Privacy Policy
Introduction
At New Site (“we”, “us”, “our”), we respect your privacy. This Privacy Policy explains what personal data we collect on byvirens.co.uk, how we use it, and the choices you have.
We handle personal data in line with applicable UK data protection and privacy law, including the UK GDPR, the Data Protection Act 2018 and relevant rules governing electronic communications and online tracking. You can learn more about your rights on the website of the Information Commission, which continues to use the ICO name.
Who We Are (Data Controller)
New Site is the data controller for personal data processed via this Website.
- Website: byvirens.co.uk
- Contact Page: byvirens.co.uk/contact/
Personal Data We Collect
- Contact Data: Details you submit, such as your name, email address, phone number and message, when you use forms or contact us.
- Messaging Data (If You Contact Us via WhatsApp): If you choose to message us on WhatsApp, we will receive your phone number and the contents of your message, plus any profile details you choose to share. WhatsApp processes this data under its own privacy policy.
- Usage Data: Information such as IP address, device and browser details, pages viewed, interactions, clicks and other technical or diagnostic data. Where analytics or advertising services are used, this information may be processed with your consent.
- Security & Anti-Spam Data: Cloudflare Turnstile collects limited technical data, such as IP address and browser characteristics, to verify legitimate traffic and block bots.
- Transactional/Service Data (If Applicable): Records of enquiries, quotes, bookings, invoices and support requests.
- Cookies and Similar Technologies: See our Cookie Policy for details of cookies, similar technologies and your choices.
How We Use Personal Data & Lawful Bases
We only use your data where we have a lawful basis. The table below shows typical uses across our default website setup.
| Purpose | Examples | Lawful Basis | Retention |
|---|---|---|---|
| Respond To Enquiries | Reply to contact forms, emails and calls | Legitimate Interests (to respond); Pre-contractual Steps | Up to 24 months after last contact, unless you become a customer |
| Respond To WhatsApp Messages (If Used) | Reply to WhatsApp chats started by you | Legitimate Interests (to respond); Pre-contractual Steps | Up to 24 months after last contact, unless you become a customer |
| Provide Services (If Applicable) | Project delivery, account management, billing and support | Contract; Legal Obligation (tax records) | Contracts: usually 6 years; Tax records: 6 years minimum |
| Analytics (Consent) | Google Analytics 4 via Consent Mode | Consent, which you can withdraw at any time | In line with our Cookie Policy and the retention settings used by the analytics provider |
| Advertising & Conversions (Consent, If Installed) | Google Ads conversions and advertising services; Meta Pixel; LinkedIn Ads; Reddit Ads; TikTok Ads | Consent | In line with our Cookie Policy and the settings of the relevant advertising provider |
| Security & Anti-Spam | Cloudflare Turnstile bot protection and server logs | Legitimate Interests (to keep the Website secure) | Up to 12 months, unless needed to investigate an issue |
| Handle Data Protection Requests Or Complaints | Responding to privacy rights requests, data concerns or complaints | Legal Obligation; Legitimate Interests | For as long as reasonably needed to handle the request or complaint and keep appropriate records |
Where We Get Data From
- Directly From You: When you submit a form, email us, call us or message us.
- Automated: Cookies, analytics, log files, advertising technologies and security tools.
- Third Parties (If Applicable): Payment providers, advertising platforms, partners or other organisations you have interacted with.
Who We Share Data With
We share data only when necessary.
- Website & Hosting: Our hosting provider(s) and SiteGround CDN for secure, fast delivery of content.
- Security & Bot Protection: Cloudflare Turnstile to verify legitimate traffic and prevent spam submissions.
- Forms & Email Delivery (If Used): WPForms for form handling and Postmark for transactional email.
- Analytics (If You Consent): Google Analytics 4 via Consent Mode.
- Ads/Attribution (If You Consent): Google Ads conversions and advertising services, Meta Pixel, LinkedIn Ads, Reddit Ads and TikTok Ads.
- Messaging (If You Choose It): WhatsApp, a Meta company, when you start a chat with us via the WhatsApp button.
- Professional Services: Our accountants, legal advisers or auditors where required.
- Legal/Compliance: Law enforcement, regulators or other authorities where the law requires.
Where Google analytics or advertising services are used and you have given the relevant consent, Google may receive and process information such as website activity, device information, online identifiers and IP addresses for measurement, attribution and, where enabled, advertising personalisation.
We do not sell your personal data.
International Transfers
Some of the service providers we use, including hosting, CDN, analytics, advertising, security and communications providers, may process personal data outside the UK. Where this happens, appropriate safeguards are used where required by data protection law, such as approved international data transfer arrangements, contractual protections and other relevant measures.
If you contact us via WhatsApp, Meta/WhatsApp may process data outside the UK in line with its own policies and safeguards.
How We Keep Data Secure
We use administrative, technical and physical safeguards to protect personal data. This includes:
- HTTPS encryption on all pages
- CDN protection and caching via SiteGround
- Bot protection using Cloudflare Turnstile
- Access controls and regular security reviews
No method of transmission or storage is 100% secure, but we work to reduce risk.
How Long We Keep Data
We keep data only as long as necessary for the purposes described in this policy, or to meet legal requirements. Typical periods are shown in the table above. For invoices, contracts and tax records, we usually retain data for at least 6 years.
Your Privacy Rights
You have rights over your personal data, including:
- Access, rectification and erasure
- Restriction or objection to processing
- Data portability
- Withdrawal of consent, where consent is the lawful basis
To exercise these rights, please use the Contact Page. We may need to verify your identity before responding.
Data Protection Complaints
If you’re unhappy with how we’ve handled your personal data, you can make a data protection complaint to us.
This might include concerns about how we collect, use, store, share, update or delete your personal information.
Please contact us using the details on this Website and include Data protection complaint in your message.
Please include:
- Your name
- Your contact details
- A clear description of your concern
- Any relevant dates, emails, forms, screenshots or other information
- What you’d like us to do to help resolve it
Please do not send sensitive personal information unless it is needed for your complaint.
We’ll acknowledge your complaint within 30 days. We’ll then look into it and respond without undue delay. If the matter is complex, we’ll let you know and keep you updated.
You can read our full procedure here: Data Protection Complaints Procedure.
We may keep a record of your complaint, our investigation, our response and any action we take. We’ll only keep complaint records for as long as we reasonably need them for legal, regulatory and business purposes.
Cookies
For details of cookies and similar technologies, including how to manage your preferences, see our Cookie Policy.
Analytics and advertising technologies are used for consent-based purposes only after you give the relevant consent. Depending on how services such as Google Consent Mode are configured, limited technical signals may still be sent without setting analytics or advertising cookies.
Children’s Data
Our Website is not intended for children. We do not knowingly collect children’s personal data. If you believe a child has provided data, please contact us so we can delete it.
Automated Decision-Making
We do not use automated decision-making or profiling that produces legal or similarly significant effects about you.
Contact Us
If you have any questions about this policy, your privacy rights or how we use your data, please visit our Contact Page.
Your Right To Complain To The ICO
If you’re not satisfied with our response to a data protection complaint, you can complain to the UK data protection regulator, the Information Commission, which continues to use the ICO name.
Visit ico.org.uk/make-a-complaint or call 0303 123 1113.
Changes To This Policy
We may update this policy to reflect changes in our processing or legal requirements. We will update the “Last Updated” date below and, where appropriate, notify you via the Website.
Last Updated
September 30, 2026
New Site (byvirens.co.uk)