Privacy Policy | Phantomhive Ltd

Summary: Phantomhive Ltd is committed to protecting your personal data. We collect only what we need, use it only for the purposes you'd expect, and never sell it to third parties. This policy explains everything in plain English.

1. Who We Are

Phantomhive Ltd is a technology company registered in England and Wales, providing AI systems, automation, software development, IT infrastructure, and technology recruitment services. Our registered email is sales@phantomhive.co.uk.

For the purposes of UK GDPR and the Data Protection Act 2018, Phantomhive Ltd is the data controller for personal data collected through this website and our services.

2. What Data We Collect

Data you provide directly

Name and email address when you submit a contact form or enquiry
Phone number if provided voluntarily
Company name and job title if provided
Message content submitted through our contact form
Email address if you subscribe to our newsletter

Data collected automatically

IP address and approximate location
Browser type and version
Pages visited and time spent
Referring website

We do not use cookies beyond what is strictly necessary for website functionality. We do not use advertising cookies or third-party tracking.

3. How We Use Your Data

To respond to your enquiry — when you contact us, we use your details to reply and discuss your requirements
To provide our services — for clients, to deliver the AI systems, automation, software or infrastructure you've commissioned
To send our newsletter — only if you've explicitly opted in, and you can unsubscribe at any time
To improve our website — aggregated analytics data helps us understand what's useful
To comply with legal obligations — as required by UK law

We never sell, rent or share your personal data with third parties for marketing purposes.

4. Legal Basis for Processing

Under UK GDPR, we process your data on the following legal bases:

Legitimate interests — responding to business enquiries and communicating with prospective clients
Contract performance — processing data necessary to deliver services you've commissioned
Consent — for newsletter subscriptions, which you can withdraw at any time
Legal obligation — where required by applicable law

5. Data Retention

We retain enquiry data for up to 3 years from your last contact with us. Client service data is retained for 6 years as required by UK financial regulations. Newsletter subscriber data is retained until you unsubscribe. You can request deletion of your data at any time (see Section 7).

6. Data Security

We take data security seriously. Enquiry data submitted through our contact form is transmitted via encrypted HTTPS. We do not store payment card data. Access to client data is restricted to authorised Phantomhive personnel only.

For our AI and automation services: client business data processed by Phantomhive systems is processed on infrastructure you control. Our locally-deployed AI systems process your data within your own environment — it does not pass through Phantomhive servers.

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right of access — request a copy of the personal data we hold about you
Right to rectification — request correction of inaccurate data
Right to erasure — request deletion of your data
Right to restrict processing — request we limit how we use your data
Right to data portability — receive your data in a structured, machine-readable format
Right to object — object to processing based on legitimate interests
Right to withdraw consent — for newsletter subscriptions, at any time

To exercise any of these rights, email us at sales@phantomhive.co.uk. We will respond within 30 days.

8. Third-Party Services

Our contact form uses Web3Forms to deliver submissions to our email. Your submitted data passes through their service. Web3Forms is GDPR-compliant. We use Unsplash for website imagery — no personal data is shared with Unsplash. We use Google Fonts — font requests may log your IP. No other third-party data processors are used on this website.

9. Complaints

If you have concerns about how we handle your data, please contact us at sales@phantomhive.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The date at the top of this page reflects the most recent revision. Continued use of our website after changes constitutes acceptance of the updated policy.

11. Contact

For any privacy-related questions: sales@phantomhive.co.uk | +44 01785 550529