Privacy notice

1. Who is responsible for your information?

TELOMAXY LTD, trading as Telomaxy, is the controller of the personal information described in this notice. We are registered in England and Wales under company number 17388735.

You can use these details for privacy questions or requests about your information. If we process personal information on behalf of a client during a project, the client's privacy information and our agreed data-processing terms may also apply.

2. What information do we collect?

• Enquiries: your name, email address, message and any phone number, business or organisation name, area of interest or other information you choose to provide.
• Correspondence: emails, attachments, contact details, proposals and notes needed to discuss or provide the services you request.
• Technical information: our website and form service providers may process information such as IP address, browser and device details, request times, pages requested and diagnostic or security events to deliver and protect their services.

Our form requires your name, email address and a message so that we can respond meaningfully. The other fields are optional. You can contact us by email instead. Please avoid including sensitive personal information, passwords or confidential information about other people in an initial enquiry.

We normally receive enquiry information directly from you. If a colleague or business contact introduces you, we may receive your business contact details and the context of that introduction from them.

3. Why do we use it, and on what lawful basis?

Responding to enquiries and discussing work

We use your details to answer questions, understand your requirements, arrange discussions and prepare proposals. Where you are considering a contract with us personally, this is to take steps at your request before entering a contract. For enquiries on behalf of a business or organisation, we rely on our legitimate interests in responding to potential clients and managing business relationships.

Providing agreed services

Where you contract with us personally, we use the necessary information to perform that contract. Where our client is an organisation, we rely on our legitimate interests in delivering the agreed work and communicating with its representatives. Further details may be provided for a particular engagement.

Running and protecting our business

We rely on our legitimate interests to maintain service security, prevent spam or misuse, resolve problems and keep proportionate records of our dealings. We balance these interests against your rights and expectations.

Meeting legal obligations

We retain or disclose information where necessary to comply with applicable law, including accounting and tax requirements. Information needed to establish, exercise or defend legal claims may also be retained on the basis of our legitimate interests.

We do not use website enquiries to make solely automated decisions that have legal or similarly significant effects on you.

4. Who receives your information?

Access is limited to people and service providers who need the information for the purposes above. Our current website and enquiry setup uses:

• Tally to display the enquiry form, store submissions and deliver notifications. Tally processes form responses on our behalf and uses supporting providers for hosting and technical diagnostics. See Tally's privacy information.
• Zoho Mail for our business mailbox and correspondence. See Zoho's privacy information.
• Cloudflare to deliver and protect the website. It handles the technical information needed to serve requests. See Cloudflare's privacy information.
• Google where enquiry notifications or earlier correspondence are held in our existing Gmail inbox. See Google's privacy information.

We may also share relevant information with professional advisers or public authorities where necessary for advice, a legal obligation or a legal claim. We do not sell or rent enquiry information or share it with third parties for their own direct marketing.

5. Where is information processed?

Tally states that its form submissions are stored in Europe, and our Zoho Mail account uses its EU service. This does not mean that every part of the service stays in the UK or Europe: hosting networks, diagnostics, support and other providers may process information in other countries.

Where personal information is transferred outside the UK, applicable safeguards are required. Depending on the destination and provider, these may be a UK adequacy decision or approved contractual safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. Contact us if you would like further information about the protections relevant to your information.

6. How long do we keep it?

• Enquiries that do not become client work: normally no longer than 12 months after the last meaningful contact, unless we have an ongoing discussion or a specific legal reason to retain them.
• Enquiries that become client work: relevant information becomes part of the client record. We retain what is needed for the engagement and subsequent contractual or legal requirements; any project-specific retention arrangements are explained or agreed for that work.
• Accounting and tax records: normally at least six years from the end of the relevant company financial year, where required by law. This does not mean we keep every enquiry for six years.
• Technical and security records: retention depends on the service involved and the time needed to operate it, investigate incidents or comply with legal requirements. Provider privacy information is linked above.

Information no longer needed is deleted or anonymised. Copies in service-provider backups may remain until the applicable backup cycle expires. A legal requirement or unresolved dispute may require particular records to be held longer.

7. Cookies and embedded services

The website does not currently use advertising or audience-measurement cookies. We do not install a separate visitor-analytics script.

The embedded enquiry form connects your browser to Tally when it loads. Hosting and form services may use strictly necessary cookies, similar technologies or technical diagnostics to operate securely and reliably. Their privacy information is linked above.

If we introduce optional cookies or tracking that require consent, we will explain them and obtain that consent before using them. You can also contact us by email without submitting the form.

8. Your rights

Depending on the circumstances, you can:

• ask for access to your personal information and a copy of it;
• ask us to correct inaccurate or incomplete information;
• ask us to delete information or restrict how we use it;
• object to processing based on legitimate interests, including our use of your business contact details;
• request a portable copy of information where the right to data portability applies; and
• withdraw consent at any time where a particular use is based on your consent, without affecting the lawfulness of earlier processing.

These rights are not absolute; some information may need to be retained to meet legal obligations or handle legal claims. To make a request, email hello@telomaxy.com. We may need proportionate information to confirm your identity and will explain any applicable limits. We normally respond within one month; if an extension is permitted and needed, we will explain why.

You can complain to the UK's Information Commissioner's Office at ico.org.uk/make-a-complaint. You do not have to contact us first, although we welcome the opportunity to resolve a concern.

9. Changes to this notice

We will update this notice when our services or handling of personal information change. The date at the top shows the latest revision. Where a change materially affects you, we will provide any additional notification required by law.