Privacy Policy

1. Who we are

This website, pulsarit.co.uk, is operated by PULSAR IT LTD, trading as Pulsar IT, a company registered in England and Wales with company number 17214778. Our registered office is Bartle House, Oxford Court, Manchester, M2 3WQ, United Kingdom.

PULSAR IT LTD is the controller of the personal information described in this policy. This means we decide how and why it is used, and we are responsible for looking after it under UK data protection law (the UK General Data Protection Regulation and the Data Protection Act 2018).

For any privacy question or request, email hello@pulsarit.co.uk or write to us at our registered office.

2. What this policy covers

This policy explains how we handle personal information about people who visit this website and people who contact us, request a Free Security Review or request a quotation through it, or who email us about our services.

If you or your organisation becomes a customer, we will process further information to provide our services. That processing is covered by our contract with you, and we will give you any further information you need at that point.

3. Information we collect

Information you give us

Contact form: your name, company, email address, phone number (optional) and your message.
Free Security Review form: your name, company, work email address, phone number (optional), company size, the areas you would like us to focus on and any message.
Quote builder: your industry, business name, name, work email address, phone number (optional), the number of users, devices, servers and sites, the services and options you choose, any notes, the quote reference, and your confirmation that you have read how we will use your details.
Emails you send us: your email address, your message and anything you choose to attach or include.

We do not ask for sensitive information (such as health information). Please do not include it, or passwords or other access details for your systems, in a form or email.

When you send a form, it goes directly to our website over an encrypted connection. Our website saves a copy in a private storage area on our web hosting, which cannot be reached from the internet, and sends a notification email with the details to our business mailbox. If sending fails, the form tells you it has not been sent, and the saved copy is deleted.

Information collected automatically

Spam and abuse protection: when you send a form or quote request, we keep a one-way, salted hash of your IP address (not the address itself) for about 48 hours, to limit repeated submissions. The forms also use a hidden field and a minimum completion time to block automated submissions.
Browser details: the browser type ("user agent") is saved with a form submission or quote request, to help us investigate technical problems.
Website event log: our website records events such as a request being received, rejected or not delivered. Each entry has a reference number but no names, email addresses or messages.
Server logs: our hosting provider may record standard technical information when pages are requested (such as IP address, date and time, and the page requested) to operate and secure its service.

We do not use analytics, advertising, social media pixels or other tracking on this website.

4. How we use your information and our lawful bases

UK data protection law requires us to have a lawful basis for each way we use personal information. We rely on the following:

Responding to your enquiry or Free Security Review request, and preparing and discussing a quotation you request. Lawful basis: our legitimate interests in responding to people who contact us about our services and in developing our business. If you are contacting us for yourself as a sole trader or partnership, we also rely on taking steps at your request before entering into a contract.
Preparing an Order Form, Master Services Agreement and service schedules if you decide to proceed (only after our staff have reviewed and approved the quotation). Lawful basis: contract where the contract is with you, or our legitimate interests in entering into a contract with the organisation you represent.
Protecting this website, our forms and our systems from spam, abuse and misuse, and investigating technical problems. Lawful basis: our legitimate interests in keeping our website and services secure and working.
Keeping records and dealing with legal matters, including meeting accounting and tax obligations if you become a customer, responding to privacy requests and establishing, exercising or defending legal claims. Lawful basis: legal obligation where the law requires us to keep the information, and otherwise our legitimate interests.

Where we rely on legitimate interests, we have considered your interests and rights and believe our use is what you would reasonably expect when you contact a business about its services. You have the right to object (see Your rights).

The quote builder checkbox. Before you send a quote request, the quote builder asks you to tick a box to confirm that you understand how we will use your details. This is an acknowledgement that you have been told how your information will be used. It is not a request for consent, and we do not rely on consent for this processing. The lawful bases above apply.

Marketing. Our website forms do not sign you up to any newsletter or marketing list. We use the details you send us to deal with your enquiry, review request or quotation.

Automated calculations. The quote builder calculates prices automatically. The results are indicative only and are always reviewed by our staff. We do not make decisions that have legal or similarly significant effects on you solely by automated means.

We do not sell your personal information, and we do not use a customer relationship management (CRM) system for website enquiries. We use the following service providers, which handle personal information on our behalf, under their data processing terms, to provide their services to us:

IONOS (IONOS Cloud Ltd, Gloucester, United Kingdom) hosts this website and the software that processes our forms. The records created when you send a form are stored in a private area of our IONOS web hosting, outside the public part of the website.
Brevo (the Brevo group, whose parent company is Sendinblue SAS, trading as Brevo, Paris, France) is the transactional email service our website uses to send each form submission, including any quotation PDF, as a notification email to our business mailbox.
Microsoft provides our business email through Microsoft 365. We receive form notifications and your direct emails in our Microsoft 365 mailbox, and we manage and reply to enquiries from there.

We may also share information with our professional advisers (such as lawyers, accountants and insurers) where needed, and with regulators, law enforcement or other authorities where the law requires us to.

6. International transfers

Some of our providers store or access information outside the United Kingdom. When that happens, the information is protected by the safeguards UK data protection law requires.

IONOS: under IONOS's data processing terms, processing takes place in the United Kingdom or the European Economic Area (EEA). If a transfer to another country becomes necessary to provide the service, IONOS must meet the requirements of data protection law for that transfer.
Brevo: Brevo states that the servers on which it processes and stores data are located in the European Union. The UK recognises EEA countries as providing adequate protection (UK adequacy regulations). Brevo also states that some personal data may be transferred to other countries, such as the United States and India, and that it puts appropriate safeguards in place when it does.
Microsoft: Microsoft stores the content of our Microsoft 365 mailbox in the data-centre region linked to our Microsoft 365 account. Microsoft may process some information in other countries, including the United States. Microsoft participates in the UK Extension to the EU-U.S. Data Privacy Framework, which the UK recognises for transfers to certified US organisations, and its data protection terms set out the further safeguards it uses.

You can ask us for more information about these safeguards by emailing hello@pulsarit.co.uk.

7. How long we keep it

Enquiries, Free Security Review requests and quotation requests that do not lead to a contract are kept for 12 months after our last meaningful contact with you, then deleted. This applies both to the record stored on our web hosting and to the corresponding emails in our Microsoft 365 mailbox. We may keep information for longer only where the law requires it, or where we have a specific, legitimate need (for example, to deal with a complaint or legal claim) — and then only for as long as that need lasts.
If you become a customer, your enquiry and quotation become part of our customer records. We keep customer records for as long as we provide services to you. After that, we keep them only for as long as necessary to meet our legal, tax and accounting obligations and to establish or defend legal claims. Then they are deleted.
Hashed IP addresses used for spam protection are deleted automatically after about 48 hours.
Website security and event logs are kept for 12 months, then deleted. These are our records of form events, blocked or rejected submissions, and duplicate-submission checks. They hold reference numbers, times, event types and one-way codes only, with no contact details. We keep specific entries for longer only where we need them for a legal reason or to investigate a security incident, and only while that need lasts.
Server logs held by our hosting provider are kept by IONOS in line with its own retention practices.
Backups: after we delete information, copies may remain in our providers' backup or recovery systems until they are removed in the normal course of those providers' backup cycles.

8. How we protect it

This website uses an encrypted (HTTPS) connection. Form and quotation records are stored outside the public part of our web hosting, and only authorised Pulsar IT directors and staff can access them. Passwords and keys for our email services are kept in a private configuration file on our hosting that is never sent to your browser. Our forms also include protections against spam and repeated or automated submissions.

9. Cookies and browser storage

This website does not set cookies, and it does not use analytics, advertising or tracking technologies. Our fonts are served from our own website, so loading a page does not send your information to a font provider.

The quote builder keeps the services you have selected (not your name or contact details) in your browser's session storage, so your choices are not lost if you reload the page while building your quotation. This is needed for the quote builder to work as you would expect. It stays in your browser, is not sent to us until you choose to send a quote request, and is cleared automatically when you close the browser tab.

10. Your rights

Under UK data protection law you have the right to:

ask for a copy of the personal information we hold about you;
ask us to correct information that is inaccurate or incomplete;
ask us to delete your information;
ask us to restrict how we use your information;
object to our use of your information where we rely on legitimate interests; and
ask us to transfer information you gave us to another organisation, where this right applies.

Some of these rights do not apply in every situation; we will tell you if one does not apply and why. To make a request, email hello@pulsarit.co.uk. We may need to confirm your identity before we act on it. We will respond within one month of receiving your request, or tell you within that month if we need longer because the request is complex. There is normally no charge.

11. Questions and complaints

If you have a question or concern about how we handle your personal information, please contact us first at hello@pulsarit.co.uk so that we can try to put things right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator: ico.org.uk/make-a-complaint, or call the ICO helpline on 0303 123 1113.

12. Children

Our services are for businesses and other organisations. This website is not intended for children, and we do not knowingly collect information about children.

13. Changes to this policy

We will update this policy if the way we handle personal information changes, for example if we start using a new service provider. The "Last updated" date at the top shows when it was last changed.