Privacy Policy | DMC IT Solutions Ltd

1. Who We Are

The data controller for the purposes of UK GDPR is:

DMC IT Solutions Ltd
Registered in England & Wales
Registered Office: 128 City Road, London, EC1V 2NX
Email: [email protected]
Phone: 01253 835174

If you have any questions about how we handle your personal data, please contact us using the details above.

2. Data We Collect

We may collect the following categories of personal data:

2.1 Data you provide directly

Contact information — your name, email address, phone number, and any other details you submit via our contact form or when engaging our services.
Business information — your company name, job title and business requirements where relevant to providing our services.
Correspondence — records of emails, calls or other communications between you and DMC IT Solutions Ltd.
Service-related data — information required to deliver the IT services you have engaged us for, which may include technical account details, server credentials (stored securely), and project specifications.

2.2 Data collected automatically

Usage data — pages visited, time spent on the site, referring URLs and browser type, collected via server logs.
Device data — IP address, browser and operating system type.
Cookies — see Section 8 for full details.

We do not knowingly collect personal data from children under the age of 16. If you believe a child has provided us with personal data, please contact us immediately.

3. How We Use Your Data

We use the personal data we collect for the following purposes:

To respond to enquiries submitted via our contact form or by email or telephone.
To provide, manage and support the IT services you have contracted us to deliver.
To send you service-related communications, including invoices, service updates and support responses.
To send you marketing communications about our services where you have given consent or where we have a legitimate interest to do so (you can opt out at any time).
To comply with our legal and regulatory obligations.
To improve our website and services based on how visitors use them.
To protect our business and investigate any suspected fraud, misuse or unlawful activity.

4. Legal Basis for Processing

Under UK GDPR, we are required to have a lawful basis for processing your personal data. The bases we rely on are:

Purpose	Legal Basis
Responding to enquiries	Legitimate interests (Art. 6(1)(f))
Delivering contracted services	Performance of a contract (Art. 6(1)(b))
Sending invoices and service communications	Performance of a contract / Legal obligation (Art. 6(1)(b) & (c))
Marketing communications	Consent (Art. 6(1)(a)) or Legitimate interests (Art. 6(1)(f))
Improving our website	Legitimate interests (Art. 6(1)(f))
Legal compliance	Legal obligation (Art. 6(1)(c))

5. Data Sharing

We do not sell your personal data. We may share it in the following limited circumstances:

Service providers — we may share data with trusted third-party suppliers who assist us in delivering our services (e.g. email providers, accounting software, cloud platforms). These parties are bound by data processing agreements and may only process your data on our instructions.
Legal requirements — we may disclose your data where required to do so by law, court order or regulation, or to protect the rights, property or safety of DMC IT Solutions Ltd, our clients or others.
Business transfers — in the event of a sale, merger or acquisition of DMC IT Solutions Ltd, personal data held by us may be transferred to the new owner, subject to the same privacy protections.

All personal data is stored and processed within the United Kingdom or the European Economic Area (EEA). Where any transfer outside these territories is necessary, we will ensure appropriate safeguards are in place.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Our standard retention periods are:

Contact form enquiries — 2 years from the date of submission, unless you become a client.
Client records — 7 years following the end of the client relationship, in line with our statutory accounting obligations.
Marketing preferences — until you withdraw your consent or opt out.
Website logs — 90 days on a rolling basis.

Once data is no longer required, it is securely deleted or anonymised.

7. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

Right of access — you may request a copy of the personal data we hold about you.
Right to rectification — you may request that we correct any inaccurate or incomplete data.
Right to erasure — you may request that we delete your personal data where there is no longer a lawful reason to retain it.
Right to restrict processing — you may ask us to pause processing of your data in certain circumstances.
Right to data portability — where processing is based on consent or contract, you may request your data in a structured, commonly used format.
Right to object — you may object to processing based on legitimate interests or for direct marketing purposes.
Rights related to automated decision-making — we do not use automated decision-making or profiling that produces legal or significant effects on you.

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days. If you are unhappy with how we handle your request, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

8. Cookies

Our website uses cookies — small text files stored on your device — to ensure the site functions correctly and to help us understand how it is used. We use the following types:

Type	Purpose	Duration
Essential	Required for the site to function (e.g. form session handling)	Session
Analytics	Helps us understand how visitors use the site (anonymised)	Up to 2 years

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of the site. By continuing to use our website, you consent to the use of essential cookies.

9. Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, destruction or alteration. These measures include:

Encrypted data transmission via SSL/TLS
Access controls limiting who can view personal data
Secure storage with access logging
Regular security reviews

No method of transmission over the internet is completely secure. While we take all reasonable steps to protect your data, we cannot guarantee absolute security. In the event of a data breach that is likely to affect your rights and freedoms, we will notify you and the ICO in accordance with our legal obligations.

10. Third-Party Links

Our website may contain links to third-party websites. This Privacy Policy applies only to our website and services. We are not responsible for the privacy practices of other sites and encourage you to read their privacy policies before sharing any personal data with them.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will update the "Last updated" date at the top of this page whenever we make changes. We encourage you to review this page periodically. Significant changes will be communicated directly where we hold your contact details.

12. Contact Us

If you have any questions, concerns or requests relating to this Privacy Policy or our handling of your personal data, please contact us:

DMC IT Solutions Ltd
128 City Road, London, EC1V 2NX
Email: [email protected]
Phone: 01253 835174