Privacy Policy

Last updated: 15/04/2026

This Privacy Policy explains how Onsite Intelligence Ltd ("we", "us", "our") collects, uses and protects information about you when you use our website (onsiteintelligence.co.uk and onsiteintelligence.net) or engage with us as a customer or prospective customer.

We take privacy seriously. Our entire business is built around the principle that your data should stay under your control. This policy reflects that.

1. Who we are

Onsite Intelligence Ltd Registered in England & Wales · Company No. [number] Registered office: [full registered address] ICO Registration: [ZA reference]

For all privacy enquiries, contact: austin.parkinson@onsiteintelligence.co.uk

We are the data controller for personal information collected through our website and during the sales process. When we are engaged to install or operate a system that processes our customers' own data, we act as a data processor under a separate written Data Processing Agreement.

2. What information we collect

We collect personal information in three situations:

a) When you visit our website. Standard server logs (IP address, browser type, pages visited, timestamps), and limited cookie data — see our Cookie Policy for full detail.

b) When you contact us. The information you provide via our contact form, by email, or by telephone. This typically includes your name, email address, phone number, company name, and the nature of your enquiry.

c) When you become a customer. Contract details, billing information, technical details required to design and install your system, and any documents or data you ask us to handle under a signed Data Processing Agreement.

We do not buy lists, scrape contact details, or collect personal data from sources you haven't given it to us through.

3. Why we use it (lawful basis)

We process personal information under the following lawful bases:

  • To respond to enquiries — legitimate interests (you contacted us; we reply).

  • To deliver services to customers — contract (we cannot do the work without it).

  • To comply with legal obligations — legal obligation (HMRC, Companies House, etc.).

  • To send occasional updates to existing customers — legitimate interests. You can opt out at any time.

We do not use your information for behavioural advertising, profiling, or automated decision-making.

4. Who we share it with

We do not sell your data. We do not share it with third-party advertisers. We share it only with:

  • Our hosting and email providers (Squarespace, GoDaddy / Microsoft 365) under their own UK GDPR-compliant terms.

  • Our accountant, where required for tax and bookkeeping purposes.

  • HMRC, Companies House, the ICO, or law enforcement, where we are legally required to do so.

When we act as a data processor for customer data, the sharing terms are set out in your individual Data Processing Agreement and are stricter than the above.

5. Where it's stored

Personal information collected via the website is stored on systems based in the United Kingdom and the European Economic Area. Email is hosted in Microsoft 365's UK/EEA data centres.

Customer documents handled under a Data Processing Agreement are stored on encrypted local systems at our Macclesfield premises during system build, and then transferred to your own hardware at your premises. They are not stored on third-party cloud services.

6. How long we keep it

  • Website enquiry data that doesn't lead to an engagement: deleted after 12 months.

  • Customer records: kept for 7 years after the end of the engagement, in line with HMRC requirements.

  • Marketing email list: kept until you unsubscribe, then deleted within 30 days.

  • Customer documents under DPA: deleted at the end of the engagement in accordance with the relevant DPA, with written confirmation provided on request.

7. Your rights

Under UK GDPR you have the right to:

  • Access the personal information we hold about you

  • Correct any information that is inaccurate

  • Ask us to delete your information (where we have no overriding legal reason to keep it)

  • Restrict or object to how we process your information

  • Receive your information in a portable format

  • Withdraw consent at any time, where consent was the lawful basis

  • Lodge a complaint with the Information Commissioner's Office (ico.org.uk · 0303 123 1113)

To exercise any of these rights, email austin.parkinson@onsiteintelligence.co.uk. We respond within one calendar month.

8. Security

We use encrypted storage, access controls, and physical security measures appropriate to the sensitivity of the information we hold. We are an ICO-registered data processor and operate under a documented information security policy, available on request.

9. Changes to this policy

We will update this policy if our practices change. Material changes will be flagged at the top of the page. The "last updated" date at the top of this policy is always accurate.