Privacy Policy

This Policy applies as between you, the user of this website, and Otter IT Ltd, the owner and provider of this website. It applies to our use of any and all data collected by us in relation to your use of the website and any services provided through it.

Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of this Privacy Policy is deemed to occur upon your first use of our site. If you do not accept and agree with this Privacy Policy, you must stop using our site immediately.

1. Definitions and interpretation

In this Policy the following terms have the following meanings:

“Cookie” means a small text file placed on your computer or device by our site when you visit certain parts of our site and/or when you use certain features of it. Details of the cookies used by our site are set out in our separate Cookie Policy.

“Personal data” means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data, as defined in the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

“We/Us/Our” means Otter IT Ltd, a company registered in England and Wales, whose registered address is Nottinghamshire, United Kingdom.

2. Information about us

Our site is owned and operated by Otter IT Ltd, a company registered in England and Wales, whose registered address is Nottinghamshire, United Kingdom.

Our data protection contact can be reached by email at privacy@otterit.co.uk.

3. What does this Policy cover?

This Privacy Policy applies only to your use of our site. Our site may contain links to other websites. Please note that we have no control over how your data is collected, stored or used by other websites, and we advise you to check the privacy policies of any such websites before providing any data to them.

4. Your rights

As a data subject, you have the following rights under the UK GDPR, which this Policy and our use of personal data have been designed to uphold:

• The right to be informed about our collection and use of personal data;
• The right of access to the personal data we hold about you;
• The right to rectification if any personal data we hold about you is inaccurate or incomplete;
• The right to be forgotten — i.e. the right to ask us to delete any personal data we hold about you;
• The right to restrict (i.e. prevent) the processing of your personal data;
• The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);
• The right to object to us using your personal data for particular purposes; and
• Rights with respect to automated decision making and profiling.

If you have any cause for complaint about our use of your personal data, please contact us using the details in section 11 and we will do our best to resolve the problem for you. If we are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office (ICO).

5. What data we collect

Depending upon your use of our site, we may collect some or all of the following personal and non-personal data (please also see our Cookie Policy):

• Name;
• Business or company name;
• Contact information such as email addresses and telephone numbers;
• Information you provide when you contact us or complete a form on our site;
• IP address;
• Web browser type and version;
• Operating system;
• Information about how you use our site, including pages visited and referring sites.

6. How we use your data

All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with our obligations and safeguard your rights under the UK GDPR at all times.

Our use of your personal data will always have a lawful basis, either because it is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate interests. Specifically, we may use your data for the following purposes:

• Providing and managing your access to our site;
• Supplying our services to you;
• Responding to enquiries and emails from you;
• Supplying you with emails that you have opted into (you may unsubscribe at any time);
• Analysing your use of our site so we can continually improve it and your experience.

With your permission and/or where permitted by law, we may also use your data for marketing purposes, which may include contacting you by email with information, news and offers relating to our services. We will not send you any unsolicited marketing or spam, and will take all reasonable steps to protect your rights and comply with our obligations under the UK GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

You have the right to withdraw your consent to us using your personal data at any time, and to request that we delete it.

7. How and where we store your data

We only keep your personal data for as long as we need to in order to use it as described in section 6, and/or for as long as we have your permission to keep it.

Some of the third-party service providers we use (see section 8) store and process data outside the UK, including in the United States. Where we or our providers transfer personal data outside the UK, we take steps to ensure that appropriate safeguards are in place, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or transfers to jurisdictions covered by UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework).

Data security is very important to us. To protect your data we use appropriate technical and organisational measures. However, please remember that the transmission of data over the internet is never completely secure, and you are advised to take suitable precautions when transmitting data to us over the internet.

8. Do we share your data?

We do not sell your personal data. We may share your data with carefully selected third-party service providers (“processors”) who help us operate our business and website. These processors only act on our instructions and are bound by contractual obligations to keep your data secure. They currently include:

• HubSpot — our customer relationship management (CRM) platform, used to manage enquiries, contact forms and communications;
• Cloudflare — our website hosting, content delivery and analytics provider;
• Microsoft 365 — our email and productivity platform, used to communicate with you.

We may also share your data if required to do so by law, for example in response to a court order or to comply with legal or regulatory obligations.

9. What happens if our business changes hands?

We may, from time to time, expand or reduce our business, and this may involve the sale and/or transfer of control of all or part of our business. Any personal data that you have provided will, where it is relevant to any part of the business being transferred, be transferred along with that part, and the new owner or controlling party will be permitted to use that data only for the same purposes for which it was originally collected by us. Where any of your data is to be transferred in this way, we will contact you in advance to inform you of the changes.

10. How can you access your data?

You have the right to ask for a copy of any of your personal data that we hold. Under the UK GDPR, no fee is payable and we will provide the information free of charge. Please contact us at privacy@otterit.co.uk for more details.

11. Contacting us

If you have any questions about our site or this Privacy Policy, please contact us by email at privacy@otterit.co.uk. Please ensure that your query is clear, particularly if it is a request for information about the data we hold about you.

12. Changes to this Privacy Policy

We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on our site, and you will be deemed to have accepted the terms of the Privacy Policy on your first use of our site following the alterations. We recommend that you check this page regularly to keep up to date.