Privacy

Introduction

Your privacy is very important to us. We want you to be confident that the information you give us when using our site is safe and secure. In this Privacy Policy we explain how and why we collect and use your information. We will also tell you about your rights and choices when it comes to your own information.

Controller’s contact details

Southbrae Digital Limited is the controller for the personal information we process.

If you have any queries relating to our use of your personal information or any other related data protection questions, you can contact us in the following ways by email at info@southbrae.com or through the Contact form on our website.

How we collect and use your personal information

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• You have contacted us to ask us a question or request a service
• You have bought services from us
• You have told us we can contact you with information about our work
• You have used our website or other online services

Your data protection rights

Under data protection law, you have important rights. The rights available to you depend on our reason for processing your information.

• Right of access: you have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.
• Right to rectification: you have the right to have your personal information corrected if it is inaccurate or incomplete. This right always applies.
• Right to erasure: you have the right in certain circumstances to ask us to delete or remove your personal information from our systems.
• Right to restriction of processing: you have the right to ask us to restrict the processing of your information in certain circumstances, i.e. to ‘block’ us from using your personal information or limit the way in which we can use it.
• Right to object to processing: you have the right to object to processing if we are able to process your information because the processing is in our legitimate interests. If you raise an objection we will stop processing your personal information unless very exceptional circumstances apply, in which case we will let you know why we’re continuing to process your personal information.
• Right to data portability: this only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under contract, or in talks about entering into a contract, and the processing is automated.

Exercising your rights

You are not required to pay any charge for exercising your rights. We have one month to respond to you. We will use all reasonable efforts consistent with our legal duty to provide you with your rights in accordance with data protection legislation.

To make enquiries, exercise any of your rights set out in this Privacy Policy, and/or make a complaint please contact info@southbrae.com.

If you’re not satisfied with the way any complaint you make in relation to your personal information is handled by us then you may be able to refer your complaint to the Information Commissioner’s Office.

Sharing your information

We will never sell your information and we never give away your information to anyone to allow them to try to sell you things.

We do use data processors to provide some services to us. Data processors are third parties who provide a service for us, such as our email provider. We have contracts in place with all our data processors. They will hold your information securely and retain it for the period we instruct. You can see further information on the data processors we use below.

Some of our data processors store information outside the EU but where they do we have policies and contracts in place to ensure they are fully compliant with the GDPR’s strict rules on when data can be transferred outside the EU.

In some circumstances we may be legally obliged to share your information. For example under a court order or where we are required to cooperate with a law enforcement agency such as the police. In any situation like this, we will always make sure that we have a lawful basis on which to share the information and document our decision making.

Our data processors

• We use Amazon Web Services to power our website and store data supplied to use via the forms on our website.
• We use Cloudflare Turnstile to protect our website forms from spam and bots.
• We use One.com as our email provider.
• We use Zoom as our video conferencing system.
• We use Trello to manage projects.
• We use MailChimp to send some of our marketing communications.

Links to other websites

Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.

Changes to this privacy notice

This policy is effective from 20 Febraury 2025.

We may, from time to time, make changes to this Privacy Policy to reflect any changes to our privacy practices in accordance with changes to legislation, best practice or web site developments. We will let you know what these changes are by posting them to this page. Changes posted on this page will become effective as soon as they are posted. It is your responsibility as a user to make sure that you are aware of changes posted on this page by checking for any changes.

Children’s information

We do not knowingly collect information on children aged under 13.

Our processing purposes

This section explains the various tasks we undertake as a charity and how we process your information to do those tasks.

1. Make a general enquiry

Purpose and legal basis for processing

When you contact us to make a general enquiry about us or our work, or to request information from us, we collect information, including your personal data, so that we can respond to it in the most appropriate way.

The legal basis we rely on to process the personal data you give us in this case is Article 6(1)(f) of the GDPR which allows us to process your personal data where it is in our legitimate interests to do so. We always balance our legitimate interests with your interests as the owner of your own information.

What we need and why we need it

We need enough information from you to answer your enquiry.This will usually include your contact details. If you contact us by post, email or through our website, we will need some contact details from you in order to respond to you. You can choose which contact details to give us and which to ask us to use.

We may also, if appropriate, record the name of the organisation you represent.

We will record the details of your enquiry in order for us to answer appropriately.

What we do with your information

Unless your enquiry is extremely simple or trivial (such as, for example, a phone call asking us for our address), we will keep a record of your enquiry and your contact details so we can respond to it appropriately and effectively. We may keep a record of our response to you. We will keep the information you provide so that, if you contact us again, we have a record of your enquiry and our response. We may also use it to analyse our own work and how well we carry out our tasks.

How long we keep it

We will keep your information indefinitely.

2. Enter into a service contract with us

Southbrae Digital provides a range of services. These include website builds, website hosting, data intetgration, web consultancy, app building, and other software development.

Purpose and legal basis for processing

If you request a service from us we need enough information from you to enable us to provide the service you have requested.

The legal basis we rely on to process the personal data you give us in this case is Article 6(1)(b) of the GDPR which allows us to process your personal data in the performance of a contract or in preparation of a contract.

What we need and why we need it

We need enough information from you to prepare for our service and provide it to you. This will include some way of contacting you and, depending on the service, may include the personal data of your staff and customers. The contract between us will specify more details of the nature of the processing.

What we do with it

We will process the data to enable us to provide the service you have contracted us to provide. We may also use your information to analyse our own work and how well we carry out our tasks.

How long we keep it

We will keep the information indefinitely.

3. Marketing

We like to keep people informed about our work and our services.

Purpose and legal basis for processing

If you choose to we will add your name and contact details to our marketing list so we can send you marketing information. We will only ever send you such information when we have your consent to do so and we will send you that information only via the channels (e.g. by email, post, or telephone) that you have told us we can use.

The legal basis we rely on to process the personal data you give us in this case is Article 6(1)(a) of the GDPR which allows us to process your personal data where we have your consent to do so.

What we need and why we need it

To provide you with the information you have requested we need your name and some means of contacting you such as your email address, phone number or postal address. We also need to record your consent to receiving this information and your consent to the channels by which we can contact you.

What we do with it

We store the details you have given us on our marketing list and use it to provide you with the information you have requested. We may also use your information to understand whether you have responded to anything contained in the information we send you. This helps us to improve our communications.

How long we keep it

We will keep your details on our marketing list until you ask us to remove them.

What are your rights

We rely on your consent to process the personal data you give us to provide this service. This means you have the right to withdraw your consent at any time. If you do that, we will update our records immediately to reflect your wishes. You also have the rights of access, rectification, erasure, restriction, objection and portability.

4. Business contacts

Purpose and legal basis for processing

We store the names and contact details of individuals acting in their capacity as representatives of their organisations.

Our legal basis for processing this information is Article 6(1)(c) of the GDPR where there is a legal obligation or Article 6(1)(f) because the processing is within our legitimate interests as a business.

What we need and why we need it

We store names and contact details of individuals in organisations with whom we have a business relationship so that we can effectively administer that relationship.

What we do with it

We store this information in our email system and our CRM. We use it to contact the individuals concerned in their business capacity so that we can run our business.

How long we keep it

We keep this information indefinitely.

5. Administering our website

When you use our website and choose to give us information, your information will be processed according to the provisions of one of the reasons above, such as the section on making a general enquiry. This section of the policy deals with the information we gather to effectively administer our website.

Purpose and legal basis for processing

When you visit our website, www.southbrae.com, we gather some information about you and your use of our website.

Some of the data we process is necessary for us to be able to operate the website. The legal basis we rely on to process the personal data you give us in this case is Article 6(1)(f) of the GDPR which allows us to process your personal data where it is in our legitimate interests to do so. We always balance our legitimate interests with your interests. Some of the data we process – specifically the data marked as Analytics in the cookie table below – is optional. You can tell us not to process this data and we will not do so. The legal basis we rely on to process the personal data you give us in this case is Article 6(1)(a) of the GDPR which allows us to process your personal data where we have your consent to do so.

Your data will be available to our website host, Amazon Web Service, to enable us and them to deliver the website to you.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. The table below explains the cookies we use and why. The cookies marked as necessary are essential for our website to function and will be placed on your computer when you first visit our site. At present, we do not use any optional cookies.