Privacy Policy
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Privacy Policy (GDPR)
How Tetrabyte Limited collects, uses, shares and keeps personal data. Version 2.0, 9 November 2026.
1. Who we are and our two roles
Tetrabyte Limited (company number 05546220, registered in England and Wales), Portland Place, Hastings, East Sussex, TN34 1QN, provides managed IT, cloud, communications, security, hosting and backup services.
We act in two roles. Where we decide why and how personal data is used for our own business, such as accounting, sales, supplier and website data and the support records we keep about our own service, we are a controller and this policy applies. Where we handle personal data on behalf of a client while providing services, we act as the client’s processor under a Data Processing Agreement, the client decides the purposes, and our client’s own privacy information applies (see section 3).
2. What we collect, why, and how long we keep it
| Data | What it includes | Why we use it and our lawful basis | How long we keep it |
| Accounting data | Names, addresses, contact details and payment details. | To meet the legal obligations of Tetrabyte and its directors. Lawful basis: legal obligation. | As long as the law requires, then securely destroyed at our annual audit. Erasure requests do not apply where we must keep the data by law. |
| General business data | Names, addresses, email addresses, telephone numbers and usernames. Credentials you give us so that we can provide a service are held in our secure password manager. | To provide a continuous service, and to tell you about products and services that may benefit you. Lawful basis: legitimate interests. We email marketing only to business contacts at companies, to existing customers about similar products or services, or to people who have agreed to receive it, and you can opt out at any time. We may share it with third parties who help us deliver services. | For as long as we have a relationship with you, and afterwards for as long as is needed for legal, accounting or dispute reasons, then deleted or anonymised. |
| Support data | Support session data, chat logs, connection information, satisfaction surveys, IP addresses, call recordings, login details, and files and folders you let us access. | To give support, train staff and improve our service. Lawful basis: performance of our contract with you or your organisation, and legitimate interests. May be shared with the organisation that contracts with us. | For as long as needed to provide and evidence the support we gave, and as the contract requires, then deleted. Call recordings are kept only for as long as needed for training, quality and dispute purposes. |
| Remote access software data | Device data, connection status, screenshots, installed software and configuration. | To support, secure and monitor the devices a client asks us to look after. Lawful basis: legitimate interests of Tetrabyte and our client in providing and securing the service, acting on the client’s instructions. Uninstalling the software stops the monitoring. | While the service is provided, and as set by the client’s instructions. |
| Data supplied by clients, including data about their staff and customers | Information clients give us in order to run their service. | Handled as the client’s processor on the client’s instructions (section 3). We keep our own record of the support we gave. Retained while contractually required, or until the client asks for removal. | Per the client’s contract and instructions. |
| Website usage data | Pages visited, times, dates, IP addresses and actions on our site. | To run and improve our website. Lawful basis: legitimate interests. Analytics cookies are used only with your consent. Shared with Google Analytics, our website analytics provider. | Up to 26 months from your last visit. |
| Sales data | Contact form entries, recorded sales calls and written notes. | To follow up enquiries. Lawful basis: legitimate interests. You can ask us to stop sales contact at any time. | For as long as the enquiry or sales relationship is active, and afterwards for as long as is needed to follow up, then deleted or anonymised. |
We do not collect other personal data. If that changes we will update this policy.
3. Data we handle for our clients
- Clients are responsible for telling their own staff and customers that their data may be shared with IT support providers such as Tetrabyte for support, troubleshooting and backup, and for giving us the staff data we need to set up accounts, including telling staff that we may pass it to our service providers.
- If you have a question about data a client holds, please contact that client first. If it concerns how we handled it for the client, contact us and we will pass your request to the client.
- Login logging may be used on Tetrabyte-hosted systems and on client systems to keep support and access records. Clients should tell their staff.
- We may share data with the authorities, or with a client’s senior team, if the law requires it or if we find unlawful activity while providing the service.
- Our website analytics are covered by Google’s privacy policy and terms (https://policies.google.com/privacy and https://policies.google.com/terms). Our terms for processing client data are in our Data Processing Agreement, available at www.tbyte.com/terms or on request.
4. Who we share data with
We may share personal data with third parties for legal, HR, accountancy, and product or service purposes. They fall into these groups:
- Accountancy and bookkeeping management, and our accounting software.
- HR management.
- Service providers (cloud, hosting, communications, security, backup and billing platforms) that process data for us or for our clients. These are named in our sub-processor list (Annex 3 of our Data Processing Agreement) at www.tbyte.com/terms.
- Hardware and software suppliers, couriers and network operators, manufacturers’ warranty portals, and payment collection (Direct Debit) providers. These are described by category in Schedule 2 of the sub-processor list.
- Security and backup software vendors (for example Bitdefender and Acronis), which may receive the business contact details of the people who administer a service and use them for their own purposes. Bitdefender is a joint controller for some of this data under its reselling terms.
- Support partners and referral partners.
- Solicitors, insurers and our regulators and complaint schemes.
- Website services and analytics providers.
You can ask us for the full list at any time. We update this page and the sub-processor list when they change.
5. International transfers
Some of our suppliers are based or process data outside the UK, for example in the United States. We take reasonable steps to make sure this happens only where a lawful UK transfer mechanism applies: UK adequacy regulations (including the UK extension to the EU-US Data Privacy Framework), the UK International Data Transfer Agreement, or the UK Addendum to the EU standard contractual clauses. On request we will tell you where a particular supplier processes your data and which mechanism applies.
6. Security
We protect personal data with access controls and multi-factor authentication, encryption in transit and where supported at rest, secure backups, endpoint protection and staff training, and we hold Cyber Essentials certification (not Cyber Essentials Plus) and keep it renewed. Accounting records are securely destroyed when no longer required.
7. Your rights
You have the right to:
- be informed about how we use your data;
- access the data we hold about you and receive a copy;
- have inaccurate data corrected (rectification);
- have data erased in certain circumstances;
- restrict our processing;
- data portability;
- object to our processing;
- not be subject to automated decision-making, including profiling (we do not make such decisions); and
- withdraw consent at any time where we rely on it.
To use these rights, contact us as set out in section 8. You can make a request in any form, including by email, telephone or post. We will reply within one month, will not normally charge a fee, and may ask you to confirm your identity. If your request concerns data we hold for a client, we will pass it to the client.
8. Contact us
For any question about this policy or your data protection rights, please contact us at [email protected].
You can also write to us at Tetrabyte Ltd, Portland Place, Hastings, East Sussex, TN34 1QN, or telephone 0330 900 1066. Please say that your request is about data protection and include your full name and contact details so that we can find your records.
9. Complaints
If you are unhappy with our response, you can complain to the Information Commissioner’s Office at https://ico.org.uk/concerns/.
10. Personal data breaches
If a personal data breach affects you, we will contact you using the last contact details we hold, tell you as far as we can what data may be affected, and tell you where to get advice on your rights. Please keep your contact details up to date with us. Where a breach affects data we handle for a client, we will notify the client under our Data Processing Agreement and the client decides whether to notify you and the ICO.
11. Cookies and forms
Our website uses cookies in four categories: functional (always on), preferences, statistics and marketing. You can accept, deny or manage them in the cookie banner at any time, and our Cookie Policy (www.tbyte.com/cookie-policy) explains them. Our contact and quote forms collect your name, email address, telephone number and your message so we can reply.
12. Changes to this policy
We may update this policy. The version and date at the top show when it last changed, so please check back from time to time. This version replaces all earlier versions.
