Privacy Policy
Last updated: 04th November 2025
1. Who We Are
This Privacy Policy explains how JH Cloud Solutions Ltd (“we”, “us”, or “our”) collects, uses and protects your personal data.
JH Cloud Solutions Ltd
Company number: 16544029
Registered office: 249 Laindon Link, Basildon, Essex, SS15 5FQ
Email: [email protected]
Telephone: 01268 956 090
We are the data controller responsible for your personal data under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.
2. What Personal Data We Collect
We may collect and process the following categories of personal data:
a) Information you provide to us
Name
Email address
Business details (such as company name, domain name)
Contact information
Support request content
b) Technical and usage data
When you access our website or tools, we may automatically collect:
IP address
Browser/technical information
Device information
Pages visited
Timestamp of access
c) Data collected via our DNS Tools
If you use our DNS Tools, we may process:
Domain names entered by you
Lookup metadata (e.g. DKIM selectors)
IP address of the request
Timestamp of lookup
Tool function used (e.g. SPF generation, record check)
This information is logged to help maintain and improve service delivery (including security, abuse prevention, and diagnostics).
3. How We Use Your Personal Data
We use your data for the following purposes:
To provide our IT support, consultancy and DNS tools
To respond to enquiries and support requests
To improve and secure our website, tools and services
To prevent fraud and abuse
To maintain logging and auditing for diagnostic purposes
To comply with legal obligations
4. Lawful Basis for Processing
We rely on:
Legitimate Interests
To operate, secure and improve our services, including DNS tool logging, usage monitoring, analytics and troubleshooting.
Contractual Necessity
To provide services you request.
Legal Obligation
For record-keeping, tax and regulatory compliance.
If consent is ever required, we will request it clearly and separately.
5. Data Retention
We keep personal data only for as long as necessary for the purposes described in this policy.
DNS Tools usage logs (domain, IP, timestamps, actions): retained for up to 12 months, unless manually purged earlier.
Account / business contact information: while services are active + up to 6 years for tax/legal compliance.
After this, data may be anonymised and used for statistical purposes.
6. Sharing Your Personal Data
We may share your data with:
IT service providers and subcontractors
Cloud hosting / infrastructure providers
Email and communication platforms
Professional advisers (legal, accountants)
These parties only process data under contract and may not use it for their own purposes.
We never sell your data.
7. International Data Transfers
Some service providers may sit outside the UK.
Where this occurs, we ensure appropriate safeguards under UK GDPR, such as:
Adequacy decisions, or
Standard Contractual Clauses (SCCs)
8. Security
We take data security seriously. Measures may include:
Encryption (in transit)
Access controls
Role-based administrative access
Secure hosting platforms
Limited retention and purging options for DNS logs
However, no method of online transmission is completely secure.
9. Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Correct inaccurate data
Request deletion
Restrict processing
Object to processing
Request data portability
Withdraw consent (where applicable)
Lodge a complaint with the ICO
To exercise these rights, contact [email protected]
ICO Contact
Information Commissioner’s Office
https://ico.org.uk/
10. Cookies
We may use cookies or similar technologies for:
Site performance
Analytics
Preferences
For more details, see our Cookie Policy.
11. Children
Our site and services are not intended for children under 16.
We do not knowingly collect their data.
12. Third-Party Links
Our website may contain links to other websites.
We are not responsible for their security or privacy practices.
13. Updates to this Policy
We may update this Privacy Policy from time to time.
The latest version will always appear on this page.
If changes are significant, we will notify users where appropriate.
14. Contact Us
For questions about this Privacy Policy or your personal data rights, contact:
JH Cloud Solutions Ltd
249 Laindon Link, Basildon, Essex, SS15 5FQ
Email: [email protected]
Telephone: 0330 133 0322
