Privacy Policy

Last updated: January 2025

Introduction

Meon Valley Web ("we", "our", or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website design, hosting, and related services.

This policy complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.

Data Controller

Meon Valley Web
Email: info@meonvalleyweb.com
Phone: +44 (0) 7850 037850
Location: Meon Valley, Hampshire, UK

Information We Collect

Information You Provide Directly

When you contact us or use our services, we collect information you provide directly, including your contact information (name, email address, phone number, company name), project information such as details about your website requirements and specifications, and communication records from our emails and messages. For hosting services, we collect account information including login credentials and preferences. Payment information such as billing addresses is processed securely through third-party payment processors.

Information Collected Automatically

Our website automatically collects certain information about your visit, including website usage data such as pages visited, time spent, browser type, and device information. We also collect technical data including your IP address, browser settings, and operating system. Some of this information is collected through cookies and similar tracking technologies, as detailed in our Cookie Policy below.

Information from Third Parties

We receive limited information from third parties necessary for our services, including transaction confirmations and payment status from payment processors, server logs and performance data from hosting providers for websites we host, and website performance statistics from analytics services to help us improve our services.

How We Use Your Information

Legal Bases for Processing

Under UK GDPR, we process your personal data based on several legal grounds. We process data for contract performance when providing website design and hosting services you've requested. We rely on legitimate interests to improve our services and communicate about relevant offerings that may benefit you. For marketing communications and non-essential cookies, we obtain your consent. We also process data to meet legal obligations such as tax, accounting, and regulatory requirements.

Specific Uses

We use your information primarily for service delivery, including creating, hosting, and maintaining your website. Your contact information enables us to provide customer support, respond to inquiries, and offer technical assistance. We process payment information for billing and maintain financial records as required by law. We analyze usage patterns to improve our services and may send relevant updates about our services with your consent. All processing is conducted in accordance with data protection laws and our commitment to your privacy.

Data Sharing and Disclosure

We may share your information with:

Service Providers

• Hosting Infrastructure: Secure data centers and cloud providers
• Payment Processors: Stripe, PayPal, or other secure payment services
• Email Services: For customer communications and support
• Analytics Tools: Google Analytics (anonymized data only)

Legal Requirements

We may disclose information when required by law, court order, or to protect our rights and safety.

Business Transfers

In the event of a merger, acquisition, or sale, your data may be transferred to the new entity.

Data Security

We implement appropriate technical and organizational measures to protect your data:

• Encryption: Data encrypted in transit and at rest
• Access Controls: Limited access on a need-to-know basis
• Regular Updates: Security patches and system updates
• Backup Systems: Secure, encrypted backups of your data
• Staff Training: Regular privacy and security training for our team

Data Retention

We retain your personal data for as long as necessary to:

• Active Services: Duration of our service relationship
• Financial Records: 7 years for tax and accounting purposes
• Marketing Data: Until you withdraw consent or 3 years of inactivity
• Website Analytics: 26 months (Google Analytics default)

Your Rights

Under UK GDPR, you have the following rights:

Access and Portability

• Right to Access: Request copies of your personal data
• Data Portability: Receive your data in a structured, machine-readable format

Correction and Deletion

• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data (subject to legal obligations)

Processing Controls

• Right to Restrict: Limit how we process your data
• Right to Object: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent for marketing or cookies at any time

Exercising Your Rights

To exercise any of these rights, contact us at info@meonvalleyweb.com. We will respond within one month.

Cookies and Tracking

Essential Cookies

We use essential cookies for:

• Website functionality and security
• Remembering your preferences
• Maintaining your session

Analytics Cookies

With your consent, we use:

• Google Analytics: To understand website usage (anonymized)
• Performance Monitoring: To ensure optimal website performance

Managing Cookies

You can control cookies through your browser settings. Note that disabling essential cookies may affect website functionality.

International Transfers

Your data is primarily processed within the UK. When we use international service providers, we ensure adequate protection through:

• Adequacy Decisions: Countries with adequate data protection
• Standard Contractual Clauses: EU-approved data transfer agreements
• Certification Schemes: Providers with recognized privacy certifications

Children's Privacy

Our services are not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will:

• Post the updated policy on our website
• Notify you of significant changes via email
• Update the "Last updated" date at the top of this policy

Contact Us

For any privacy-related questions or concerns:

Email: info@meonvalleyweb.com
Phone: +44 (0) 7850 037850
Post: Meon Valley Web, Meon Valley, Hampshire, UK

Complaints

If you're not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

ICO Website: ico.org.uk
ICO Helpline: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

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This Privacy Policy is designed to be transparent and comprehensive. If you have any questions about how we handle your personal data, please don't hesitate to contact us.