Privacy Policy

1. Who we are

NorthWave Solutions is a company registered in England and Wales under company number 17216944. We are based in Swansea and provide managed IT, cyber security, Microsoft 365, cloud, infrastructure and technical consultancy services to UK businesses.

For privacy and data protection purposes, NorthWave Solutions is the controller of the personal information described in this policy unless we clearly state otherwise.

Contact: info@northwavesolutions.com · +44 7863 114626

2. What personal information we may collect

Depending on how you interact with us, we may collect:

• your name and business contact details;
• your company or organisation name;
• business email address and telephone number;
• information you include in an enquiry or Free IT Health Check request;
• information you provide when communicating with us by email, telephone or messaging services such as WhatsApp;
• website usage and device information, such as IP address, browser type, device information, pages viewed and approximate location derived from technical data, where applicable to the analytics service in use; and
• other information you choose to provide to us.

3. How and why we use personal information

We may use personal information to:

• respond to enquiries, requests and health-check bookings;
• provide, administer and improve our services;
• communicate with existing or prospective customers about services, projects or support;
• maintain business records and manage our contractual or pre-contractual relationship with you;
• protect our website, systems, accounts and users from security threats, abuse and fraud;
• understand how visitors use our website and improve its content, usability and performance; and
• comply with legal, regulatory, accounting and insurance requirements.

4. Lawful bases for processing

Under UK data protection law, we rely on one or more lawful bases depending on the circumstances. These may include:

• Contract or steps before a contract where processing is necessary to provide services or respond to a request you have made;
• Legitimate interests where we have a genuine business reason to use information and that interest is not overridden by your rights and interests;
• Legal obligation where we need to keep or use information to comply with the law; and
• Consent where consent is the appropriate legal basis, including for certain non-essential cookies or other optional technologies.

5. Contact and website forms

Our website includes forms for general enquiries and Free IT Health Check requests. The information you submit may include your name, company, business email address, phone number, company size, the area you want us to focus on and any message you provide.

The forms currently use FormSubmit as a third-party form-processing service to transmit submissions to NorthWave Solutions. That means information entered into the form may be processed by FormSubmit on our behalf or routed through its infrastructure before reaching us.

We use submitted information to respond to your request and, where relevant, to discuss services or next steps. We do not ask you to submit passwords, authentication codes, payment card details or other secrets through these public forms.

6. Analytics, cookies and similar technologies

We currently use Google Analytics 4 on parts of the website to understand usage and improve the site. Analytics can involve cookies or similar technologies and may collect technical and usage information.

Non-essential cookies and similar technologies are subject to applicable UK privacy and electronic communications rules. Where consent is required, we will ask for consent before using those technologies. You can also control cookies through your browser and, where provided, the website's cookie controls.

We do not use analytics information to make decisions about individual users that produce legal or similarly significant effects.

Where advertising services such as Google AdSense are enabled on the website, additional cookies and advertising technologies may be used. Those services will be subject to their own privacy requirements and the consent mechanisms applicable to the website.

7. Who we share information with

We may share personal information with service providers where this is necessary to operate the website or provide our services. Current or potential categories include:

• website hosting, infrastructure and security providers;
• form-processing providers, including FormSubmit for website enquiries;
• analytics providers, including Google Analytics 4;
• business software, communication and productivity providers;
• professional advisers such as accountants, insurers or legal advisers where appropriate; and
• public authorities, regulators or law-enforcement bodies where we are legally required or permitted to do so.

We do not sell personal information as a business model.

8. International transfers

Some service providers we use may process information outside the UK. Where personal information is transferred internationally, we will take the steps required under applicable UK data protection law to provide an appropriate level of protection, which may include relying on UK adequacy regulations or appropriate contractual safeguards.

9. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of our legal, accounting, contractual, security and business obligations.

For example, enquiry information is generally kept long enough to respond to the request and maintain a suitable business record, while customer, contract and accounting information may need to be retained for longer periods to meet legal or operational requirements.

We review information periodically and securely delete, anonymise or otherwise dispose of information that is no longer required.

10. Security

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure. However, no internet transmission or storage system can be guaranteed to be completely secure.

Please do not send confidential credentials or security secrets through a public website form.

11. Your data protection rights

Subject to applicable law and any relevant exemptions, you may have rights including:

• the right to be informed about how your personal information is used;
• the right to access your personal information;
• the right to request correction of inaccurate information;
• the right to request deletion in certain circumstances;
• the right to restrict processing in certain circumstances;
• the right to object to processing based on legitimate interests and, where applicable, direct marketing; and
• rights relating to certain automated decision-making and data portability where the statutory conditions apply.

Where processing is based on consent, you can withdraw consent at any time. Withdrawal does not affect processing that was already lawful before consent was withdrawn.

12. How to exercise your rights

To make a privacy request, email info@northwavesolutions.com and explain what you are requesting. We may need to verify your identity before completing a request.

We aim to respond within the time required by applicable data protection law.

13. Complaints

If you have concerns about how we use your personal information, please contact us first so we can try to resolve the matter.

You also have the right to complain to the UK Information Commissioner's Office (ICO). Details are available from the ICO website at ico.org.uk.

14. Links to other websites

Our website may link to third-party websites or services, including messaging and social platforms. Those sites operate under their own terms and privacy notices. We are not responsible for the privacy practices of websites we do not control.

15. Children's information

Our website and business services are intended for organisations and adults. We do not knowingly collect personal information from children through our public website for marketing purposes.

16. Changes to this policy

We may update this policy when our website, services, technology providers or legal obligations change. The latest version will be published on this page with a revised effective date.

17. Contact us

NorthWave Solutions
Company number: 17216944
Swansea, United Kingdom
Email: info@northwavesolutions.com
Phone: +44 7863 114626