Privacy policy

This policy explains how Just Gilbey IT Solutions Ltd (“we”, “us”) uses personal information collected through this website, and your rights over it.

Who we are

Just Gilbey IT Solutions Ltd is the data controller for this website. We’re registered in England and Wales, company number 09842767, at 4-5 Parliament Street, Hull, HU1 2AZ. You can contact us about privacy at hello@justgilbey.co.uk or on 01482 274969.

What we collect

• What you send us through our forms (the IT Assessment, the contact form and “Send us a message” in the chat window): your name, company name, email address, phone number and the answers or message you give us (in the IT Assessment, that includes any add-ons you’d like a quote for).
• What you give us to get a free guide: your name, company name, work email address and which guide you asked for.
• What you send us directly, by email or phone.
• Technical information needed to run and protect the website, such as your IP address and browser details. This is processed by our hosting provider, Cloudflare, including for spam protection (see below).
• Analytics information, only if you agree to analytics cookies.

We don’t ask for special category data. Please don’t include sensitive information (such as health details) in a form.

Our forms

When you send the IT Assessment, the contact form, a message from the chat window or a free-guide request:

1. Cloudflare Turnstile checks the submission isn’t from a bot. Turnstile looks at technical signals from your browser, but doesn’t use cookies for advertising or tracking. Cloudflare’s Turnstile privacy addendum explains more.
2. Your answers are emailed to our own Microsoft 365 mailbox. The website sends the email through Postmark, an email delivery service, which keeps a copy of each email for a limited time so delivery can be checked.
3. Nothing is stored on the website itself. We keep your enquiry in our email and business systems for as long as we need it to reply to you, and for any relationship that follows.

We use what you send only to reply to you and, if you ask us to, to provide our services. We don’t sell it or use it for unrelated marketing.

The chat window

The “Chat with us” window is part of our own website, not a third-party chat service, and it isn’t a live chat: it’s a set of scripted answers and buttons. It only loads when you open it, and it doesn’t set cookies. The answers and the price question run in your browser, and nothing you type is sent to us unless you send a message (with your consent to analytics, we record that the window was opened or a message sent, but never what you chose or typed). If you start a message, Cloudflare Turnstile loads to check you’re not a bot. A message goes the same way as the contact form (above): emailed to our Microsoft 365 mailbox through Postmark, with nothing stored on the website.

Free guides

When you ask for one of our free guides, we email you the download link (sent through Postmark, with replies coming to our Microsoft 365 mailbox) and let David know who asked for it, so he can follow up about it if it’s useful. We don’t add you to a mailing list. If you’d rather we didn’t get in touch, just say so in reply to the email.

Our free checks and calculator

The email security check, the Cyber Essentials checklist, the “What does my company need?” questions and the price calculator all run in your browser, and nothing you enter in them is sent to us or stored:

• Email security check: your browser looks up your domain’s public DNS records (such as SPF and DMARC) directly with Cloudflare’s public DNS service (cloudflare-dns.com). The domain you type goes from your browser to Cloudflare, not to us. Cloudflare’s DNS resolver privacy commitments explain what Cloudflare does with it.
• Checklist, questions and calculator: your answers stay on the page and are gone when you leave it. If you choose to carry your answers or add-ons into the IT Assessment, they travel in the page address and are only sent to us if you send the form.

How we use your information, and why we’re allowed to

Purpose	Lawful basis (UK GDPR)
Replying to your enquiry or IT Assessment, and preparing a proposal	Taking steps at your request before a contract, and our legitimate interest in responding to enquiries
Sending you a free guide you asked for, and following up about it	Our legitimate interest in responding to your request and in talking to companies interested in our services
Providing services if you become a client	Performing our contract with you
Keeping the website secure and free of spam	Our legitimate interest in protecting our website and our clients
Understanding how the website is used, and which pages lead to enquiries (analytics)	Your consent, which you can withdraw at any time
Meeting legal and accounting obligations	Legal obligation

Who we share it with

We use a small number of trusted suppliers to run the website and our business. They process information on our behalf and under contract:

• Cloudflare: website hosting, security and spam protection (Turnstile), and the public DNS look-ups made by the email security check from your browser.
• Postmark: sending the emails from our website forms and chat window (to us, and a free guide’s download link to you).
• Microsoft: email and business systems (Microsoft 365).
• Google: website analytics through Google Tag Manager, only if you accept analytics cookies, and YouTube for our videos, only when you press play.

Some of these suppliers may process data outside the UK. Where they do, appropriate safeguards (such as the UK International Data Transfer Agreement or an adequacy decision) are in place. We may also share information when the law requires it.

Cookies

A cookie is a small file stored by your browser. We keep them to a minimum.

• Essential: Cloudflare may set cookies needed to keep the website secure and to tell people apart from bots. These don’t need consent.
• Your cookie choice: when you choose “Accept analytics” or “No thanks”, we remember your choice in your browser’s local storage (jg-consent), so we don’t ask again on every page.
• Analytics (optional): if you accept, we load Google Tag Manager, which may set Google Analytics cookies (such as _ga) to tell us which pages are useful. If you don’t accept, these never load. With your consent, analytics also records when someone sends one of our forms, asks for a guide, runs a free check, uses the price calculator, opens the chat window or sends a message from it, or taps our phone number or email address. It records that it happened, not what you typed.

You can change your mind at any time using Cookie settings at the bottom of every page. Your browser settings also let you block or delete cookies.

We don’t embed maps or social media widgets. Our videos show a still image from our own website, and only when you press play does the video load from YouTube, in its privacy-enhanced mode (youtube-nocookie.com). YouTube may then set cookies or use similar storage under Google’s privacy policy. Links to Google Maps or social networks take you to those sites, where their own policies apply.

How long we keep it

We keep personal information only as long as we need it for the purposes above, including any legal, accounting or reporting requirements, and then delete it securely.

How we protect it

We hold Cyber Essentials Plus and ISO 27001 (information security) certification. The website is served over HTTPS, nothing you send is stored on the website, and access to your information is limited to the people who need it.

Your rights

Under UK data protection law you can ask us to:

• give you a copy of the information we hold about you,
• correct anything that’s wrong or incomplete,
• delete your information,
• restrict or object to how we use it,
• transfer it to you or another organisation,
• stop using it where we rely on your consent.

Email hello@justgilbey.co.uk. We’ll reply within one month. If you’re unhappy with how we’ve handled your information, you can complain to the Information Commissioner’s Office (ICO).

Using this website

The content of this website is for general information only and may change without notice. We take care to keep it accurate, but it isn’t professional advice for your specific situation. Links to other websites are for convenience and don’t mean we endorse them. Use of this website is governed by the laws of England and Wales.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed.