Privacy Policy

1. Who We Are

Know I.T. Consulting is a trading name of Know IT Consulting Ltd, registered in England and Wales under company number 5322504. Our registered office is at 1st Floor, 17 Station Road, Kettering, Northants, NN15 7HH.

We are the data controller for the personal data described in this policy. You can contact us at hello@knowitconsulting.co.uk or by phone on 07871 615500.

2. Information We Collect

We collect personal data when you contact us, use our website, or engage our IT support services. This may include:

• Contact details — your name, email address, phone number, and company name
• Support request details — descriptions of your IT issue, system information, and screenshots or files you share with us
• Remote access data — when we connect to your devices remotely to provide support, we may access system logs, configuration settings, and error reports necessary to resolve your issue
• Hardware and software information — device specifications, operating system versions, and software licences relevant to services we provide
• Billing information — invoicing details and payment records (we do not store credit/debit card numbers directly)
• Website data — IP address, browser type, pages visited, and how you interact with our website

3. How We Use Your Information

We use your personal data for the following purposes:

• To provide IT support services, including remote and on-site troubleshooting, hardware purchasing, repairs, cybersecurity, cloud setup, and backup solutions
• To communicate with you about your support requests and ongoing work
• To send invoices and process payments for services rendered
• To send service updates or follow-up communications (only with your consent)
• To improve our website, services, and customer experience
• To comply with legal and regulatory obligations

4. Lawful Basis for Processing

We process your personal data under the following lawful bases as defined by UK GDPR:

• Contract — processing necessary to deliver the IT support services you have requested
• Legitimate interests — improving our services, website functionality, and business operations, provided this does not override your rights
• Consent — where you have opted in to receive marketing communications or non-essential cookies
• Legal obligation — where we are required to retain or disclose data by law

5. Remote Access and On-Site Support

When providing remote IT support, we may use tools such as remote desktop software to access your devices. We will always seek your permission before initiating a remote session. During remote access, we only view and interact with data necessary to resolve your issue.

For on-site support, our engineers may handle your physical hardware and access your systems directly. We treat all data encountered during support sessions as confidential and will not copy, retain, or share any client data beyond what is necessary to complete the work.

6. Data Sharing

We do not sell your personal data. We may share information with:

• Software and hardware vendors — when raising warranty claims, purchasing equipment, or configuring licences on your behalf (e.g. Microsoft, Apple, or other suppliers)
• Cloud service providers — such as Microsoft 365 or Google Workspace, when setting up or managing your accounts
• AI tool providers — where our AI consulting work involves setting up or configuring third-party AI services on your behalf (e.g. ChatGPT/OpenAI, Microsoft Copilot, Claude/Anthropic), as described in the AI Consulting section below
• Service providers — trusted third parties that help us operate our business (e.g. email hosting, invoicing software, CRM tools)
• Analytics providers — Google (via Google Tag Manager and Google Analytics) to measure website usage, as described in the Cookies and Analytics section below
• Legal authorities — where we are required to do so by law or to protect our legal rights

All third parties are required to handle your data in accordance with UK GDPR.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Support records — retained for 24 months after your last interaction, to provide continuity of service
• Invoices and billing data — retained for 6 years as required by HMRC
• Website analytics — anonymised and retained for up to 12 months
• Remote session logs — deleted within 90 days of the support session

8. Data Security

We take appropriate technical and organisational measures to protect your personal data, including encrypted communications, secure password management, and restricted access to client information. As a cybersecurity service provider, we hold ourselves to the same standards we recommend to our clients.

9. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your data (where there is no legal basis for continued retention)
• Object to or restrict processing of your data
• Request data portability
• Withdraw consent at any time (where processing is based on consent)
• Lodge a complaint with the ICO (Information Commissioner's Office)

To exercise any of these rights, contact us at hello@knowitconsulting.co.uk. We will respond within 30 days.

10. Cookies and Analytics

Our website uses two types of cookies:

• Essential cookies — required for the website to function correctly. These cannot be switched off.
• Analytics cookies — we use Google Tag Manager and Google Analytics to understand how visitors use our site (for example, which pages are viewed and how people arrive). These set cookies that may collect your IP address and browsing activity.

We do not use advertising or cross-site tracking cookies. You can control or block cookies through your browser settings; blocking analytics cookies will not affect core website functionality. For more information on how Google processes this data, see Google’s privacy policy.

11. AI Consulting and Third-Party AI Tools

As part of our AI consulting service, we help you evaluate, select, and set up third-party AI tools such as ChatGPT (OpenAI), Microsoft Copilot, and Claude (Anthropic). When we do this, your data may be processed by those providers under their own privacy policies and terms.

We will advise you on what data is and is not safe to share with AI tools, and we do not upload your business data to AI services without your instruction. Any sample data or prompts you provide to us during a pilot are used only to deliver the agreed work and are deleted afterwards unless you ask us to retain them. We do not use your data to train AI models.

12. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with a revised "last updated" date. We encourage you to review this page periodically.

13. Contact Us

If you have any questions about this privacy policy or how we handle your data, please contact us at hello@knowitconsulting.co.uk, call us on 07871 615500, or write to us at our registered address above.