This policy explains what personal data SYPHED (“we”, “us”) collects, why, who we share it with, and the rights you have. SYPHED is a trading name of a UK sole trader, and for the information described here that person is the data controller — in plain terms, your details sit safely with us and no one else.
The best way to reach us about anything in this policy is ai@syphed.com. If you need the name of the individual responsible or a postal address for a formal request, just ask and we'll provide it.
01The information we collect
Information you give us
When you fill in the enquiry form or email us, we collect:
- Your name
- Your email address or phone number
- Your company name (optional)
- How many people would use the service (optional)
- The details of what you'd like help with, and anything else you choose to tell us
Information collected automatically
When you visit the site, our hosting and security systems may log technical data such as your IP address, browser type, device and the pages you view, to keep the site secure and running. The site also loads fonts from Google Fonts, which means your browser requests files from Google and your IP address is visible to Google.
Please don't send us special category data (health, ethnicity, etc.) — we don't ask for it and don't need it.
02How and why we use your information
| What we do | Why | Lawful basis (UK GDPR Art. 6) |
|---|---|---|
| Reply to your enquiry and prepare your free report | Because you asked us to | Your consent, and our legitimate interests in responding to enquiries |
| Deliver a project if you become a client | To provide the service | Performance of a contract |
| Keep the website secure and working | To protect you and us | Legitimate interests |
| Meet accounting, tax and legal duties | Required of us | Legal obligation |
Where we rely on legitimate interests, those interests are running and growing our business, responding to people who contact us, and protecting our website. We only rely on this where it doesn't override your rights.
03Who we share it with
We do not sell your data and we never share it for anyone else's marketing. We use a small number of trusted providers (“processors”) who handle data only on our instructions:
- Microsoft (Microsoft 365 / Exchange Online) — our business email, where your enquiry is received and stored.
- Web3Forms — securely delivers the website form submission to our inbox.
- [Hosting provider — e.g. Netlify / Vercel / Cloudflare] — hosts the website.
- Google (Google Fonts) — serves the fonts used on the site.
We may also disclose information if the law requires it, or to establish, exercise or defend legal claims.
04Sending data outside the UK
Some of our providers (including Web3Forms and Google, and some Microsoft services) may process data outside the UK, including in the United States. Where that happens, we rely on appropriate safeguards recognised under UK law — such as the UK Extension to the EU–US Data Privacy Framework, the UK International Data Transfer Agreement, or Standard Contractual Clauses — so your data keeps a level of protection equivalent to the UK.
05How long we keep it
- Enquiries that don't become projects: kept while we deal with your enquiry and for a reasonable period afterwards (typically up to 24 months) in case you get back in touch, then deleted.
- Clients: kept for the length of our working relationship and for as long as we need to meet legal, tax and accounting duties afterwards (usually 6 years).
When we no longer need your data, we securely delete or anonymise it.
06Your rights
Under UK data protection law you have the right to:
- Be informed about how we use your data (this policy)
- Access a copy of the data we hold about you
- Have inaccurate data corrected (rectification)
- Have your data erased (the “right to be forgotten”)
- Restrict how we use your data
- Object to processing based on legitimate interests
- Data portability — receive your data in a portable format
- Rights relating to automated decision-making (see section 8)
Where we rely on your consent, you can withdraw it at any time — it won't affect anything we did before you withdrew it. To exercise any right, email ai@syphed.com. We'll respond within one month, and it's free.
07Cookies and analytics
We don't use advertising or tracking cookies, and we don't run third-party analytics that profile you. The site loads Google Fonts as described in section 1. Any cookies present are strictly those needed for the site to function. [If you later add analytics such as Google Analytics or a cookie banner, disclose it here and get consent first.]
08Automated decision-making
We do not make decisions about you using solely automated means that produce legal or similarly significant effects. A person is always involved in how we respond to you.
09Keeping your data secure
We use reasonable technical and organisational measures to protect your information, and we choose reputable providers who do the same. No system is ever completely secure, but we take protecting your data seriously and review how we do it.
10Complaints
If you're unhappy with how we've handled your data, please contact us first at ai@syphed.com so we can put it right. You also have the right to complain to the UK regulator, the Information Commissioner's Office (ICO):
- Online: ico.org.uk/make-a-complaint
- Helpline: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
11Changes to this policy
We may update this policy from time to time. The “last updated” date at the top shows when it last changed, and we'll highlight anything significant on this page.
12How to contact us
Email ai@syphed.com. If you'd like to see, correct or delete your data — or you need a postal address for a formal request — this is the place to ask, and we'll sort it.