This policy explains what personal data we collect when you use westviewit.co.uk, why we collect it, who we share it with, how long we keep it, and the rights you have over it. Cookies are covered in section 11.
Last updated: 24 July 2026
1. Who we are
West View IT Limited (“West View IT”, “we”, “us”, “our”) is the data controller responsible for the personal data collected through this website.
- Company number: 10736599 (registered in England & Wales)
- VAT number: GB332719212
- ICO registration: ZA409888
- Registered address: First Floor, 12 Bury Street, Stowmarket, Suffolk, IP14 1HA
- Email: enquiries@westviewit.co.uk
- Phone: 01449 798119
- Data protection contact: Owen Williams
Owen Williams is responsible for data protection at West View IT. We’re not legally required to appoint a formal Data Protection Officer, but if you have a question or request about your data, he’s the person who deals with it.
2. What this policy covers
This policy applies to your use of westviewit.co.uk. It’s written under the UK GDPR, the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR) as amended by the Data (Use and Access) Act 2025.
Our site links to other websites and services. We have no control over how those handle your data, so please check their own privacy policies before sharing anything with them.
We don’t collect special category data (health, ethnicity, religion, and similar) through this website, and we don’t knowingly collect data from children.
3. What we collect
3.1 Guide and calculator downloads
When you request our IT Buyer’s Guide, Cyber Security Guide, or IT Cost Calculator, we collect your name, company name, email address, and whether you’ve agreed to marketing contact.
3.2 IT Journey Quiz
When you complete the quiz we collect your answers, your staff and site numbers, company name, and email address, so we can generate and send your results. If you opt in, we’ll also run a breach check (see 3.7) and/or add you to our mailing list.
3.3 Email Security Checker
Checking a domain looks up public DNS records only — no personal data needed. If you want the full written report, we ask for your name, company, email address, and marketing preference.
3.4 Referral Partner Programme
If you join as a partner, we collect your name, company, role, email address, phone number, your relationship to the people you refer, and your contact preferences.
If someone refers you to us as a prospective client, we receive your name, email address, phone number, and company from them. We use this to contact you about our services, and we will always tell you who referred you when we first get in touch, along with a link to this policy. If you’d rather we deleted your details, just say so and we will.
3.5 Direct enquiries
If you email us, call us, or book a meeting through our Microsoft 365 booking page, we collect whatever you choose to share so we can respond and, where relevant, quote for work.
3.6 Website analytics
We do not currently use website analytics or set analytics cookies. If we introduce analytics in future, we will update this policy and obtain consent before setting any non-essential cookies.
3.7 Breach checks
Only ever with your explicit, separate consent, we check whether your email address or domain appears in known public data breaches, using the Have I Been Pwned service.
4. Why we use it, and our lawful basis
Under the UK GDPR we need a lawful basis for everything we do with your data. Here’s ours.
| What we do | Data used | Lawful basis |
|---|---|---|
| Send a guide, calculator, or quiz result you asked for | Name, email, company | Legitimate interests |
| Respond to your enquiry or prepare a quote | Whatever you share with us | Legitimate interests |
| Deliver our services under contract | Contact and account details | Contract |
| Send marketing emails and follow-ups | Name, email, consent record | Consent |
| Run a breach check | Email address or domain | Consent |
| Contact a prospect referred to us | Name, email, phone, company | Legitimate interests |
| Administer the referral programme | Partner’s own details | Legitimate interests |
| Meet our legal and tax obligations | Any of the above | Legal obligation |
Where we rely on legitimate interests, we’ve weighed our interest in running and growing West View IT against your right to privacy, and we’re satisfied it doesn’t override it. You can object at any time — see section 8.
We will never send you unlawful marketing or spam, and every marketing email carries a one-click unsubscribe link.
5. Who we share it with
We use a small number of suppliers to run the business. They process your data on our instructions only, under contract, and never for their own purposes.
| Supplier | What they do for us |
|---|---|
| Krystal Hosting | UK-based hosting for this website |
| SMTP2Go | Delivers automated emails such as quiz results and guide downloads |
| Microsoft 365 | Our business email, files, and the booking page |
| Mailchimp | Sends our newsletter and marketing emails, if you’ve opted in |
| Have I Been Pwned | Breach checks, only where you’ve opted in |
| Companies House | Public company data, to verify business details |
We may also share data where we’re legally required to — a court order, a regulator, or a request from a government authority — and with our accountants or professional advisers where necessary.
We do not sell your personal data, and we never share it with third parties for their own marketing.
6. Where it’s stored
This website is hosted in the United Kingdom by Krystal Hosting, and our own business systems are UK-based. Email is handled by SMTP2Go and Microsoft 365, both of which offer UK and EU data residency.
Some suppliers, such as Mailchimp, are headquartered in the United States. Where that’s the case they operate under recognised safeguards — the UK Extension to the EU-US Data Privacy Framework, or Standard Contractual Clauses with the UK Addendum — so your data keeps UK-standard protection wherever it’s processed.
We take security seriously: data is transmitted over encrypted connections, access is limited to the people who need it, and accounts are protected with multi-factor authentication.
7. How long we keep it
We don’t keep personal data for longer than we need it.
- Enquiries, quiz results, downloads, and referred prospects: for as long as we have an active relationship with you, or up to 24 months from your last contact with us if nothing develops. After that we delete or anonymise it.
- Clients: for the life of our contract, then up to 7 years to meet accounting and legal requirements.
- Marketing consent records: kept even after you unsubscribe, so we have a record of what you agreed to and don’t contact you again by mistake.
- Referral partners: for the life of the partnership, plus 24 months.
8. Your rights
Under the UK GDPR you have the right to:
- Be informed about how we collect and use your data — that’s what this policy is for
- Access the personal data we hold about you (a “subject access request”)
- Rectification — have inaccurate or incomplete data corrected
- Erasure — ask us to delete your data, in certain circumstances
- Restrict how we process your data
- Object to us using your data for a particular purpose, including direct marketing
- Data portability — receive your data in a portable format, or have it sent to another provider
You can withdraw consent at any time. Every marketing email has an unsubscribe link, or you can simply email us.
To exercise any of these rights, email enquiries@westviewit.co.uk, call 01449 798119, or write to us at the address in section 13. We’ll respond within one calendar month. If your request is particularly complex we may need up to two further months, and we’ll let you know if so. There’s no charge unless a request is repetitive or excessive.
You may also want to register with the Telephone Preference Service or the Corporate TPS to reduce unsolicited marketing calls generally.
If you’re unhappy with how we’ve handled your data you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We’d always rather you came to us first so we have the chance to put it right.
9. Automated decision-making
We don’t make decisions about you by automated means that have a legal or similarly significant effect, and we don’t use your data for profiling. The IT Journey Quiz produces informational results only — any follow-up comes from a real person.
10. Children
West View IT provides IT services to businesses. This site isn’t directed at children and we don’t knowingly collect their personal data. If you believe a child has given us their details, contact us and we’ll delete them.
11. Cookies
Cookies are small text files placed on your device when you visit a website. Similar technologies — like local storage and tracking pixels — work in much the same way, and this section covers those too.
We do not currently use analytics, advertising, retargeting, or social media tracking cookies, so the site does not currently display a cookie consent banner. If we introduce non-essential cookies in future, we will update this policy and ask for your consent before setting them.
Essential cookies
The site may set essential or functional cookies needed for security and caching. These are not used to track you for analytics or advertising.
| Cookie | Provider | Purpose | Expires |
|---|---|---|---|
_lscache_vary |
West View IT | Page caching, so the site loads quickly | Session |
Analytics and advertising cookies
We do not currently set analytics, advertising, retargeting, or social media tracking cookies. If that changes, we will update this policy and ask for your consent before setting them.
You can also block or delete cookies in your browser settings. Bear in mind this applies to every site you visit, and some sites may not work properly as a result.
12. Changes to this policy
We may update this policy as our services, our suppliers, or the law change. The “last updated” date at the top always tells you when it changed. Where a change is significant, we’ll make that clear on the site.
13. Contact us
Any questions about this policy, or about your data:
- Email: enquiries@westviewit.co.uk
- Phone: 01449 798119
- Post: Owen Williams, West View IT Limited, First Floor, 12 Bury Street, Stowmarket, Suffolk, IP14 1HA