CloudEdge IT Solutions Ltd is committed to protecting and respecting your privacy.
This policy explains when and why we collect personal information about people who visit our website and/or sign up for services online (website) or offline (signed contract agreements), how we use it, the conditions under which we may disclose it to others, and how we keep it secure.
We may make changes to this policy on occasion, so we encourage you to check this page on a regular basis. By using our website or returning a signed contract agreement to us, you’re agreeing to be bound by this policy.
Who are we?
CloudEdge IT Solutions Ltd is an IT Managed Services Provider (MSP) providing a wide range of IT-related services. CloudEdge IT Solutions Ltd is a registered company (no. 14692019). The registered address is Office One, 1 Coldbath Square, London, EC1R 5HL.
How do we collect information from you?
We obtain information about you when you use our website, for example, when you contact us about our services or sign up to use our services via our online billing platforms. We also obtain information about you should you complete and return a signed contract agreement to use any of our services. We may also collect information through cookies placed on our website, Google Analytics, and any social media platforms that we use.
How is your information used?
We may use your information to:
- Provision any orders that you have submitted to us, including those for recurring services, so that we know who is using them.
- Issue VAT invoices for the services being taken.
- Carry out our obligations arising from any contracts entered into by you and us.
- Notify you of changes to our services.
- Notify you of any outages that may affect our services.
- Notify you of any upcoming maintenance schedules that may affect our services.
- Respond to any queries you have raised with us relating to our services.
- Send you communications that you have requested and that may be of interest.
- Process a job application.
How long is your information stored for?
We will hold your personal information on our systems for as long as necessary for the related service(s) being provided, or as long as is set out in any relevant contract you hold with us. Upon service/contract cancellation, we are legally required to continue to hold some information to fulfill our statutory obligations (for example, VAT records, including customer name and address, must be retained for up to 6 years for UK customers and 10 years for EU customers).
Who has access to your information?
We do not sell or rent your information to third parties. We do share your information with a third party (Mailchimp) for our own marketing purposes; however, we will not share your information with other third parties for marketing purposes.
Please be reassured that we will not release your information to third parties for them to use for their own direct marketing purposes, unless we are required to do so by law, for example, by a court order or for the purposes of the prevention of fraud and other crime.
When you’re using our secure online portals to pay for services, your credit/debit card payments are processed by a third-party payment processor (Stripe), and if making repeat transactions, your payment details will be stored directly with them and not on our own portals. If you do not wish for your card details to be stored by Stripe, you may opt to log in and pay manually when each new invoice is due.
If you do not wish to pay using credit/debit cards, then you can also make payments via PayPal or set up a direct debit using our supplier GoCardless, or pay by bank transfer. If you have any questions regarding secure transactions, please contact us.
We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganization, or if we’re under a duty to disclose or share your personal data to comply with any legal obligation or to enforce or apply our terms and conditions. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.
You have a choice about whether or not you wish to receive promotional information/offers from us via a newsletter that is sent periodically. Although we would recommend you opt to receive these as they often include time-limited offers and information that directly relates to the services you subscribe to, if you do not want to receive direct marketing communications from us, then you can select your choice by ticking the relevant newsletter tick box situated on the initial service order form, and you can also update that initial choice from within the “Update your details” section of the online portal.
Please note that the above should not be confused with service notifications where we may contact you to warn you of future maintenance work or forward notifications on behalf of third-party suppliers that may affect the services that you are taking from us. These cannot be disabled.
How can you access and update your information.
The accuracy of your information is important to us, and you can modify this 24/7 via our online portal.
You have the right to ask for a copy of all the information CloudEdge IT Solutions Ltd holds about you. For security, this type of request must be made through your online portal. We will aim to supply you with the information within 5 working days of receiving the request. We won’t charge a fee to comply with a subject access request in the majority of cases, but where the request is manifestly unfounded or excessive, we are permitted under current GDPR legislation to charge a “reasonable fee” for the administrative costs of complying with the request. We are also allowed to charge a “reasonable fee” if an individual requests further copies of their data following a request.
If you wish to raise a complaint on how we have handled your data, you can contact us to have the matter investigated by emailing firstname.lastname@example.org. Upon receiving the request, we shall formally respond to you within a maximum of 5 working days, giving our final position on the issue.
If you’re not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office https://ico.org.uk
Security precautions in place to protect the loss, misuse, or alteration of your information.
When you send us personal information, we take steps to ensure that it is treated securely. All information that you submit via our websites and online portal (including credit or debit card details) is encrypted and protected with RSA 4096 Bit encryption via SSL (browser URL starts with https and a padlock will appear in the address bar). The data is stored on servers that only our own staff fully administrate.
Once we receive your information, we will make our best effort to ensure its security on our systems. Where we have issued (or where you have chosen) a password that enables you to access the online portal, you are responsible for keeping this password confidential. We ask you not to share your password with anyone. In addition to this, you may also add an additional layer of account protection via 2-factor authentication (2FA), which, in addition to a username/password, also requires a code to be issued from a separate device that you have in your possession, i.e., a mobile phone.
We do not use any personal information to create profiles; however, we may use your personal information to detect and reduce fraud.
Use of ‘cookies’
Our website uses the following third-party cookies, which allow us to continually improve our website experience and advertising campaign performance.
Google Analytics is a popular tool used by millions of websites worldwide, providing helpful analysis of our website visitors, i.e., where they have come from, what they searched to find us, what page they arrived on, and how they navigate/use the site. The information generated by the cookies about your use of our website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of our website, compiling reports on website activity, and providing other services relating to website activity and usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google undertakes not to associate your IP address with any other data held by Google.
We also use Google Adwords, which uses a cookie to track advertising campaign performance. Again, this data may be transmitted to and stored on servers in the United States by Google.
You can disable cookies from within your browser settings, but please note that this may result in a loss of functionality when using our websites and/or online portal.
Links to other websites
16 or under
Our services are only available to people ages 16 or over.
Transferring your information outside of Europe
As part of the services offered to you, depending on the type of service being taken, the information which you provide to us may be transferred to and processed and stored by other organizations based in counties outside the European Union (“EU”) to for that service to be supplied. For example, this may happen when an international domain name (i.e., .com) is registered, or an SSL certificate/PCI scanning service is ordered.
Review of this policy
We keep this policy under regular review. This policy was last updated in Jan 2024.