Privacy Policy

Effective date: 04 March 2026
Who we are: Cloudforce is a trading name of Cloudforce IT Ltd (Company No. 08542084), registered in England & Wales.
Registered office: Hoddesdon Enterprise Centre, Pindar Road, Hoddesdon, Hertfordshire, EN11 0FJ
Contact: privacy@cloudforce-it.com

1) Purpose of this policy

This Privacy Policy explains how Cloudforce IT Ltd (“Cloudforce”, “we”, “us”) collects and uses personal data when you visit our website or contact us. It also explains your rights under the UK GDPR and the Data Protection Act 2018.

2) Who is the controller?

Cloudforce IT Ltd is the data controller for the personal data described here. In some engagements we may act as a data processor for our clients (for example, when delivering managed services under a client’s instructions). Where we act as a processor, we process data in accordance with our contract and the client’s documented instructions.

3) The data we collect

We collect the minimum personal data needed to respond to enquiries and understand basic website usage.

  • Information you provide via our contact form: name, email address, your message (“How can we help?”), and where you heard about us (Facebook, LinkedIn, word of mouth, other).
  • Information collected automatically (via cookies): after consent, Google Analytics 4 records anonymous, aggregate usage metrics such as pages visited, time spent on pages, basic device/browser information, and approximate region. This data is not used to identify individuals.

We do not intentionally collect special category data. If such data is submitted in a message, we will minimise or delete it where appropriate.

4) How we collect your data

  • Directly from you when you contact us or complete our contact form.
  • Automatically through cookies and analytics (see Cookie Policy). Analytics runs only after you consent to “Statistics”.

5) How and why we use your data (lawful bases)

  • Responding to enquiries: to reply to your message and provide information about our services. Lawful basis: Legitimate interests (to respond to your request).
  • Website performance & analytics: to understand site usage and improve performance. Lawful basis: Consent (for analytics cookies).
  • Service delivery (if you become a client): to provide services and manage our relationship. Lawful basis: Contract.
  • Legal or regulatory requirements: for accounting, taxation or compliance. Lawful basis: Legal obligation.

We do not use your contact details for marketing unless you ask us to.

6) Cookies and analytics

We use cookies to operate the website and remember your preferences. Analytics cookies (Google Analytics 4) run only after you accept “Statistics” in our cookie banner. You can change or withdraw consent at any time.

View Cookie Policy | Manage cookies

7) Sharing your data

We only share personal data with:

  • Service providers / processors: e.g., hosting (including Microsoft), CRM, email, analytics, ticketing, and professional advisors, under contracts that include data protection terms.
  • Professional advisers: (e.g., accountants, partners or legal advisers) only where necessary and lawful, and typically under NDA or data processing/addendum terms.
  • Regulators or authorities: where required by law.
  • Business transfers: if we undergo a merger, acquisition, or asset sale, data may be transferred as part of that transaction under appropriate safeguards.

We do not sell personal data or share it with advertisers.

8) International transfers

If any service provider processes data outside the UK, we use UK‑approved safeguards such as the International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses.

9) Retention

We keep personal data only as long as necessary for the purposes set out in this policy:

  • Contact form enquiries: typically 24 months from last meaningful interaction.
  • Client and contract data: for the duration of the contract and 6–7 years thereafter for legal/accounting purposes.
  • Analytics data: typically 12–24 months depending on GA4 settings.
  • Support communications: up to 24 months, unless needed longer for security, legal, or audit reasons.

We may anonymise data for reporting; anonymised data is not personal data.

10) Your rights

You have the following rights over your personal data, subject to conditions and applicable law:

  • Access – request a copy of your data.
  • Rectification – ask us to correct inaccurate or incomplete data.
  • Erasure – ask us to delete your data (the “right to be forgotten”).
  • Restriction – ask us to limit the processing of your data.
  • Portability – ask for your data in a portable format.
  • Object – object to processing based on legitimate interests or direct marketing.
  • Withdraw consent – where we rely on consent (e.g., non‑essential cookies or marketing).

To exercise any right, contact us at privacy@cloudforce-it.com. We will respond within one month (or as permitted by law). We may need to verify your identity.

11) Children’s data

Our website and services are business‑to‑business and not directed at children. We do not knowingly collect data from children. If you believe a child has provided us personal data, please contact us and we will delete it.

12) Security

We use appropriate technical and organisational measures to protect personal data, including secure hosting, access controls, encryption in transit, and least‑privilege access, and vendor due diligence. While no system is fully secure, we will notify you and/or the ICO where legally required.

13) Third‑party links

Our website may link to external sites. Their privacy practices are governed by their own policies.

14) Changes to this policy

We may update this Privacy Policy occasionally. Changes will be posted on this page with an updated effective date.

15) Contact information

Controller: Cloudforce IT Ltd
Email: privacy@cloudforce-it.com
Post: Hoddesdon Enterprise Centre, Pindar Road, Hoddesdon, Hertfordshire, EN11 0FJ

16) Complaints

If you have concerns about our use of your personal data, please contact us first so we can try to resolve them. You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: +44 (0)303 123 1113
Website: https://ico.org.uk