Legal
Privacy policy
Last updated
1. About This Notice
This notice explains how Postremo IT Limited uses personal data about people who visit our website, contact us, or deal with us as clients, prospective clients or suppliers.
It covers:
- visitors to our website, postremoit.com, and people who send us an enquiry, book a call or sign up to our newsletter;
- people who work for our clients and prospective clients, and who we deal with about our services; and
- people who work for our suppliers and partners.
It should be read with our Cookie Notice, which lists the cookies and similar technologies our website uses and explains how to control them.
If you apply for a job with us, the Job Applicant Privacy Notice on our careers site applies instead. Our website for the United Arab Emirates is run by a separate company and has its own notices.
We have written this notice in plain language. In it, “we”, “us” and “our” mean Postremo IT Limited, and “personal data” means any information about you from which you can be identified.
2. Who We Are
Postremo IT Limited is the controller of the personal data described in this notice, which means we decide how it is used and are responsible for it.
| Item | Details |
|---|---|
| Company | Postremo IT Limited, registered in England and Wales, company number 09568468 |
| Registered office | 34 Croydon Road, Caterham, Surrey CR3 6QB |
| Privacy contact | privacy@postremoit.com, for any question, request or complaint about your personal data |
| ICO registration | ZC296991 |
We have not appointed a Data Protection Officer, because the law does not require one for an organisation like ours. One of our directors leads on data protection, and every message sent to the privacy contact is read by a director.
3. When We Act for Our Clients
We provide IT support and managed services. When we work in a client’s systems, for example fixing an email account or setting up a laptop, we handle personal data about that client’s staff and customers on the client’s behalf and only on its instructions. In that situation the client is the controller and its own privacy notice applies.
If you are an employee of one of our clients and want to know what is held about you, or want to exercise your rights, please contact your employer. If you contact us, we will pass your request to them promptly and help them respond.
4. What We Collect and Where It Comes From
| Type of data | Examples | Where it comes from |
|---|---|---|
| Identity and contact | Name, job title, employer, business email address, phone number | You, your colleagues, our clients and suppliers, business networking sites, Companies House and your organisation’s website |
| Enquiries and bookings | What you enter in our enquiry and booking form: your name, email address, phone number, company, the size and region of your organisation, the services and device platforms you are interested in, the number of devices for a quote, your timeline, how you prefer to be contacted, and your message. If you used the readiness check on our switching page in the same visit, your answers to it are sent with your enquiry | You |
| Newsletter | Your email address, and the date you signed up | You |
| Correspondence | What you tell us by email, call or meeting, and our replies | You |
| Service and support | Support requests you raise, how we resolved them, and records that we verified your identity before acting | You and our systems |
| Contract and billing | Contract contacts, purchase orders, invoices and payment records | You and your organisation |
| Marketing preferences | Whether you have opted in to or out of our emails, and which emails you have received | You and our systems |
| Website technical records | Our website host records each request for security and troubleshooting: the IP address, date and time, the page or file requested, the page you came from and your browser type | Your device, through our website |
| Website use, only if you agree | The pages you view, how you arrived at our website, your device and browser type, your approximate location, and the organisation whose network you are browsing from (section 7) | Your device, through the technologies listed in our Cookie Notice |
Our forms include a hidden field that is used only to catch automated spam. It is not shown to you and holds no personal data.
We do not ask for special category data, such as health information, through our website or in the normal course of business, and we ask you not to send it to us.
5. Why We Use It and Our Lawful Basis
Data protection law requires a lawful basis for each use of personal data. These are ours:
| What we use it for | Lawful basis | Our interest, where it applies |
|---|---|---|
| Answering your enquiry, arranging a call and preparing a quote or proposal | Legitimate interests; steps before a contract where you are contracting with us yourself | Responding to people who contact us and winning new business |
| Sending our newsletter to people who sign up for it, and marketing emails to people who tick the opt-in box on our form | Consent | |
| Sending business-to-business news and offers to other business contacts (section 6) | Legitimate interests; consent where the law requires it | Telling business contacts about services that may help them |
| Understanding how our website is used, which organisations visit it and whether our adverts lead to enquiries, using the optional technologies in our Cookie Notice | Consent | |
| Delivering our services, handling support requests and verifying who you are before we act | Legitimate interests (contract, where you are the client yourself) | Delivering the services our clients pay for, securely |
| Invoicing, payments and keeping accounting records | Legal obligation; legitimate interests | Being paid and keeping proper records |
| Managing our relationship with suppliers and partners | Legitimate interests | Running our business |
| Keeping our website, systems and networks secure | Legitimate interests | Protecting our systems and the data in them |
| Responding to the police or another authority to prevent or detect crime, or in an emergency | Recognised legitimate interests | Set by law; no balancing test needed |
| Meeting legal and regulatory duties and dealing with legal claims | Legal obligation; legitimate interests | Protecting our legal position |
Where we rely on legitimate interests, we have weighed our interests against yours and concluded that the use is fair and expected. You can ask us for details of that assessment.
You do not have to give us any personal data. If you leave out the details our enquiry form marks as required, we may not be able to reply or prepare a quote.
We do not make decisions about you based solely on automated processing that have legal or similarly significant effects on you.
6. Marketing
You can sign up to our newsletter on our website, and you can tick a box on our enquiry form to receive marketing emails. Both are optional and rely on your consent. Leaving the box unticked does not affect how we handle your enquiry.
We also send occasional emails about our services to people at the organisations we work with or would like to work with. We send these to business email addresses on the basis of our legitimate interests, or with your consent where the law requires it, for example if you are a sole trader.
Every marketing email tells you who it is from and includes a simple way to unsubscribe. You can also opt out or withdraw your consent at any time by emailing the privacy contact. When you opt out we keep your email address on a suppression list, so that we do not contact you again. We never sell your personal data.
7. Cookies and Similar Technologies
Cookies are small files that a website stores on your device. Similar technologies, such as tags, pixels and browser storage, work in a similar way. Our website uses only those that are necessary unless you agree to more. When you first visit, a banner asks for your choice, with Accept and Reject given equal prominence, and every optional category starts switched off.
| Category | What it does | Your choice |
|---|---|---|
| Necessary | Remembers your cookie choice, protects our forms from spam and duplicate submissions, and remembers that you closed a suggestion on the page. | Always on |
| Analytics | Measures how our website is used, and identifies the organisation whose network you are browsing from by its IP address. This tells us which organisations are interested in our services, not who you are, unless you also send us a form. | Off until you agree |
| Advertising | Measures whether one of our adverts led to an enquiry. | Off until you agree |
| Functionality | Not used at present. | Off until you agree |
If you have agreed to analytics and then send us a form, the record of the pages you viewed is linked to your enquiry, so that we can see what you were interested in.
You can change your choice at any time using the “Cookie settings” link at the foot of every page. Our Cookie Notice lists each technology, who provides it and how long it lasts.
8. Who We Share It With
We share personal data only where we need to, and only with:
- the service providers who host our website, forms, contact records, email, files, support system and other business systems, under contracts that require them to protect it and use it only on our instructions;
- the providers of the analytics, visitor identification and advertising measurement services named in our Cookie Notice, and only if you have agreed to that category;
- our professional advisers, such as accountants, lawyers and insurers;
- auditors and certification bodies who check our security and quality controls;
- the police, regulators, courts or other authorities, where the law requires or allows it; and
- a buyer or investor, under strict confidentiality, if all or part of our business is ever sold or restructured.
Our clients see the details of our own staff who work on their services, not your details as one of another client’s staff.
9. International Transfers
Our website is hosted in the UK or the European Economic Area, and the system that receives our forms stores its data in the European Union. Some of our service providers, including providers of the optional analytics and advertising technologies, are based outside the UK or can access data from outside it, for example from the United States.
When personal data leaves the UK, we make sure it stays protected by using only destinations the UK government has approved, or by putting in place an approved safeguard, such as the International Data Transfer Agreement, after checking that the protection will not be materially lower than in the UK. You can ask the privacy contact for more information about a particular transfer.
10. How Long We Keep It
| Data | How long we keep it |
|---|---|
| Signed client contracts and order forms | 6 years after the contract ends |
| Client contact details and service records | 6 years after the contract ends |
| Invoices and accounting records | 6 years after the end of the financial year they relate to |
| Enquiries that do not lead to work, and prospect contacts | 2 years after our last contact with you |
| Newsletter subscriptions | Until you unsubscribe |
| Supplier contacts | 6 years after the supplier relationship ends |
| Marketing opt-outs | For as long as we send marketing, so that we can honour your choice |
| Website technical records | Kept by our website host for as long as our website runs on its service, and used only for security and troubleshooting |
| Website use data collected with your agreement | For the cookie periods shown in our Cookie Notice. Google Analytics keeps visit data for 2 months. Visit records in HubSpot and Lead Forensics are kept for as long as we keep the related contact or company record, as set out above. |
When the period ends we delete the data securely or make it fully anonymous. We may keep data for longer if it is needed for a legal claim, and only until that is resolved.
11. How We Protect It
We hold Cyber Essentials Plus certification. Your data is held in managed business systems protected by multi-factor authentication, access limited to those who need it, encryption and security monitoring. Everyone who works for us is security screened and trained in data protection.
12. Your Rights
You have the right to:
- be told how we use your personal data, which is the purpose of this notice;
- ask for a copy of the personal data we hold about you;
- ask us to correct data that is wrong or incomplete;
- ask us to delete your data, or to restrict how we use it, in certain circumstances;
- object to our use of your data where we rely on legitimate interests, and to direct marketing at any time;
- ask us to transfer data you gave us to another organisation, where we rely on consent or a contract with you; and
- withdraw your consent at any time, where we rely on it. This does not affect anything we did before you withdrew it.
To use any of these rights, contact the privacy contact. We may ask you to confirm your identity, and we will reply within one month. If your request is complex we may need up to two more months, and we will tell you why within the first month. There is normally no charge.
13. Complaints
If you are unhappy with how we have handled your personal data, please tell us first, by email to the privacy contact or by post to our registered office. We will acknowledge your complaint within 30 days, look into it without undue delay, keep you updated and tell you the outcome.
You also have the right to complain to the UK regulator, the Information Commission, still known as the ICO, at ico.org.uk or on 0303 123 1113.
14. Changes to This Notice
We review this notice at least once a year and update it whenever we change how we use personal data. The date at the top of the page shows when it was last updated. This version was last updated on 14 November 2026.