Privacy policy

This policy explains what personal information Cybexis collects through this website, why we collect it, and your rights over it.

1. Who we are

This website is operated by Cybexis Limited ("Cybexis", "we", "us"), a company registered in England and Wales under company number 17173647, with its registered office at 27 Robin Way, Tilehurst, Reading, Berks, RG31 4SW. We are the data controller for personal information collected through this website.

For any privacy question or request, contact us at privacy@cybexis.co.uk or write to us at the address above.

2. What we collect

Information you give us. When you use our contact form or email us, we collect your name, email address, company name (if provided), the topic of your enquiry and the content of your message.

Chat assistant. If you use the chat assistant on our website, we process the messages you type. If you ask us to contact you, it collects your first name, email address and the service you are interested in, and sends them to us by email. The assistant is automated; please don't share sensitive or confidential information in it.

Email updates. If you subscribe to our email updates, we collect your email address, your first name if you give it, the topics you choose, and the date and version of the consent you gave. We ask you to confirm your email address before we send you anything.

Information collected automatically. Like most websites, our hosting server records basic technical information when you visit, such as your IP address, browser type, the pages you request and the date and time. These logs are used to keep the site secure and working.

We do not ask for special category data (such as health information). Please don't include it in your messages.

3. How and why we use it

We will not use your details for marketing unless you have asked us to or agreed to it, and you can opt out at any time. We do not sell your personal information.

4. Cookies

This website does not set cookies and does not use analytics or advertising trackers. The chat assistant keeps a random session reference in your browser's session storage so a conversation continues between pages; it is deleted when you close the tab.

5. Who we share it with

We only share personal information with service providers who help us run this website and our business, under contracts that require them to protect it:

• Website hosting: Amazon Web Services (S3 and CloudFront), which stores the server logs described above.
• Chat assistant: Amazon Web Services (Amazon Lex, Amazon API Gateway, AWS Lambda and Amazon SES) in the London (eu-west-2) region, which processes chat messages and emails consultation requests to us. Conversation logging is switched off; each chat session expires after 10 minutes of inactivity.
• Contact form: Amazon Web Services (Amazon API Gateway, AWS Lambda and Amazon SES) in the London (eu-west-2) region, which receives form submissions and emails them to us. Submissions are not stored by the service.
• Email updates: Amazon Web Services (Amazon API Gateway, AWS Lambda, Amazon DynamoDB and Amazon SES) in the London (eu-west-2) region, which stores subscriber details and sends the emails. We never sell or share subscriber details for anyone else's marketing.
• Email: Microsoft 365.
• Fonts and page components: pages load fonts from Google Fonts and icons from jsDelivr. When your browser fetches these files, those providers receive your IP address.

We may also disclose information where the law requires it or to protect our legal rights.

6. International transfers

Some of these providers may process data outside the UK, including in the United States. Where they do, we rely on safeguards recognised under UK law, such as the UK Extension to the EU–US Data Privacy Framework or the International Data Transfer Addendum to standard contractual clauses.

7. How long we keep it

• Enquiries that don't lead to work, including requests made through the chat assistant: up to 12 months after our last contact.
• Chat messages: not stored by us; they are held by the chat service only for the length of the session.
• Client records: for the length of our engagement and up to 6 years afterwards, for legal and accounting purposes.
• Server logs: up to 90 days.
• Email subscriptions: until you unsubscribe. Unconfirmed sign-ups are deleted after 7 days. When you unsubscribe we delete your name and topic choices and keep only your email address and the date, so we don't email you again by mistake; ask us if you'd like that deleted too.

8. How we protect it

We use appropriate technical and organisational measures to protect personal information, including encrypted connections (HTTPS), access controls and keeping our systems up to date.

9. Your rights

Under UK data protection law you have the right to:

• access the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information;
• ask us to restrict how we use it, or object to our use of it where we rely on legitimate interests;
• receive your information in a portable format, where applicable;
• withdraw consent at any time, where we rely on consent.

To make a request, email privacy@cybexis.co.uk. We will respond within one month. There is normally no charge.

10. Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint or 0303 123 1113.

11. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated shown at the top.