Privacy policy
Last updated: [DATE]
Draft wording — fill in everything in [square brackets], check it fits how you actually work, then delete this box.
This policy explains what personal information Petroc Cloud Solutions collects, why, and what rights you have. We're committed to handling your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are
Petroc Cloud Solutions is the trading name of [YOUR FULL NAME], a sole trader based in England. As the business owner, [YOUR FULL NAME] is the data controller for the information described here. Our business address is [BUSINESS ADDRESS]. You can contact us at info@petroc.cloud or on 01483 96 86 36.
[OPTIONAL: ICO registration number [ICO NUMBER].]
What we collect
- Enquiries you send us — through the contact form, by email or by phone: your name, email address, phone number, business name and anything you include in your message.
- Calls to our AI receptionist demo line (01483 96 77 96) — the call is answered by an automated AI system. It processes what you say in order to respond, and [records / transcribes] the call and captures details you give, such as your name, number and enquiry. [CONFIRM: whether calls are recorded, how long recordings and transcripts are kept, and which provider runs the line.]
- Technical information — like every website, our hosting provider automatically logs basic connection data (such as IP address, browser type and the pages requested) to keep the site secure and working.
This website does not use analytics, advertising or tracking cookies. See our cookie policy.
How we use it and our lawful basis
- To reply to your enquiry and discuss our services — legitimate interests, or taking steps at your request before entering a contract.
- To deliver services if you become a client — performance of a contract.
- To keep the website and our systems secure — legitimate interests.
- To meet legal, tax and accounting obligations — legal obligation.
We don't sell your information and we don't use it for automated decisions that have legal or similarly significant effects on you.
Who we share it with
Only with service providers who help us run the business, under contracts that protect your information:
- Fasthosts — website hosting and email.
- [TELEPHONY / AI VOICE PROVIDER(S)] — running the AI receptionist demo line.
- Google — where enquiry details are stored in Google Workspace (for example Google Sheets).
- [ANY OTHER PROVIDERS, e.g. accountant, CRM]
Some of these providers may process data outside the UK. Where they do, we rely on UK adequacy regulations or the UK International Data Transfer Agreement / Addendum to keep it protected.
How long we keep it
Enquiries that don't lead to work are deleted after [24 months]. Client records are kept for as long as we work together and then for up to [6 years] for legal and accounting reasons. [Demo-line recordings and transcripts are kept for [PERIOD].]
Your rights
You can ask us to access, correct or delete your information, to restrict or object to how we use it, or to receive a copy in a portable format. Email info@petroc.cloud and we'll respond within one month.
If you're unhappy with how we've handled your information you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113 — though we'd appreciate the chance to put things right first.
Changes
We'll update this page if anything changes. The date at the top shows when it was last revised.