Privacy Policy

This Privacy Policy explains how TK WebHosts Ltd (“TK WebHosts”, “we”, “us”), a company registered in England and Wales under company number 10252550 with its registered office at 20-22 Wenlock Road, London, N1 7GU, United Kingdom, collects, uses, shares, retains and protects personal information when you visit tkwebhosts.com or its regional editions (the “Site”), contact us, or become a client. TK WebHosts Ltd is the data controller for the information described in sections 1 and 2, and processes personal data in accordance with the UK GDPR and the Data Protection Act 2018.

1. Information we collect

Information you give us. When you use a form on the Site, book a consultation, contact us or open an account, we collect what you provide: your name, email address, phone number, company, website or domain, a description of what you need and — for clients — billing details, account credentials for your client billing area, and the access details needed to deliver the services you order.

Information collected automatically. When you visit the Site we collect technical data such as IP address, browser and device type, pages viewed and referring pages, through cookies and analytics as described in section 4. When you use a service, we collect the operational logs needed to run and secure it (for example server access logs and mail transport logs).

Information inside your systems. In delivering a service we may see or handle personal data held in your systems or in services we manage for you — mailbox contents, contact lists, website databases, DNS zones and user records. We handle that data as processor on your instructions and only to the extent the service requires (see section 3).

2. How we use information and our lawful bases

• to respond to inquiries, diagnose problems and prepare quotes — legitimate interests, and steps taken at your request before a contract;
• to provision, deliver, secure, support and document the services you order, including sending service notices, renewal reminders and change logs — performance of our contract with you;
• to invoice and collect payment, prevent fraud and keep the records the law requires — contract, legal obligation and legitimate interests;
• to operate, secure and improve the Site — legitimate interests;
• to send occasional updates about our services where you have agreed to receive them or where the law otherwise allows, which you can opt out of at any time — consent or legitimate interests, as applicable;
• to comply with legal obligations and to establish, exercise or defend legal claims — legal obligation and legitimate interests.

3. Data inside your systems and services

Where a service requires access to personal data inside your systems, or inside hosting, email or DNS services we run for you, we act on your documented instructions, access only what the service requires, do not copy data out except as needed to diagnose, back up or document the work, and do not use it for any other purpose. Credentials are held only in an encrypted password manager and are not retained after a project ends. A data processing agreement is available on request for business clients that require one. Our operational commitments are set out on the Trust & Security page and in our Terms of Service.

4. Cookies and analytics

The Site uses cookies and similar technologies for essential functionality (such as remembering your regional edition and form state) and for analytics that help us understand how the Site is used. Analytics cookies are set by third-party analytics tools under their own privacy terms. You can manage or block cookies through your browser settings; blocking cookies may affect some Site features. Your client billing area uses cookies necessary to keep you signed in and secure.

5. How we share information

We do not sell personal information. We share it only:

• with service providers who help us run the business and deliver our services, in these categories: data-center and cloud infrastructure providers in the European Union and the United States; domain registries, registrars and DNS infrastructure; email infrastructure and deliverability tooling; payment processors and our client billing platform; and ticketing, scheduling, analytics and password-management tools;
• with domain registries and registrars, where the registration rules require registrant details to be provided (and, for some extensions, published in the registry’s public directory unless privacy protection is available and included);
• with professional advisers, and with courts, regulators or law-enforcement authorities where the law requires;
• as part of a business transfer, in which case this Policy continues to apply.

Providers act on our instructions and are bound by contractual confidentiality and security obligations. We disclose specific providers to clients on request.

6. International transfers

We are based in the United Kingdom and serve clients worldwide. Some of our providers process data in the United States and other countries outside the UK. Where we transfer personal data outside the UK we rely on safeguards recognized under UK law, such as adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. Where a service is provisioned in a region you have chosen, the primary data for that service is held in that region.

7. Retention

Site inquiries and consultation bookings	Up to 24 months from last contact, then deleted.
Client account, contract and billing records	For the life of the account and for six years afterwards, to meet UK legal, tax and accounting obligations and to defend claims.
Data within a live service (website files, mailboxes, DNS zones)	For the life of the service; deleted after termination in accordance with our Terms of Service.
Backups of managed hosting and maintenance plans	Rolling 30-day retention.
Working data from a project (exports, screenshots, diagnostic output)	No more than 90 days after close, then deleted, unless you ask us in writing to keep it.
Credentials granted for a project	Not retained after the project ends.
Operational and security logs	Kept for the period needed to operate and secure the service, then rotated.
Analytics data	In accordance with the retention settings of our analytics tools.

8. Security

We protect personal information with measures appropriate to its sensitivity, including multi-factor authentication on all internal accounts, disk encryption on the devices we work from, encrypted password management for credentials, least-privilege access to client systems, separation of client work per account, and the backup and change-safety practices described on our Trust & Security page. If a security incident affects your data, we notify you within 24 hours of becoming aware of it and cooperate with you in responding.

9. Your rights

Under UK data protection law you have the right to access the personal information we hold about you, to have it corrected or deleted, to restrict or object to its processing, to receive it in a portable format, and to withdraw consent where processing is based on consent. Depending on where you live, similar rights may apply under your local law. You can exercise these rights through your client billing area or the contact page. We respond within one month, or sooner where the law requires, and we do not discriminate against you for exercising your rights. You also have the right to lodge a complaint with the Information Commissioner’s Office (ico.org.uk) or your local supervisory authority, though we would welcome the chance to address any concern first.

10. Children

The Site and our services are for businesses and are not directed at children under 16. We do not knowingly collect personal information from children.

11. Changes to this Policy

We may update this Policy from time to time. Changes take effect when posted here, with the “Last Updated” date revised. Material changes affecting an active service will be notified to you directly.

12. Contact

TK WebHosts Ltd
Company number 10252550 — registered in England & Wales
20-22 Wenlock Road, London, N1 7GU, United Kingdom
UK +44 20 3877 7555 · US +1 551 525 5551
Contact page · Existing clients: support tickets through your client billing area

See also: Trust & Security · Terms of Service