protection queries within 5 business days. You can also contact the ICO directly if you have concerns about how we are handling your data.