Privacy policy

1. Who we are

In this notice, "we", "us" and "Geekheads" means Geekheads Ltd, registered in England and Wales, with our London office at 90 Paul Street, London EC2A 4NE. We’re the controller of the personal data described here, and we handle it in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Geekheads also has an Australian company, Geekheads Pty Ltd, which runs our head office in Sydney. Some of our team and systems are shared between the two companies (see section 6).

2. What we collect

We only collect personal data we need to provide our services and run our business. This may include:

• Contact details: your name, business name, job title, email address, phone number and address.

• Account and billing details: your customer account, invoices and payment details. Bank and card details are collected and held by our payment providers, not stored by us.

• Support information: details of the problems you report, the work we do, and records of our calls, emails and support tickets.

• Information on your systems: when we support your business, we may be able to see personal data stored on your computers, email, Microsoft 365, websites and other systems. We only access it as needed to provide our services, and we act as your processor for that data.

• Device and monitoring data: our remote access, monitoring and security tools collect technical information from the devices we look after, such as device names, user names, software, security alerts and IP addresses.

• Website information: what you send us through forms on our website, and technical information such as your IP address, browser, pages visited and how you found us.

• Job applications: if you apply to work with us, the details in your application.

We don’t ask for special category data, such as health information, unless you choose to give it to us and it’s needed for a service.

3. How we collect it

We collect personal data directly from you, for example when you contact us, fill in a form, accept a quote, set up an account or ask for support. We also collect it from your business when we support your staff and systems, from our tools and service providers, and from public sources such as Companies House.

4. Why we use it, and our lawful basis

• To provide and manage the services you’ve asked for, respond to support requests, and send invoices and collect payments (contract).

• To keep your systems and ours secure, detect and respond to threats, improve our services and keep business records (legitimate interests).

• To order hardware, software and licences for you from vendors (contract).

• To send service updates, and our newsletter to customers or anyone who has signed up (legitimate interests or consent, which you can withdraw at any time).

• To meet our legal, tax and accounting obligations (legal obligation).

5. Who we share it with

We don’t sell your personal data. We only share it when it’s needed to provide our services or required by law, for example with:

• our invoicing and payment providers

• vendors whose products we supply or manage for you, such as Microsoft, Keeper, Acronis and 3CX

• providers of the tools we use to run our business, such as Microsoft 365, our remote support and monitoring tools, and our website hosting

• phone carriers, when we move phone numbers or set up phone services for you

• our professional advisers, such as accountants and lawyers

• government agencies, regulators or law enforcement, where the law requires it.

6. International transfers

Some of our team and providers are outside the UK, including our head office in Australia and providers in the United States and the European Union. When personal data leaves the UK, we make sure it’s protected, for example by using countries covered by UK adequacy regulations, the UK International Data Transfer Agreement or Addendum, or the UK Extension to the EU–US Data Privacy Framework.

7. Our website, cookies and analytics

Our website uses cookies and similar technology to work properly and to understand how people use it.

• We use Google Analytics to see how visitors use our website, and Google Ads to measure and show our advertising. These services use cookies that collect information such as your IP address and the pages you visit. We only set them if you agree.

• Our forms use spam and bot protection, such as Google reCAPTCHA, which may collect technical information about your device.

• Our free tools run in your browser. The SEO and AI audit and rank checker record the website address you check and your IP address for a short time, to stop misuse.

You can change your cookie choices at any time, block or delete cookies in your browser settings, and manage Google ad personalisation in your Google account.

8. Marketing

If you’re a customer or have signed up to our newsletter, we may email you about our services and useful IT news. Every marketing email has an unsubscribe link, and you can opt out at any time.

9. How we protect it and how long we keep it

We use the same security we recommend to our customers, including multi-factor sign-in, a password manager, encryption, access controls and security monitoring. Only staff who need your data to do their job can access it.

We keep personal data only as long as we need it for our services and our legal obligations. Customer and billing records are usually kept for six years after you stop being a customer, for tax and accounting reasons. Then we securely delete or anonymise it.

10. Data breaches

If a personal data breach is likely to put people’s rights at risk, we’ll report it to the Information Commissioner’s Office (ICO) within 72 hours, and tell the people affected where the risk is high. If a breach happens on systems we manage for your business, we’ll let you know straight away and help you meet your own reporting duties.

11. Your rights

You have the right to ask for a copy of the personal data we hold about you, and to ask us to correct it, delete it, limit how we use it, or send it to you or another organisation. You can also object to us using it for our legitimate interests or for marketing. Email us at support@geekheads.co.uk. We’ll respond within one month, and there’s usually no charge.

12. Complaints

If you have a concern about how we’ve handled your personal data, please email support@geekheads.co.uk and we’ll do our best to put it right. You also have the right to complain to the Information Commissioner’s Office on 0303 123 1113.

13. Changes to this notice

We may update this notice from time to time. The latest version will always be on this page.

14. Contact us

Geekheads Ltd

90 Paul Street, London EC2A 4NE

Phone: 020 3637 6095

Email: support@geekheads.co.uk