Privacy Policy
Last updated: 25 August 2026 • Effective immediately
TCP123 UK ("we", "our", "us") is committed to protecting your privacy. This policy explains how we collect, use, store, and protect your personal data when you use tcp123.uk or our services. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Contents
1. Data Controller
TCP123 UK is the data controller for personal data collected through this website. Our contact details are provided in section 13.
If you are a client receiving managed IT services from us, a separate data processing agreement governs that relationship and supplements this website privacy policy.
2. Data We Collect
We collect the following categories of personal data through our website:
2.1 Information you provide directly
- Quote requests: contact name, business telephone number, work email address, business postcode (for ETA calculation), selected service type, optional project notes.
- Client portal enquiries: username, password (hashed), workstation identifier (for session persistence).
- Support tickets: name, email, ticket subject, ticket description, optional file attachments.
- Phone calls: caller name, callback number, call purpose notes (recorded only with prior consent).
2.2 Information collected automatically
- Server logs: IP address, browser type, referring URL, pages visited, timestamp.
- Google Analytics 4: anonymised usage patterns, device category, approximate location (city-level).
3. Lawful Basis for Processing
Under UK GDPR Article 6, we process your personal data on the following bases:
| Purpose | Lawful Basis |
|---|---|
| Responding to quote requests and enquiries | Contract (Article 6(1)(b)) — taking steps at your request prior to entering a contract |
| Delivering managed IT services to clients | Contract (Article 6(1)(b)) |
| Billing, accounting, and tax record-keeping | Legal obligation (Article 6(1)(c)) — HM Revenue & Customs requirements |
| Website analytics, security monitoring, fraud prevention | Legitimate interests (Article 6(1)(f)) — operating and protecting our website |
| Marketing communications (where you have opted in) | Consent (Article 6(1)(a)) — withdrawable at any time |
4. How We Use Your Data
We use personal data for the following purposes:
- To respond to your enquiries and provide quotations.
- To deliver managed IT services under contract.
- To maintain accurate business records and comply with HMRC requirements.
- To monitor and protect the security of our website and infrastructure.
- To analyse website usage and improve user experience (via anonymised analytics).
- To send service updates and operational communications to existing clients.
- To send marketing communications to subscribers (only with explicit consent).
We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects.
6. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
| Data category | Retention period |
|---|---|
| Quote enquiries (no contract) | 12 months from last contact |
| Client contract data | 7 years post-contract-end (HMRC requirement) |
| Support tickets and attachments | Active ticket + 12 months post-resolution |
| Server logs | 90 days rolling |
| Google Analytics 4 raw data | 14 months (auto-deleted by GA4) |
| Marketing email subscriptions | Until you unsubscribe |
Ticket binary attachments (screenshots, PDFs) are automatically purged from GitHub upon ticket closure as part of our UK GDPR data minimisation protocol.
7. Your Rights
Under the UK GDPR, you have the following rights regarding your personal data:
- Right of access (Article 15) — request a copy of the personal data we hold about you.
- Right to rectification (Article 16) — request that we correct inaccurate or incomplete data.
- Right to erasure / "right to be forgotten" (Article 17) — request deletion of your data in certain circumstances.
- Right to restrict processing (Article 18) — request that we limit how we use your data in certain circumstances.
- Right to data portability (Article 20) — receive your data in a structured, machine-readable format.
- Right to object (Article 21) — object to processing based on legitimate interests or for direct marketing.
- Right to withdraw consent (Article 7(3)) — where processing is based on consent, withdraw at any time.
- Right to lodge a complaint (Article 77) — with the Information Commissioner's Office (ICO).
To exercise any of these rights, contact us using the details in section 13. We will respond within one calendar month as required by Article 12(3).
9. Data Security
We implement appropriate technical and organisational measures to protect personal data, including:
- UK GDPR Article 32-aligned encryption in transit (TLS 1.2+ for all web traffic) and at rest (AES-256 for ticket attachments).
- Edge-based DDoS protection and bot mitigation via Cloudflare.
- Strictly-need-to-know access controls; all engineering staff are DBS-checked UK residents.
- Immutable audit logs for ticket access and modifications.
- Cyber Essentials Standard accreditation; UK GDPR and ICO compliance training for all staff.
10. International Transfers
Some of our processors (Cloudflare, Google, GitHub) are based outside the UK. Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place:
- Transfers to the United States rely on the EU-US Data Privacy Framework (adequacy decision).
- Where applicable, Standard Contractual Clauses (SCCs) supplement the safeguards.
- Brevo (EU-based) is used for transactional email, avoiding transfer of contact data to non-EU jurisdictions where possible.
11. Complaints
If you are unhappy with how we handle your personal data, please contact us first so we can resolve the issue informally:
Email: privacy@tcp123.uk
Phone: (01344) 935008
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:
ICO
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk/make-a-complaint
12. Changes to This Policy
We may update this privacy policy from time to time. The "Last updated" date at the top reflects the most recent revision. Material changes will be highlighted on the homepage for at least 30 days before taking effect.
Previous versions are available on request.
13. Contact
For privacy enquiries, data access requests, or any questions about this policy:
TCP123 UK
Ascot, Berkshire, SL5
United Kingdom
Email: privacy@tcp123.uk
Phone: (01344) 935008
Hours: Mon–Fri 08:00–18:00