Privacy Policy

This policy explains how XIX Professional Services Ltd ("XIX", "we", "us") collects and uses personal information when you visit this website or get in touch with us. We handle personal information in line with UK data protection law, including the UK GDPR and the Data Protection Act 2018.

1. Who we are

XIX Professional Services Ltd is a company registered in England and Wales, company number 15211817. We are the controller of the personal information described in this policy. We are registered with the Information Commissioner's Office (ICO), registration number ZB828592. You can contact us at contact@xix.services.

2. What information we collect

• Information you give us. When you email us or arrange a call, we collect your name, email address, company, and anything you choose to tell us in your message.
• Technical information. Our website host and security tools may record your IP address, browser type, device type and the pages you visit, in standard server logs.
• Cookies. We explain how we use cookies in our Cookie Policy.

We do not ask for special category information (such as health data) through this website, and we ask that you do not send it to us.

3. How and why we use your information

• To reply to your enquiry and to arrange or hold a call. Our lawful basis is our legitimate interest in responding to business enquiries, or taking steps at your request before entering into a contract.
• To provide our services and manage our relationship with you, if you become a client. Our lawful basis is performing our contract with you.
• To keep the website secure and working properly. Our lawful basis is our legitimate interest in protecting our systems.
• To meet legal, accounting and tax obligations.

We do not sell your personal information, and we do not use it for automated decision-making.

4. Who we share it with

We share personal information only with service providers that help us run the website and the business, such as our website host (Cloudflare), our email and communication tools, and our professional advisers. These providers act on our instructions. We may also share information where the law requires it.

5. Transfers outside the UK

Some of our providers are based, or store data, outside the UK, for example in the United States. Where this happens, we make sure appropriate safeguards are in place, such as an adequacy decision, the UK International Data Transfer Agreement or Addendum, or another approved mechanism.

6. How long we keep it

We keep enquiry emails and call details for up to 24 months after our last contact unless we start working together. If we do, we keep records for as long as the contract runs and for the period the law requires for accounting and tax purposes, which is usually six years. Technical logs kept by our hosting provider are retained for a short period in line with that provider's own policy.

7. Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information in certain circumstances;
• ask us to restrict how we use your information;
• object to us using your information where we rely on legitimate interests;
• ask for your information in a portable format, where it applies; and
• withdraw your consent at any time, where we rely on it.

To use any of these rights, email us at contact@xix.services. We will reply within one month.

8. Third-party services and links

This website is hosted by Cloudflare, which processes technical information (such as your IP address) to deliver the site and protect it from abuse. The fonts used on this website are hosted on our own servers, so your browser does not contact third-party font services. Links on this website may lead to other sites, which have their own privacy policies and which we do not control.

9. How we keep it secure

We use reasonable technical and organisational measures to protect personal information, including encrypted connections (HTTPS), access controls and trusted providers. No online system is completely secure, so we cannot guarantee absolute security.

10. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.

11. Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or by phone on 0303 123 1113.