Privacy Policy

1. Who We Are

ROSWELL I.T. SERVICES LTD. (“Roswell IT”, “we”, “our” or “us”) is committed to protecting and respecting your privacy. This policy explains what personal information we collect through this website and in the course of providing our services, what we do with it, and what rights you have over it.

For the purposes of the UK GDPR and the Data Protection Act 2018, we are the data controller for the information described in this policy.

2. Information We Collect

Information you give us. When you complete a form on this website, we collect what you enter into it:

• Contact form: your name, phone number, email address, subject and message.
• Quote and assessment requests: your name, contact details, company name and the details you give us about your requirements.
• Our “Bob” assistant: the messages you type into it. Please do not enter passwords, financial details or other sensitive information into the assistant.

Information collected automatically. Our hosting provider processes standard server logs, including your IP address, browser type and the pages requested. We also count requests against IP addresses in order to limit abuse of our forms and assistant. We do not currently operate any analytics or advertising technology on this website — see section 8.

Information from providing our services. Where you are a client, we process the contact and technical information necessary to deliver IT support, procurement, cloud administration and related services under our contract with you.

3. How and Why We Use It

We must have a lawful basis for everything we do with your personal information. Ours are set out below.

We do not sell your personal information, and we do not use it to make automated decisions that produce legal or similarly significant effects for you.

4. Who We Share It With

We use a small number of suppliers who process personal information on our behalf, under contract and only on our instructions:

• Web3Forms — delivers the emails generated by our contact, quote and assessment forms.
• hCaptcha — supplied by Intuition Machines, Inc., this is the anti-spam check on our forms. It receives your IP address and information about your browser in order to tell a person from an automated submission.
• OpenAI— generates the replies in our “Bob” assistant. Messages you type into the assistant are sent to OpenAI for this purpose.
• Our website hosting provider — hosts this website and processes standard server logs.
• Google — supplies the optional embedded map on our Contact page, which only loads if you allow it.

We may also disclose information where we are required to do so by law, or to establish, exercise or defend legal claims.

5. International Transfers

Some of the suppliers listed above are based outside the United Kingdom, principally in the United States. Where personal information is transferred outside the UK, we rely on the UK Government’s adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework where the supplier is certified under it), or on the International Data Transfer Agreement or Addendum approved by the Information Commissioner, together with appropriate additional safeguards. You can ask us for details of the safeguards applying to a particular transfer.

6. How Long We Keep It

• Enquiries that do not become work: up to 24 months from your last contact with us, then deleted.
• Client records: for the duration of our relationship and for 6 years after it ends, to meet our legal and accounting obligations.
• Assistant conversations: held in your browser for the current session only and deleted when you close the tab. We do not keep a copy.
• Your cookie choice: 12 months, after which we ask again.

Where we no longer need information for the purpose it was collected, we delete it or anonymise it.

7. Security

As an IT security provider, data protection is central to what we do. We apply appropriate administrative, physical and technical measures to protect personal information against unauthorised access, loss, misuse or alteration. All data submitted through this website is transmitted over an encrypted HTTPS connection. No method of transmission over the internet is completely secure, but we take all reasonable steps to protect information entrusted to us and to notify you and the Information Commissioner where we are required to do so.

8. Cookies and Tracking

We only use strictly necessary technologies unless you tell us otherwise. Nothing optional — analytics, marketing or third-party embedded content — loads until you give consent through our cookie banner, and every optional category is switched off by default. You can change or withdraw your choice at any time using Cookie Settings, which appears in the footer of every page.

A full list of what we store on your device, what each item does and how long it lasts is in our Cookie Policy.

9. Your Rights

Under the UK GDPR you have the following rights. They are free to exercise, and we will respond within one month.

• Access: to be told what personal information we hold about you and to receive a copy of it.
• Rectification: to have inaccurate or incomplete information corrected.
• Erasure: to have your information deleted in certain circumstances.
• Restriction: to ask us to limit how we use your information.
• Portability: to receive certain information in a portable format, or have it sent to another organisation.
• Objection: to object to processing carried out on the basis of our legitimate interests, and to object at any time to direct marketing.
• Withdrawing consent: where we rely on your consent, you can withdraw it at any time, and it must be as easy to withdraw as it was to give. For cookies, use Cookie Settings. Withdrawing consent does not affect the lawfulness of anything done before you withdrew it.