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Castlesphere IT SolutionsPrivacy Policy

Last Updated: 31st December 2014

The term 'Castlesphere IT Solutions' or 'us' or 'we' refers to Castlesphere Limited. The term 'you' or 'your' refers to the user or viewer of our website.

Personal data about our clients is an important part of doing business; however your privacy is very important to us. We are committed to giving you a personalised service that meets with your needs in a manner that ensures your privacy is protected. Should we ask you to provide personal data by which you can be identified when using this website then you can be assured that it will only be used in accordance with this privacy policy. This privacy policy explains how we may collect personal data about you, how we use that personal data, and the security measures we have in place to protect your personal data.

This privacy policy forms part of our website terms and conditions ("Website Terms"). By visiting our website you are accepting and consenting to the practices detailed in this Privacy Policy.

We may change this policy at any time by updating this page. You should check this page periodically to ensure that you are happy with any changes. We shall not be liable to you or any third-party for any change to this Privacy Policy that we may make from time to time.

Where you are providing us with personal data on behalf of someone else, you confirm that you have made them aware of this privacy policy and that they have not objected to such use of their personal data.

Any communication using our computer or telecommunication systems may be monitored and/or recorded, for security and quality assurance purposes.


What personal data we collect and how we use it

We will only use your personal data in accordance with this privacy policy and shall not keep such personal data longer than is necessary to fulfil these purposes.

We will not disclose or pass your personal data on to any third-party without your prior consent, except as provided for in this Privacy Policy.

We may collect and use your personal data to:

  • help us identify you when you contact us;
  • help us to identify accounts, products and/or services which you could have from us or selected partners;
  • help us to administer and to contact you about improved administration of any accounts, products or services we have provided before, are providing now or may provide in the future;
  • allow us to carry out marketing analysis and customer profiling (including with transactional information), conduct research, including creating statistical and testing information;
  • help to prevent and detect fraud or loss; or
  • allow us to contact you about products and services offered by us and selected partners, unless you have asked us not to do so.

We may allow other people and organisations to use personal data we hold about you in the following circumstances:

  • if we, or substantially all of our assets, are acquired or are in the process of being acquired by a third party, in which case personal data held by us, about our clients, will be one of the transferred assets; or
  • if we have been legitimately asked to provide or retain information for legal or regulatory purposes or as part of legal proceedings or prospective legal proceedings.

We employ companies and individuals to perform functions on our behalf and we may disclose your personal data to these parties for the purposes set out above, or for example to:

  • fulfil orders;
  • deliver packages;
  • send postal mail and e-mail;
  • obtain or comply with service provisioning and/or licensing requirements;
  • remove repetitive information from client lists;
  • analyse data, providing marketing assistance, and providing search results and links (including paid listings and links); and
  • provide customer service.

Those parties are bound by strict contractual provisions with us and only have access to personal data necessary to perform their functions, and may not use it for other purposes. Further, they must process the personal data in accordance with this privacy policy and as permitted by the Data Protection Act 1998. From time to time, these other people and organisations to whom we may pass your personal data may be outside the European Economic Area. We will take all steps reasonably necessary to ensure that your personal data is treated securely and in accordance with this privacy policy and the Data Protection Act 1998.


Credit Checks and Fraud Prevention

  • We may carry out credit and fraud prevention checks with one or more licensed credit reference and fraud prevention agencies. We and they may keep a record of the search. Payment details of your account may be recorded with one or more of these agencies and may be shared with other organisations to help make credit and insurance decisions about you and for debt collection and fraud prevention purposes.
  • If you provide false or inaccurate information to us and fraud is suspected, we will record this and may share it with other people and organisations. We and other credit and insurance organisations may also use technology to detect and prevent fraud.

Details of credit agencies and fraud prevention agencies from which we obtain and with which we record information about you are available upon request by e-mail or by writing to us at the address below.



Please remember that communications over the Internet, such as e-mail and webmail (messages sent through a website), are not secure unless they have been encrypted. Your communications may go through a number of countries before they are delivered - this is the nature of the Internet. We cannot accept responsibility for any unauthorised access to or loss of information which is beyond our control.

We undertake to take reasonable steps to ensure the integrity of our employees that handle personal data.

We are committed to ensuring that your personal data is kept secure. In order to prevent unauthorised access to or disclosure of your personal data, we maintain suitable physical, electrical, and procedural safeguards, and have appropriate technical and organisational processes and procedures in place relating to the collection, storage, and disclosure of any personally identifiable information; so as to protect against any unauthorised or unlawful processing of personal data, and against accidental loss or destruction of, or damage to personal data.


How we use cookies

A cookie is a small file that is stored on your computer's hard drive through your web browser, to recognise your web browser and record how you are using a website. This allows web applications to respond to you as an individual, and allows it to tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. This means that when you go back to that website, it can give you tailored options based on the information it has stored about your last visit. You can normally alter the settings of your web browser to prevent it from accepting cookies.

We may use cookies to monitor how you use our website. This helps us to understand how our clients and potential clients use our website so we can develop and improve the design, layout and function of the website.

We may also use traffic log cookies to analyse web traffic, and to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to client needs. We only use this information for statistical and analysis purposes.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the information you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your web browser setting to decline cookies if you prefer.

If you do not want us to use cookies in your web browser, you can set your web browser to reject cookies or to tell you when a website tries to put a cookie on your computer. However, without cookies, you may not be able to take full advantage of the products or services available on our website.

The Help menu on the menu bar of most web browsers will tell you how to prevent your web browser from accepting new cookies, how to have the web browser notify you when you receive a new cookie, and how to disable cookies altogether. Additionally, you can disable or delete similar data used by web browser add-ons, such as Flash cookies, by changing the add-ons settings or visiting the website of its manufacturer.


Links to other websites

Our website contains links to other websites that may be of interest. However, we have no control over these websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy policy applicable to the website that you are visiting.

We do not provide any personally identifiable information to third-party websites.

We exclude all liability for any loss that you may incur when using third-party websites.


Controlling your personal data

If you do not want us to e-mail you for direct marketing purposes, you may tell us at any time by e-mail or by writing to us at the address below.

We will not sell, distribute or lease your personal data to third parties except as indicated in this privacy policy, unless we have your permission to do so, or are required to do so by law.

Please note that this Privacy Policy applies to information we hold about individuals; it does not apply to information we hold about companies and other organisations.

You may request details of information which we hold about you under the Data Protection Act 1998. There is a nominal charge of £10 payable for this service to cover our administrative costs. If you would like a copy of the information we hold about you please e-mail us, or write to us at the address below.

If you believe that any information we are holding on you is incorrect or incomplete, please e-mail or write to us as soon as possible at the address below. We aim to keep information we hold about you accurate and up to date. If you tell us that we are holding inaccurate information about you, we will promptly correct anything that is found to be incorrect.


Contact Information

If you would like any further information or you have any comments about our Privacy Policy, please e-mail us, or write to us at the address below:

                                   The Data Protection Officer,
                                   Castlesphere IT Solutions,
                                   1 Church Street,
                                   Merthyr Tydfil,
                                   CF47 0BA