This policy explains how EQUILIO LIMITED ("EQUILIO", "we", "us") collects and uses personal data when you visit our website, contact us, or become a client. We aim to collect only what we need and to explain it plainly.
Who we are
The controller of your personal data is EQUILIO LIMITED, a company registered in England and Wales with company number 17473281, whose registered office is at 60 Tottenham Court Road, London, W1T 2EW, United Kingdom.
For any privacy question or request, contact us at privacy@equilio.it.com.
Summary
- We collect the details you send through the enquiry form or by email so we can reply.
- We do not sell personal data, and we do not use enquiry details for marketing unless you separately agree.
- The website does not use analytics or advertising cookies unless you allow them in Cookie settings.
- You have rights over your data, including access, correction and deletion, described below.
Information we collect
When you send an enquiry
Through the contact form we collect:
| Data | Required? | Why |
|---|---|---|
| Name and email address | Yes | To reply to you |
| Whether you are a business or an individual, and organisation name | Client type required; organisation optional | To understand the context of your request |
| Service of interest and project description | Yes | To understand what you need |
| Current website, tools in use, budget range, timeline | Optional | To prepare a more useful reply |
| Preferred contact method and phone number | Optional (phone only if you choose phone contact) | To contact you the way you prefer |
Please do not include passwords, API keys, bank details or special category data (such as health information) in an enquiry. If you do, we will delete it from our records once we notice it.
For security, our server also processes your IP address when you submit the form, to limit repeated submissions and block automated spam. This is held in memory only for a short period and is not linked to your enquiry.
When you become a client
If you engage us, we process the contact details of your representatives, project communications, contract and invoicing records, and any personal data contained in systems or content you give us access to. Where we process personal data on your behalf as a processor, a separate data processing agreement applies to that data.
When you browse the website
Our web server records standard technical logs (such as IP address, browser type, page requested and time) to keep the site secure and working. These logs are kept for up to 30 days.
We do not currently use analytics or advertising cookies. If we add analytics in future, it will run only if you allow it in Cookie settings, and we will update this policy and our Cookie Policy first.
How and why we use your data — legal bases
| Purpose | Legal basis (UK GDPR / EU GDPR) |
|---|---|
| Replying to your enquiry and preparing a proposal | Steps taken at your request before entering into a contract (Art. 6(1)(b)); for enquiries on behalf of an organisation, our legitimate interest in responding to business enquiries (Art. 6(1)(f)) |
| Delivering services and managing the client relationship | Performance of a contract (Art. 6(1)(b)) |
| Invoicing, accounting and tax records | Legal obligation (Art. 6(1)(c)) |
| Website security, spam prevention and server logs | Legitimate interests in protecting our website and services (Art. 6(1)(f)) |
| Optional analytics | Your consent (Art. 6(1)(a)), which you can withdraw at any time in Cookie settings |
| Establishing or defending legal claims | Legitimate interests (Art. 6(1)(f)) |
Where we rely on legitimate interests, we have considered your rights and expectations. You can ask us for more information about this balancing.
Who we share data with
We do not sell personal data. We share it only with service providers who help us operate, under contracts requiring them to protect it:
| Recipient | Purpose | Location |
|---|---|---|
| Website hosting and infrastructure providers | Hosting the website and the enquiry service | UK, EEA or other countries with appropriate safeguards |
| Email and enquiry delivery providers | Delivering enquiries and business email | UK, EEA or other countries with appropriate safeguards |
| Productivity and document tools | Storing project documents and communications | UK, EEA or other countries with appropriate safeguards |
| Accountants and accounting software | Invoicing and statutory records | UK |
| Professional advisers (lawyers, insurers) | Legal and regulatory compliance | UK |
You can ask us for the names of the specific providers we use at any time.
We may also disclose information where required by law, or to professional advisers under a duty of confidentiality.
International transfers
Some providers may process data outside the UK or the European Economic Area. Where this happens we rely on an adequacy decision (for example the UK–EU adequacy arrangements or the EU–US Data Privacy Framework and UK extension, where the provider is certified) or on appropriate safeguards such as the EU Standard Contractual Clauses and the UK International Data Transfer Addendum. You can ask us for details of the safeguards used.
How long we keep data
| Data | Retention |
|---|---|
| Enquiries that do not lead to a project | 12 months after our last contact |
| Client project records and communications | The duration of the contract plus 6 years |
| Invoices and accounting records | 6 years from the end of the financial year they relate to |
| Server security logs | Up to 30 days |
| Consent record for cookies | 6 months, then we ask again |
After these periods, data is deleted or anonymised.
Your rights
Under the UK GDPR and EU GDPR you have the right to:
- access the personal data we hold about you;
- have inaccurate data corrected;
- have data erased in certain circumstances;
- restrict or object to certain processing, including processing based on legitimate interests and any direct marketing;
- data portability, where processing is based on consent or contract and carried out by automated means;
- withdraw consent at any time, without affecting processing that took place before withdrawal.
To exercise a right, contact privacy@equilio.it.com. We will respond within one month, which can be extended in limited cases. We may need to verify your identity first.
We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects.
Complaints
If you are unhappy with how we handle your data, please contact us first so we can try to resolve it. You also have the right to complain to a supervisory authority:
- United Kingdom: the Information Commissioner's Office (ICO), ico.org.uk, helpline 0303 123 1113.
- European Union: the data protection authority in the EU country where you live or work, or where the issue occurred. A list is available from the European Data Protection Board.
Security
We use appropriate technical and organisational measures, including encrypted connections (HTTPS), access controls, and minimal collection of data. No system is completely secure; if a personal data breach occurs that is likely to affect your rights, we will notify you and the relevant authority where required.
Children
Our services are not directed at children, and we do not knowingly collect personal data from anyone under 16 through this website.
Changes to this policy
We will update this policy when our practices change and show the date of the latest version at the top.