Privacy policy

This policy explains what we collect when you use this website or get in touch, why, and what your rights are.

Last updated: 22 October 2026

Contents

1. Who we are
2. What this policy covers
3. What we collect
4. Cookies
5. Why we use it
6. Who we share it with
7. Where it’s stored
8. How long we keep it
9. Your rights
10. Contact us or complain
11. Changes to this policy
12. Credits
13. Trademarks
14. About the information on this website

Who we are

This website is run by Simplified IT Solutions (“we”, “us”), an IT support business working with businesses in Medway and across Kent. We are responsible for the personal information described in this policy.

What this policy covers

This policy covers this website, messages you send us through it, and calls you book with us. If you become a client, our agreement with you explains how we handle information we look after as part of our work for you.

What we collect

When you send us a message

The form on our Contact page asks for your name, email address, what your message is about and the message itself. You can also give your company name, phone number and how many people use IT in your business. We don’t store your IP address with your message.

To stop spam, the form keeps a scrambled (hashed) version of your IP address for one hour, only to count how many messages are sent. It isn’t linked to your message and is then deleted.

When you book a call

Our Book a call button takes you to our booking page, which we run ourselves. It asks for your name and email address, and any notes you choose to add, so we can arrange the call and send you a confirmation.

When you visit the website

Like most websites, our web server keeps a short log of visits (such as IP address, browser and the pages requested) to keep the site secure and working. We don’t use these logs to identify you.

Cookies

Our Cookie policy explains which cookies we use, what they’re for, and how to change your choice.

Why we use it

We use your details only to reply to your message, arrange and hold calls you book, talk to you about the services you’ve asked about, and keep the website secure.

The law says we need a reason (a “lawful basis”) to use personal information. Ours are:

• Steps you’ve asked us to take before an agreement: replying to your message and preparing a quote.
• Our legitimate interests: running our business, following up on enquiries, and keeping the website secure and free of spam.

We never sell your details, and we won’t add you to marketing emails.

Who we share it with

We don’t share your details with anyone else, apart from the companies that provide the services we use to run the business:

• Our web hosting company, which runs the server this website and its contact form are on.
• Microsoft, which provides our business email (Microsoft 365). Your message is emailed to us there.
• Our booking and calendar systems, for calls you book.
• Analytics providers, such as Google and Microsoft, only for the cookies you accept (see our Cookie policy).

They only handle your information on our instructions and must keep it safe. We may also share information if the law requires us to.

Where it’s stored

This website and its contact form are hosted on servers in the UK. Microsoft may store or process email in the UK, the European Economic Area or elsewhere, using the safeguards UK law requires for any transfer outside the UK. If you accept analytics cookies, Google and Microsoft may process website statistics in the US or elsewhere, with the same safeguards.

Your information travels over secure (HTTPS) connections, and only we can see messages sent through the website.

How long we keep it

• Messages and bookings: 12 months, then they’re deleted, unless you become a client.
• If you become a client: for as long as we work together, and afterwards for as long as the law requires us to keep business records (usually 6 years).
• Web server logs: a short time only, for security.
• Website statistics (Google Analytics, only if you accept cookies): 14 months, then Google deletes them.
• Visit recordings and heatmaps (Microsoft Clarity, only if you accept cookies): recordings 30 days, heatmaps and summaries 9 months, then Microsoft deletes them.

Your rights

You have the right to:

• ask for a copy of the information we hold about you
• ask us to correct anything that’s wrong
• ask us to delete your information
• ask us to limit how we use it, or object to us using it
• ask for your information in a format you can take elsewhere

Some of these rights depend on the circumstances. We’ll reply within one month, and there’s no charge.

Contact us or complain

To ask about your information or use any of your rights, send us a message from our Contact page, choose “Something else” and mention “privacy”.

If you’re unhappy with how we’ve handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office (ICO), the UK regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this policy

We’ll update this page if anything changes, and change the date at the top.

Credits

• Map of Kent on our Contact page: contains National Statistics and OS data © Crown copyright and database right 2013, used under the Open Government Licence v3.0.
• Photos from Unsplash, used under the Unsplash Licence.
• Tux, the Linux penguin, was drawn by Larry Ewing (lewing@isc.tamu.edu) using The GIMP.

Trademarks

The company names, product names and logos on this website belong to their owners. We show them only to name the technologies and products we work with. Showing them doesn’t mean those companies endorse us or our services, sponsor this website, or are connected with us, unless we say so.

• Microsoft, Microsoft 365, Windows, Teams, SharePoint and OneDrive are trademarks of the Microsoft group of companies.
• Google, Google Cloud and Google Workspace are trademarks of Google LLC.
• Amazon Web Services and AWS are trademarks of Amazon.com, Inc. or its affiliates.
• Cloudflare is a trademark of Cloudflare, Inc.
• Plesk is a trademark of Plesk International GmbH.
• WordPress is a trademark of the WordPress Foundation.
• Ubiquiti and UniFi are trademarks of Ubiquiti Inc.
• Lenovo is a trademark of Lenovo.
• Apple, the Apple logo and Mac are trademarks of Apple Inc., registered in the U.S. and other countries and regions.
• Linux® is the registered trademark of Linus Torvalds in the U.S. and other countries.
• All other trademarks are the property of their respective owners.

About the information on this website

The information on this website is general guidance about our services. It isn’t advice for your particular business, and we can’t promise it’s always complete or up to date. Please talk to us before relying on it. Links to other websites are there to help you; we’re not responsible for their content.