Privacy notice

1. Who is responsible for your information?

Gillabyte is responsible for deciding how personal information submitted through the Customer Hub is used. For privacy questions or requests, contact info@gillabyte.co.uk. The legal name and postal address of the responsible business should also be included in this notice.

2. Information the Hub handles

Depending on how you use the Hub, we may handle:

• Account and contact details, including name, email address, company name and telephone number.
• Business or site address details, including address lines, town or city, postcode, country and a map link where provided.
• Support requests, including subject, description, priority, status, dates, replies or messages, and files or images you choose to upload.
• Hardware quotation requests, including requested equipment, quantities, brands, preferred condition, budget, use case, delivery or setup preferences, requirements, status, messages and related quotation references or links.
• Project enquiries, including project type, description, timescale, target date, site address, access notes, status, messages, site-visit details and uploaded documents or images.
• Service and administration records, such as request history, dates, customer relationship information, follow-up records, VIP flags and reasons, and private internal notes used by authorised staff to manage customer relationships.
• Technical and security information processed by the Hub and its hosting or authentication providers, such as information needed to sign in, maintain sessions, prevent misuse and operate the service.

Please do not submit passwords, payment-card details or other sensitive information in messages or attachments unless Gillabyte specifically requests it through an appropriate secure process.

3. Why we use this information

We use it to register and manage accounts; respond to support requests; assess and prepare hardware quotations; manage project enquiries, appointments and site visits; exchange messages and files; update customers on request status; maintain relevant business records; provide customer service; protect the Hub and investigate misuse; and meet applicable legal or accounting obligations.

For authorised administration, a customer postcode may be sent to a routing service to calculate estimated one-way and return driving mileage from Gillabyte’s business location. The business origin postcode is kept in server-side configuration and is not displayed in the customer-facing page. Mileage estimates support staff travel-expense estimates and are not an automated decision about customers.

4. Legal bases

Depending on the activity, we expect to rely on taking steps at your request before entering into a contract or performing a contract; legitimate interests in administering customer relationships, delivering support and protecting our systems; and legal obligations where records must be kept. The precise legal basis must be confirmed against Gillabyte’s actual processes and documented before this notice is treated as final. Where consent is used for any optional processing, it can be withdrawn.

5. Who may process the information

Information is processed through service providers used to operate the Hub. These include Supabase for account authentication and database or file-storage services, and Vercel for application hosting. Where applicable to a request, Google Maps Platform may process postcode information to calculate driving distance, and Zoho Books may be used to manage quotations or related accounting records. Authorised Gillabyte personnel can access information needed for their roles. We do not describe these providers as receiving every category of information; the data shared depends on the feature being used.

6. Storage, security and transfers

The Hub uses access controls intended to restrict customers to their own requests and to limit administrative information to authorised staff. We take reasonable technical and organisational steps to protect information, but no internet service can be guaranteed completely secure. Our providers may store or process information in other countries. Gillabyte should confirm the providers’ current hosting regions, international-transfer arrangements and safeguards, and provide details of those arrangements where required.

7. How long we keep information

We keep information only for as long as reasonably needed to manage accounts and requests, provide services, handle disputes and meet legal, tax or accounting obligations. Retention periods differ by record type. Gillabyte should set and follow specific retention periods for inactive accounts, support tickets, attachments, quotations, project records, messages and internal notes, and securely delete or anonymise records when they are no longer needed.

8. Your rights

Subject to the applicable legal conditions, you may request access to your personal information, correction of inaccurate information, erasure, restriction of processing, or a copy of information you provided in a portable format. You may also object to processing based on legitimate interests. Where processing relies on consent, you may withdraw it. To exercise a right, contact info@gillabyte.co.uk. We may need to verify your identity before responding.

9. Complaints and contact

Please contact Gillabyte first if you have a concern. You also have the right to complain to the UK Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint.

10. Changes to this notice

We may update this notice when the Hub’s features, providers or information practices change. The date at the top indicates when this page was last reviewed.