This policy explains what personal data Roy & Associates Limited (“we”, “us”) collects through royandassociates.co.uk, why we use it, who we share it with, how long we keep it and what your rights are. It is written for visitors to this website and for anyone who contacts us.
Our products and services have their own privacy policies. If you use SetsTech or another of our products, please read the policy on that product’s website as well.
Who we are
Roy & Associates Limited is the data controller for the personal data described in this policy. This means we decide how and why it is used.
- Company number: 09193852, registered in England and Wales
- Registered office: Room 12, 4th Floor Boardman House, 64 Broadway, Stratford, London, England, E15 1NT
- ICO registration number: ZA749796
- Privacy questions: hello@setstech.co.uk
We have not appointed a data protection officer, as the law does not require one for a business of our size and type. Our director is responsible for data protection.
The short version
- We only collect what you type into our contact form or send us by email, plus basic technical data needed to run the website.
- We do not use analytics, advertising or tracking tools on this website.
- We do not sell your data or use it for marketing.
- Our website and database are hosted in the UK.
What we collect and why
When you use our contact form
We collect:
- your name
- your email address
- your phone number, if you choose to give it
- your message
We use this to read and reply to your enquiry. The form sends your message to our business email inbox. We do not store a copy of the enquiry in the website’s database.
Lawful basis: our legitimate interests in answering questions about the company. If your enquiry is about entering into a contract with us, the lawful basis is taking steps at your request before entering into a contract.
When you email us
We keep the emails needed to deal with your question, on the same lawful bases as above.
When you visit the website
Like all websites, our server processes technical information each time a page loads, such as your IP address, browser type, the page requested and the time. We use this to deliver the website, keep it secure and investigate faults or attacks.
To stop spam, the contact form uses a simple maths question, a hidden spam trap and a limit on how many messages can be sent from one IP address in a short time. We do not save your IP address with your enquiry.
Lawful basis: our legitimate interests in running a secure, working website.
Admin accounts
A small number of our own staff can sign in to the website’s admin area to update its content. For them we store a name, email address, a securely hashed password and a login session.
Lawful basis: our legitimate interests in managing who can change the website.
Cookies
This website only uses two cookies, both strictly necessary for security and for the contact form to work. We do not use analytics, advertising or social media cookies. Our cookie policy lists them.
Who we share your data with
We do not sell personal data. We share it only with the service providers who help us run the website and our email, and only so far as they need it:
- Hostinger, which hosts our website, database and backups on a server in the United Kingdom.
- Google Workspace (Google), which provides our business email. Contact form messages and our replies to you pass through it.
These providers act on our instructions under written contracts and must keep your data secure.
We may also share data with our professional advisers (such as accountants or lawyers), or with the police, courts or regulators where the law requires it or to protect our legal rights.
SetsTech, StaffDock, RightUni and CVTrail are trading names and products of Roy & Associates Limited, not separate companies. If your enquiry is about one of them, the people who run it within our company will see it.
Transfers outside the UK
Our website, database and backups stay in the UK. Google may process email data outside the UK, including in the United States. Where that happens, Google relies on safeguards recognised under UK data protection law, such as the UK–US “data bridge” for certified companies and the International Data Transfer Addendum to the EU standard contractual clauses.
How long we keep your data
- Contact form enquiries and emails: up to 24 months after our last contact with you, then deleted. We may keep them longer if we go on to work together, or if they are needed for a dispute or a legal requirement.
- Business records: where an enquiry leads to a contract, we keep the related records for as long as UK law requires for tax and accounting purposes, usually six years after the end of the financial year they relate to.
- Server logs: kept for a short time for security and fault-finding, then deleted.
- Admin accounts: deleted when the person no longer needs access.
How we protect your data
- The whole website uses HTTPS, so data you send us is encrypted in transit.
- The admin area needs a password and only a few named people can use it.
- We keep the website software up to date and limit who can access the server.
No website can be completely secure, but if something goes wrong we will act quickly and tell you and the ICO where the law requires it.
Your rights
Under UK data protection law you have the right to:
- 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
- ask us to limit how we use your data
- object to us using your data on the basis of our legitimate interests
- ask us to move data you gave us to another organisation, where that right applies
Some rights only apply in certain situations. To use any of them, email hello@setstech.co.uk. It is free. We will reply within one month, and may ask you to confirm who you are first. If a request is complicated we may need longer, and we will tell you why.
We do not make decisions about you using only automated means.
Complaints
If you are unhappy with how we have used your data, please tell us first at hello@setstech.co.uk. We will acknowledge your complaint and try to put things right.
You can also complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.
Children
This website is for businesses and adults. We do not knowingly collect data from children.
Links to other websites
This website links to other sites, such as Companies House, Google Maps and our product websites. Their own privacy policies apply when you visit them.
Changes to this policy
If we change this policy we will update this page and the “last updated” date at the top.
Company details
Roy & Associates Limited
Registered in England and Wales, company number 09193852
Registered office: Room 12, 4th Floor Boardman House, 64 Broadway, Stratford, London, England, E15 1NT
Email: hello@setstech.co.uk
