1. Who are we?

1.1. We are OnePoundEmail ("we", "us" or "our"), a brand offering email hosting services.

1.2. We operate the website https://onepoundemail.co.uk (the "Website"), through which you can access functionality and information in respect of the services we provide to you from time to time ("Services").

1.3. For the purpose of the Data Protection Act and the General Data Protection Regulation (together, "Data Protection Laws"), we are:

• 1.3.1. a data controller in respect of any personal data you share with us, or that we collect, through the Website or in your communications with us;
• 1.3.2. a data processor in respect of personal data that you share with us as part of your use of the Services.

You can contact us through our support ticketing system or via email at [email protected].

2. What does this Privacy Policy apply to?

This Privacy Policy applies to all use of the Website and the Services, and any other communications you have with us.

3. What does this Privacy Policy do?

This Privacy Policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read this Privacy Policy carefully to understand our views and practices regarding your personal data and how we will treat it.

4. Processing under our Terms and Conditions

We process your personal data in accordance with the following:

• Nature and purpose of processing: To provide our Services to you in accordance with our Terms and Conditions.
• Duration of processing: For the duration of our contract with you and until we delete that data in accordance with that contract.
• Categories of personal data: Data relating to individuals provided to us during the provision of the Services.

5. Fair processing

5.1. We will only use your personal data in a manner that is fair to you and relevant to our dealings with you. We will not retain your personal data for longer than necessary.

5.2. We will NOT sell or disclose your personal data to third parties without your consent unless necessary for the purposes set out in this Privacy Policy or required by law.

6. Collection and processing of your personal data

We may collect the following personal data:

• Name: Collected during registration or communication with us.
• Email address: Collected during registration or through our communication forms.
• Contact details: Collected for account management and customer support.
• Payment information: Collected via secure third-party payment processors.

We will retain your personal data as long as necessary for the purposes for which it was collected.

7. Making sure the personal data we hold is accurate and up-to-date

You should only submit information that is accurate and not misleading. You warrant that you have the authority to supply any data you submit.

8. IP addresses

We may collect information about your computer, including your IP address, for system administration and statistical purposes.

9. Cookies

You can manage cookies through your browser settings. For more information about our cookies, please see our Cookies Policy.

10. Where we store your personal data

All information you provide is stored on secure servers. We use industry-standard security measures to protect your data.

11. Security

We use third-party payment processors for all transactions, and we do not store payment information. Please review their privacy policies for more information.

12. Sharing personal data with third parties

12.1 We may share your personal data with third parties as necessary for the provision of our Services, subject to contractual obligations to protect your data.

12.2 We may transfer our databases containing your personal information if we sell our business or part of it to an actual or potential purchaser.

12.3 In most circumstances we will not disclose personal data without consent. However, when we receive a complaint or communication from, for example, the Information Commissioner's Office or another regulator or relevant body (such as the Police), we may need to share personal information.

13. Other websites

The Website may contain links to other websites. We are not responsible for the privacy practices of these sites.

14. Your Rights Under Data Protection Laws

14.1. If you would like to:

• correct or update the personal data that we hold about you;
• ask that we delete your personal data;
• get a copy of the personal data that we hold about you;
• access the personal data we hold about you;
• restrict the uses for which we use your personal data;
• transfer the personal data we hold about you to a third-party data controller;
• object to our processing of your personal data for particular purposes;
• withdraw your consent to our use of your personal data (where relevant);

Please contact us promptly through our support ticketing system or by post sent to our registered address. When contacting us, please include your name, email address, and customer reference so that we can verify your identity.

14.2. Usually, you will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

14.3. You can unsubscribe from receiving marketing communications from us by contacting us through our website or by editing your profile in our Client Area.

14.4. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to prevent personal data from being disclosed to unauthorized individuals. We may also contact you for further information related to your request to speed up our response.

14.5. We try to respond to all legitimate requests within one month. Occasionally, it may take us longer than a month if your request is particularly complex or you have made multiple requests. In this case, we will notify you and keep you updated.

15. Complaints

You can make a complaint to a supervisory authority regarding our processing of personal data at any time. In the UK, the Information Commissioner’s Office (ICO) is the supervisory authority. For information on how to contact the ICO, please visit https://ico.org.uk/global/contact-us. However, we would appreciate the opportunity to address your concerns before you contact the ICO, so please reach out to us first.

16. Changes to Our Privacy Policy

Any changes we may make to this Privacy Policy in the future will be posted on our website and, where appropriate, notified to you by e-mail. Each time you enter the website, you agree that the current Privacy Policy shall apply to all information held by you.

17. Contact

Questions, comments, and requests regarding this Privacy Policy are welcomed and should be sent to us through our support ticketing system or by post sent to our registered address.

This policy was last updated on January 16th, 2025