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Privacy Policy

Last updated: 15 November 2026

Who we are

This website is operated by Rapid IT (Outsourcing Services) Ltd, a company registered in England and Wales under company number 11957878, with its registered address at 63 Heol Cae Gurwen, Gwaun-Cae-Gurwen, SA18 1HG (“Rapid IT”, “we”, “us”). We are the data controller for the personal data described in this policy.

You can contact us about anything in this policy at hello@rapid-it.co.uk, on 01792 002 022, or by post at the address above.

We handle personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations.

The personal data we collect

  • Information you give us when you complete an enquiry or consultation form, email us or call us: your name, company, job title, email address, telephone number, and anything you choose to tell us in your message.
  • Client information we need in order to provide and bill for our services, such as contact details for your staff and records of support requests.
  • Technical information collected automatically when you visit this website: IP address, browser type and version, operating system, pages viewed and the referring site.

We do not ask for special category data (such as health information) through this website. Please do not include it in an enquiry.

How we use it and our lawful basis

  • Responding to enquiries and arranging consultations. Lawful basis: steps taken at your request before entering into a contract, and our legitimate interest in answering people who contact us.
  • Providing, supporting and billing for our services. Lawful basis: performance of a contract, and compliance with our legal obligations (for example tax and accounting records).
  • Keeping this website secure and working. Lawful basis: our legitimate interest in running a safe and reliable website.
  • Marketing to business contacts. Lawful basis: your consent, or our legitimate interest in keeping business contacts informed where the law allows. Every marketing message includes a way to opt out, and you can ask us to stop at any time.

We do not use your personal data for automated decision-making or profiling that has a legal or similarly significant effect on you.

Cookies

This website uses only cookies that are strictly necessary for it to work. We do not currently use analytics or advertising cookies. If that changes, we will ask for your consent where the law requires it and update this policy first.

Who we share it with

We never sell personal data. We share it only with:

  • Service providers acting on our instructions, including our website hosting provider (Hostinger) and our email and IT systems providers. They may only use the data to provide their service to us.
  • Professional advisers, such as accountants and legal advisers, where necessary.
  • Regulators, courts and law enforcement, where we are legally required to do so.

Some of our providers may process data outside the UK. Where they do, we make sure it is protected by a safeguard recognised under UK law, such as UK adequacy regulations or the International Data Transfer Agreement.

How long we keep it

We keep personal data only for as long as we need it for the purpose it was collected for, and then securely delete or anonymise it. In deciding how long that is, we consider why we hold the data, whether we have an ongoing relationship with you, and any period we are required by law to keep records.

As a guide:

  • Enquiries that do not lead to a contract: up to 12 months after our last contact with you.
  • Client and contract records: for the length of the contract and six years after it ends, to meet tax, accounting and legal requirements.
  • Marketing contacts: until you opt out or we no longer have a reason to contact you. If you opt out, we keep a minimal record so that we do not contact you again.
  • Website security logs: for a short period only, unless they are needed to investigate a security incident.

How we protect it

We use appropriate technical and organisational measures to protect personal data, including encrypted connections to this website, access controls and security monitoring. Access is limited to people who need it to do their job.

Your rights

Under data protection law you have the right to:

  • be told how your data is used, and get a copy of it
  • have inaccurate data corrected
  • have your data erased, in certain circumstances
  • restrict or object to our use of your data
  • receive data you gave us in a portable format
  • withdraw consent at any time, where we rely on consent

To exercise any of these rights, contact us at hello@rapid-it.co.uk. There is no charge. We will respond within one month, and will tell you if we need longer for a complex request.

How to complain

If you are unhappy with how we have handled your personal data, please tell us first so we can put it right. Email hello@rapid-it.co.uk with the subject “Data protection complaint”, call 01792 002 022, or write to us at the address above. We will acknowledge your complaint within 30 days, investigate it without undue delay, and tell you the outcome.

If you are not satisfied with our response, you can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this policy

We review this policy regularly. Any changes will be posted on this page with a new date at the top.