Privacy Notice & Data Protection Policy

1. Identity of Data Controller

The Data Controller responsible for personal data collected through this website and during the course of business operations is:

Cloud Fieldpoint Consulting Ltd
Glen Eyre Road, Southampton, Hampshire, SO16 3UJ, United Kingdom
Email: info@cloud-fieldpoint.click
Telephone: 01632 960123

2. Categories of Personal Data We Process

We process limited categories of business contact and technical inquiry information:

• Inquiry & Consultation Information: Full name, professional work email address, company name, telephone number, and message notes provided when you submit our contact form or request an advisory consultation.
• Engagement & Billing Records: Corporate billing address, registered VAT numbers, authorized signatory names, and transaction payment confirmations.
• Technical & Log Data: Technical logs generated by web server connections, including IP addresses (anonymized), browser user agents, and referring URLs, processed strictly for security monitoring and fraud prevention.

3. Legal Bases for Processing Under UK GDPR

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 under the following legal grounds:

• Performance of a Contract (Article 6(1)(b)): Necessary to execute Statements of Work, deliver diagnostic code audits, manage client onboarding, and issue invoices.
• Legitimate Interests (Article 6(1)(f)): Necessary to respond to commercial consultation inquiries, protect our infrastructure against cyber attacks, and maintain business audit records.
• Legal Obligation (Article 6(1)(c)): Necessary to comply with statutory accounting, taxation (HMRC), and corporate governance obligations under UK law.

4. Data Retention Periods

We do not retain personal data longer than necessary for the purposes for which it was collected:

• Consultation Inquiries: Retained for a maximum of 24 months following initial contact if an engagement does not commence, after which it is securely deleted.
• Engagement Contracts & Accounting Records: Retained for 7 years following the end of the financial year in which the engagement concluded, in compliance with UK HMRC statutory requirements.
• Repository Clones & Analytical Scratchbeds: Client source code clones are permanently purged from local analytical hardware within 14 business days following delivery of the final audit dossier.

5. International Transfers & Data Security

Our primary analytical hardware and web hosting infrastructure are situated within the United Kingdom and the European Economic Area (EEA). If any service providers process limited data outside the UK or EEA, we ensure that appropriate safeguards are in place, such as UK International Data Transfer Agreements (IDTAs) or European Standard Contractual Clauses (SCCs).

We employ FIPS 140-2 compliant hardware encryption, TLS 1.3 encrypted network protocols, and multi-factor authentication on all administrative systems to safeguard personal data against unauthorized disclosure or loss.

6. Your Statutory Rights

Under UK data protection laws, you possess statutory rights regarding your personal data:

• Right of Access: You may request a copy of the personal data we hold about you.
• Right to Rectification: You may request correction of any inaccurate or incomplete personal data.
• Right to Erasure ('Right to be Forgotten'): You may request deletion of your personal data where retention is no longer legally required.
• Right to Restrict Processing: You may request that we suspend processing of your data under specific statutory circumstances.
• Right to Object: You may object to our processing of your personal data based on legitimate interests.

To exercise any of these rights, please contact our Data Protection Lead at info@cloud-fieldpoint.click. We respond to verified requests within one calendar month.

You also have the right to lodge a complaint with the UK supervisory authority: the Information Commissioner's Office (ICO) via ico.org.uk.

7. Revisions to this Notice

We may update this Privacy Notice periodically to reflect changes in our legal obligations or consulting practices. Updated notices will be published on this page with an updated effective date.