Privacy & Cookie Policy

1. Introduction

This Privacy & Cookie Policy explains how Cyphas Solutions Ltd (“we”, “us”, “our”) collects, uses, stores, and protects your personal data when you visit our website or engage our services. We are committed to protecting your privacy and handling your data in line with the UK General Data Protection Regulation (UK GDPR), the EU GDPR, and the Data Protection Act 2018.

For the purposes of applicable data protection law, Cyphas Solutions Ltd is the “data controller” of the personal data you provide to us.

2. The Data We Collect

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

• Contact details - name, email address, telephone number, and company name you provide via our contact form or by email.
• Message content - the subject and details of any enquiry you send us.
• Client & project data - information you supply to deliver our services, including account credentials, brand assets, and billing details.
• Technical data - IP address, browser type, device information, and pages visited, collected automatically via cookies and analytics.
• Usage data - how you interact with our website, including referral source and time spent.

3. How and Why We Use Your Data

We process your personal data on the following lawful bases:

• Consent - where you have opted in, for example to non-essential cookies or marketing communications. You may withdraw consent at any time.
• Contract - to provide the services you have engaged us for and to manage our relationship with you.
• Legitimate interests - to respond to enquiries, improve our website and services, and keep our business secure, provided your rights do not override these interests.
• Legal obligation - to comply with accounting, tax, and other legal requirements.

4. Cookies

Cookies are small text files placed on your device when you visit a website. We use cookies to make our site work, to understand how it is used, and (with your consent) to support marketing. You are in control: non-essential cookies are only set after you accept them, and you can change your choice at any time.

Categories of cookies we use

• Strictly necessary cookies - required for the website to function and to remember your cookie preferences. These are always active and cannot be switched off.
• Analytics / performance cookies - help us understand how visitors use the site (for example via privacy-respecting analytics) so we can improve it. Set only with your consent.
• Marketing cookies - used to measure the effectiveness of campaigns and, where applicable, to show relevant advertising. Set only with your consent.

You can accept or reject non-essential cookies using our cookie banner, and you can review or update your choices at any time here:

Manage cookie preferences

You can also control cookies through your browser settings. Blocking some cookies may affect how the website functions.

5. Sharing Your Data

We do not sell your personal data. We may share it with trusted third parties who help us operate our business and deliver services, including hosting providers, analytics providers, payment processors, and advertising platforms (for example Google and Meta) where relevant to your engagement. All such parties are required to keep your data secure and to process it only on our instructions.

We may also disclose your data where required by law, or to protect our rights, property, or safety, or that of others.

6. International Transfers

We serve clients globally. Where personal data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place, such as adequacy decisions or Standard Contractual Clauses, so that your data remains protected.

7. Data Retention

We keep personal data only for as long as necessary for the purposes set out in this policy, including to satisfy legal, accounting, or reporting requirements. Enquiry data is typically retained for up to 24 months unless you become a client, and client records are retained for the period required by applicable law after our engagement ends.

8. Your Rights

Under the UK GDPR and EU GDPR, you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request erasure of your data (“right to be forgotten”).
• Restrict or object to our processing of your data.
• Request portability of your data to another provider.
• Withdraw consent at any time where processing is based on consent.
• Lodge a complaint with a supervisory authority.

To exercise any of these rights, contact us at [email protected]. We will respond within one month.

9. Data Security

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. While no method of transmission over the internet is completely secure, we work to keep your data safe and to limit access to those who need it.

10. Complaints

If you have concerns about how we handle your data, please contact us first so we can try to resolve them. You also have the right to complain to the UK’s Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113. Our ICO registration number is ZB069343.

11. Changes to This Policy

We may update this Privacy & Cookie Policy from time to time. The latest version will always be published on this page with the “Last updated” date shown above.

12. Contact Us

Cyphas Solutions Ltd, 82a James Carter Road, Mildenhall, Bury St Edmunds, IP28 7DE, United Kingdom. Email: [email protected]. Telephone: +44 208 040 0456.