Privacy Policy

Last updated: 1 October 2026

Who we are

SquareOne IT Ltd (“SquareOne IT”, “we”, “us”) provides managed IT services to businesses in Kent. We are the controller of the personal data described in this policy. Our address is Kent Innovation Centre, Thanet Reach Business Park, Broadstairs, Kent CT10 2QQ, and you can contact us about privacy at hello@squareoneit.co.uk or on 01843 482 279.

What we collect

Enquiries: when you use our contact form, email or call us, we receive your name, company, email address, phone number, town and the content of your message. Contact form enquiries are emailed to us through Microsoft 365 and a copy is kept in our website’s secure admin area.
Guide downloads: to download one of our free guides, you give us your name, company, email address and, if you choose, your phone number. We keep these in our website’s secure admin area, note which guides you download, and email them to our team.
Clients: contact details of the people we work with, and information needed to deliver our services, such as account names, device details and support ticket history. How we process data within your systems on your behalf is covered in our service agreement.
Website use: our web server records technical information such as IP address, browser and pages requested, for security and troubleshooting. If you accept analytics cookies, Google Analytics records how you use the site, such as pages viewed, how you arrived, your approximate location and device type. We don’t use advertising tracking.

How we use it

To reply to your enquiry and, if you ask us to, provide a quote or IT review.
When you download a guide, to follow up by email or phone about whether we can help your business. You can ask us to stop at any time, and we’ll delete your details.
To deliver, support and invoice our services to clients.
To keep our website and systems secure.
To meet our legal and regulatory obligations.

We don’t sell personal data, and we won’t add you to a marketing list from an enquiry without asking.

Lawful bases

We rely on legitimate interests to respond to enquiries, follow up guide downloads and keep our website secure, contract (or steps before entering one) to provide services to clients, consent for analytics cookies (which you can withdraw at any time using the Cookie settings link at the bottom of every page), and legal obligation where the law requires us to keep records.

We use trusted suppliers to run our business, such as email and office software, our ticketing and remote-support tools, website hosting and accounting. They process data only on our instructions and under appropriate data protection terms. If you accept analytics cookies, Google processes information about your visit for us through Google Analytics. Our fonts are hosted on our own server. Pages that show our Google reviews display the reviewers’ profile pictures, which your browser loads from Google’s servers, so Google receives your IP address when you view those pages. A list of our main sub-processors is available on request.

Where a supplier processes data outside the UK, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement.

How long we keep it

Enquiries and guide download details that don’t lead to work are kept for up to 12 months and then deleted; copies held on the website are deleted automatically after 12 months. Client records are kept for the length of our relationship and for up to six years afterwards, to meet accounting and legal requirements. Web server logs are kept for a short period for security purposes. Analytics data is kept for up to 14 months.

Security

We practise what we recommend: our systems are protected by multi-factor authentication, managed endpoint protection, encryption and access controls, and we hold Cyber Essentials certification.

Your rights

Under UK GDPR you have the right to access the personal data we hold about you, and to ask us to correct, delete or restrict it, to object to our processing, and to data portability where it applies. To make a request, email hello@squareoneit.co.uk. We’ll respond within one month.

If you’re unhappy with how we’ve handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.

Cookies

See our cookie policy for details of the small number of cookies this website uses.

Changes to this policy

We’ll update this page if the way we handle personal data changes. The date at the top shows when it was last revised.