This Privacy Policy explains how Datopia handles personal data for the main Datopia website at datopia.co.uk, general enquiries, website analytics, contact forms, and ordinary business communications.
1. Who we are
Datopia is operated by a UK sole trader. Datopia is the controller for personal data collected through the main Datopia website and general Datopia business enquiries.
Datopia is registered with the Information Commissioner's Office as a data protection fee payer. Registration reference: ZC177361.
2. Scope of this policy
This policy applies to the main Datopia website, general enquiries, website analytics, contact forms, and ordinary business communications.
This policy does not fully cover Datopia Flow. Datopia Flow is our separate repair/workshop tracking platform for business customers. Flow involves different types of data, including account user data, customer/job records entered by business customers, uploads, audit logs, support records, billing data, and partner-sharing activity. Flow is covered by separate Flow-specific privacy and data processing documents where applicable.
3. Personal data we collect
Contact form and enquiry data
When you contact us, we may collect your name, email address, phone number, business name, enquiry type, and message content.
Business communication data
We may process emails, replies, quotes, project discussions, support messages, and other communications connected with Datopia services.
Website analytics and technical data
We may collect technical and analytics information such as IP address, browser and device information, pages visited, approximate location, referral source, UTM parameters, cookie identifiers, and the date and time of your visit.
Security and anti-spam data
We use tools such as Google reCAPTCHA and similar security services to help protect the website and contact forms from spam, fraud, misuse, and automated abuse.
Cookie and preference data
We may store cookie consent choices and site preferences where applicable.
4. How we use personal data
We use personal data to:
- respond to enquiries;
- provide quotes;
- discuss or provide Datopia services;
- manage customer relationships;
- improve the website and user experience;
- understand where enquiries come from, including UTM and referral analytics;
- protect the site from spam, fraud, abuse, and security threats;
- keep basic business and accounting records;
- comply with legal obligations.
5. Lawful bases
UK data protection law requires us to have a lawful basis for using personal data. The main lawful bases we rely on are:
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries | Legitimate interests and/or steps before entering into a contract |
| Providing services or quotes | Contract or steps before entering into a contract |
| Business records and accounting | Legal obligation and legitimate interests |
| Website security and anti-spam | Legitimate interests |
| Analytics and website improvement | Consent where required, or legitimate interests / PECR exception where legally permitted |
| Cookie preferences | Legal obligation / legitimate interests |
6. Cookies and similar technologies
Datopia uses essential cookies or similar technologies where needed for the website to work. For example, we may store your cookie preference choices so the website can remember them.
Datopia may use analytics cookies or similar technologies, including Google Analytics, to understand website use and improve the site. Datopia may also use security and anti-spam technologies such as Google reCAPTCHA.
Non-essential cookies or similar technologies are only used where permitted by law, either with consent or where a specific PECR exception applies. Where analytics technologies require consent, we will ask for consent before using them. Where the law allows limited low-risk analytics without consent, we will provide clear information and a simple way to object.
You can accept, reject, or customise cookie choices using the cookie banner on the website. You can also manage cookies through your browser settings.
7. Who we share data with
Datopia does not sell personal data. We may share personal data with trusted service providers and other parties where needed, including:
- website hosting providers;
- form and contact form providers such as Formspree;
- email providers;
- analytics providers;
- security and anti-spam providers such as Google reCAPTCHA;
- professional advisers where required;
- legal or regulatory authorities where required.
8. International transfers
Some service providers may process personal data outside the UK. Where this happens, Datopia relies on appropriate safeguards where required, such as UK adequacy regulations or approved contractual safeguards.
9. How long we keep data
- Enquiry data is kept only as long as needed to respond and manage the business relationship, then deleted or archived when no longer needed.
- Customer and project records are kept for the duration of the relationship and then for a reasonable period for legal, tax, accounting, and dispute purposes.
- Accounting records are normally kept for up to 6 years where required.
- Analytics data is kept according to analytics tool settings and only as long as reasonably needed.
- Security logs are kept for a limited period unless needed to investigate misuse, security issues, or legal claims.
10. Your rights
Under UK data protection law, you may have the right to ask us for:
- access to personal data we hold about you;
- correction of inaccurate or incomplete data;
- deletion of your personal data;
- restriction of how we use your personal data;
- objection to certain uses of your personal data;
- data portability where applicable;
- withdrawal of consent where processing is based on your consent.
These rights may be subject to legal limits. You can also raise a complaint with Datopia or complain to the Information Commissioner's Office.
11. Data protection complaints
If you are unhappy with how we handle your personal data, you can raise a data protection complaint with us. We will acknowledge your complaint within 30 days, investigate it appropriately, keep you informed where necessary, and tell you the outcome without undue delay. You also have the right to complain to the Information Commissioner's Office. You can contact the ICO directly at https://ico.org.uk/
12. Security
Datopia uses reasonable technical and organisational measures to protect personal data. Access is limited to people and services who need it for legitimate business purposes.
No website or internet transmission can be guaranteed completely secure.
13. Contact
You can contact Datopia about this Privacy Policy or your personal data using the contact form on our website or by emailing enquiries@datopia.co.uk.