Privacy Policy
Last updated: 9 October 2026
This Privacy Policy explains how Gillabyte collects, uses, stores and protects personal information when you visit our website, contact us, request a quotation, purchase goods or services, or make a payment.
We respect your privacy and handle personal information in accordance with applicable UK data protection law.
1. Who We Are
Business name: Gillabyte
Business email: Info@gillabyte.co.uk
Website: https://www.gillabyte.co.uk
If you have any questions about this Privacy Policy or how your information is handled, please contact us using the details above.
2. Personal Information We Collect
Depending on how you interact with Gillabyte, we may collect the following information:
Information you provide directly
Your name and business name, where applicable.
Your email address and telephone number.
Your billing address and, where necessary, service or delivery address.
Details of your enquiry, requested services, equipment requirements or project.
Information provided when requesting or accepting a quotation.
Information contained in correspondence with us.
Details needed to prepare quotations, invoices and payment records.
Transaction and payment information
When you purchase equipment or services, we may process information about your order, the products or services supplied, invoice amounts, payment status and transaction references.
Online payments may be processed by Stripe or another payment provider. Payment card details are generally handled by the payment provider through its payment system rather than being stored directly by Gillabyte. The precise information handled depends on the payment method used.
Website information
When you visit our website, technical information may be collected by the website platform or hosting provider. This may include your IP address, browser type, device information, pages visited and information collected through cookies or similar technologies, where these are used.
The information collected depends on the website features and technologies operating at the time of your visit.
3. How We Use Your Information
We may use personal information for the following purposes:
To respond to enquiries and requests for information.
To prepare quotations and discuss proposed work.
To supply equipment and provide agreed services.
To arrange deliveries, installations and appointments.
To create and manage quotations, invoices and payment records using Zoho Books.
To process or confirm payments through the relevant payment provider.
To communicate about orders, appointments, invoices, queries and complaints.
To maintain business and accounting records.
To meet applicable legal, tax and regulatory obligations.
To protect our business, prevent fraud and establish, exercise or defend legal claims where necessary.
To maintain and improve our website and its security, where appropriate.
We will not use personal information for unrelated purposes without identifying an appropriate lawful basis and providing any further information required by law.
4. Our Lawful Bases for Processing
UK data protection law requires us to have a lawful basis for processing personal information. Depending on the circumstances, Gillabyte may rely on the following bases.
Contract and steps before entering into a contract
We use relevant information to respond to requests for quotations, prepare proposals, supply equipment, perform agreed work, manage orders and communicate with customers.
Legal obligation
We may retain and use certain information to comply with applicable tax, accounting and other legal requirements.
Legitimate interests
We may process information where necessary for legitimate business interests, such as managing customer relationships, maintaining appropriate business records, securing our systems, handling disputes and protecting against fraud.
We will consider the impact on individuals’ rights and interests when relying on this basis. Where required, we will respect the right to object.
Consent
Where consent is the appropriate lawful basis, we will request it and explain what it covers. You may withdraw consent at any time, although this does not affect processing lawfully carried out before withdrawal.
The lawful basis used will depend on the particular purpose. We will not assume that one lawful basis automatically covers every use of personal information.
5. Quotations, Invoices and Zoho Books
Gillabyte uses Zoho Books to manage business quotations, invoices and related financial records.
Information entered into Zoho Books may include customer names, contact details, billing information, descriptions of goods or services, prices, payment status and correspondence relevant to a transaction.
We use this information to manage customer orders, issue quotations and invoices, record payments, maintain accounts and meet applicable record-keeping obligations.
Zoho processes information in accordance with its applicable terms and privacy documentation. Depending on the services and configuration used, data may be processed or stored in different locations. We will use appropriate arrangements where required by applicable data protection law.
For further information, please consult Zoho’s privacy information at https://www.zoho.com/privacy.html.
6. Online Payments
Where online payments are offered, payments may be processed by Stripe or another payment provider made available by Gillabyte.
The payment provider may collect and process information such as your name, billing details, payment details, transaction information and information needed to prevent fraud or comply with legal obligations.
The provider may act as an independent data controller for some processing and in another capacity for other processing, depending on the service involved.
Gillabyte receives or accesses the payment and transaction information needed to confirm and reconcile payments. We do not intentionally store full payment card details in our own records.
Payments are also subject to the relevant provider’s terms and privacy policy. For Stripe, see https://stripe.com/gb/privacy.
7. Website Enquiries and Email Correspondence
If you contact Gillabyte through our website enquiry form or by email, we will use the information you provide to respond to your enquiry and, where relevant, prepare a quotation or discuss our services.
We may retain correspondence where reasonably necessary to manage the enquiry, maintain appropriate business records, follow up on a proposed or completed transaction, or deal with a complaint or dispute.
Please avoid including unnecessary sensitive or confidential information in website enquiries or ordinary email messages.
8. Who We Share Information With
We do not sell personal information to third parties.
We may share relevant information with service providers where necessary to operate Gillabyte, including:
Website hosting or website platform providers.
Email and business communication providers.
Zoho Books for quotations, invoicing and financial records.
Stripe or another payment provider for online payments.
Professional advisers, such as accountants or legal advisers, where appropriate.
Banks, payment institutions or other relevant organisations where required to complete a transaction.
Government bodies, regulators, law enforcement agencies or other parties where disclosure is required or permitted by law.
We aim to share only the information reasonably necessary for the relevant purpose.
Where a service provider processes personal information on our behalf, we will use appropriate contractual and security arrangements as required by law.
9. International Transfers
Some service providers may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take the steps required by applicable data protection law. Depending on the circumstances, this may include relying on UK adequacy regulations, appropriate safeguards or another lawful transfer mechanism.
The locations involved depend on the services and configurations used by Gillabyte and its providers.
10. How Long We Keep Information
We retain personal information only for as long as reasonably necessary for the purposes described in this policy, including meeting legal, accounting and business record-keeping obligations.
Retention periods depend on the type of information and the reason it is held. For example:
Enquiries: kept for as long as needed to respond and manage the enquiry, with longer retention where justified by a potential or completed transaction or dispute.
Quotations and customer correspondence: kept for a period appropriate to managing the proposed or completed work and any related legal or contractual matters.
Invoices and accounting records: retained for the period required by applicable tax and accounting rules.
Payment records: retained as necessary to reconcile transactions, manage refunds or disputes, and meet legal obligations.
Technical website records: retained in accordance with the arrangements and retention periods of the relevant website or hosting services.
When information is no longer required, we will securely delete it or otherwise dispose of it appropriately, unless we have a lawful reason to retain it.
11. Cookies and Similar Technologies
Our website may use cookies or similar technologies that are necessary for the website to operate. Other cookies or technologies may be used if enabled by the website platform or by features we choose to implement.
Where applicable, non-essential cookies or similar technologies will be used only in accordance with the consent requirements of relevant law.
You may be able to manage cookies through a cookie preference tool on our website or through your browser settings. Blocking certain cookies may affect website functionality.
The exact cookies in use depend on the website platform and features enabled. We will provide appropriate cookie information where required.
12. Marketing Communications
Gillabyte may communicate with customers about enquiries, quotations, orders, services and other matters relevant to an existing or proposed business relationship.
We will not use this Privacy Policy as a substitute for any consent or other permission required for direct marketing.
If Gillabyte sends promotional emails or other direct marketing communications, we will comply with applicable marketing and privacy laws and provide a suitable way to opt out. You may also contact us to ask us to stop sending direct marketing communications.
Opting out of marketing will not prevent us from sending essential service, transaction or legal communications where appropriate.
13. How We Protect Personal Information
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Measures may include access controls, suitable account security, secure handling of records and the use of service providers with appropriate security arrangements.
No method of storing or transmitting information is completely secure. We cannot guarantee absolute security, but we will take reasonable steps to protect the information we hold and respond appropriately to any suspected personal data breach.
14. Your Data Protection Rights
Depending on the circumstances and applicable law, you may have the right to:
Access the personal information we hold about you.
Rectify inaccurate or incomplete information.
Erase personal information in certain circumstances.
Restrict the processing of your information in certain circumstances.
Object to processing based on legitimate interests or to direct marketing, as applicable.
Data portability where the relevant legal conditions are met.
Withdraw consent where processing is based on consent.
These rights are subject to applicable legal conditions and exceptions. For example, we may need to retain certain financial records to comply with legal obligations even if you request their deletion.
To exercise a right, contact us using the contact details in section 1. We may need to verify your identity before responding. We will handle requests within the time limits required by law.
15. Complaints
If you have concerns about how Gillabyte handles your personal information, please contact us first so that we can investigate and try to resolve the matter.
You also have the right to complain to the UK Information Commissioner's Office (ICO):
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
The ICO provides independent information and guidance on data protection rights.
16. Links to Other Websites
Our website may contain links to external websites or services. Those websites operate under their own privacy policies and practices.
Gillabyte is not responsible for the privacy practices of external websites. We recommend reviewing their privacy information before providing personal information to them.
17. Children's Information
Gillabyte’s services are not specifically directed at children. Where personal information relating to a child is provided to us, we will handle it in accordance with applicable data protection law and take account of the circumstances and the child’s rights.
18. Changes to This Privacy Policy
We may update this Privacy Policy when our business practices, website features, service providers or legal requirements change.
The latest version will be published on our website, with the “Last updated” date amended when appropriate. We recommend checking this page periodically.
Contact Gillabyte
If you have any questions about this Privacy Policy or how we handle personal information, please contact:
Gillabyte
Email: info@gillabyte.co.uk
Website: https://www.gillabyte.co.uk