Privacy Policy

• Enquiry and quote forms: the details you enter, such as your name, work email address, company, phone number and delivery country, the details of your enquiry, quote or configuration, and any notes. We also record the page you sent it from and give it a reference number. Only an email address is required. Each form shows a short notice about how we use your details, with a link to this policy.
• Campaign details: only if you have accepted analytics cookies. If you reached the Site through an advert or a tagged link, the campaign details held in the sn_attr cookie (see Cookies and analytics) are sent with your enquiry and stored with it. If you have not accepted, no campaign details are stored with your enquiry.
• Newsletter: the email address, and optionally the name, you give us.
• Live chat: see Live Chat below.
• Website visits: see Visitor Insights and Cookies and analytics below.
• Your cookie choice: whether you accepted or rejected analytics cookies, and when, stored in your browser (see Cookies and analytics).
• Online checkers: when you use a checker such as the DMARC or SPF checker, the domain or address you enter is sent to our server to carry out the lookup. We only receive your contact details from a checker or calculator if you submit its enquiry form.
• Abuse prevention: when you submit a form, our server holds your IP address briefly in memory to limit repeated submissions. It is not saved with your enquiry.

• Replying to enquiries, preparing quotes and supplying products and services. To take steps you ask for before entering into a contract, and to perform a contract (UK GDPR Article 6(1)(b)). Where you contact us on behalf of an organisation, our legitimate interest in dealing with that organisation’s enquiry (Article 6(1)(f)).
• Following up an enquiry and keeping a record of our dealings with you. Our legitimate interests in running our business.
• Sending the newsletter you asked for. Your consent (Article 6(1)(a)). You can unsubscribe at any time.
• Other marketing emails. We send marketing emails only to people who have asked to receive them, on the basis of their consent (Article 6(1)(a)). Sending us an enquiry does not sign you up for marketing. You can withdraw your consent at any time, and every marketing email tells you how.
• Measuring how the Site is used and whether our Google adverts lead to enquiries (Google Analytics and the sn_attr cookie). Our legitimate interest (Article 6(1)(f)) in understanding how the Site is used and whether our advertising works. These cookies are on unless you switch them off: you can do that at any time under “Cookie settings” at the foot of every page, and we then switch Google Analytics off and delete the cookies it has set.
• Understanding which organisations are interested in our products (see Visitor Insights). Our legitimate interests.
• Keeping the Site, forms and chat secure and free of spam and abuse. Our legitimate interests.
• Finance enquiries. If you ask about finance, we refer the opportunity, with the details you gave us, to Business Finance Match Limited, trading as Number Eight Business Finance, which handles finance enquiries (see our Finance Policy). We do this at your request. They use your data under their own privacy notice.
• Keeping business and accounting records and responding to lawful requests from courts, regulators and law enforcement. To meet our legal obligations (Article 6(1)(c)).

Where we rely on legitimate interests, we have weighed them against your rights, and you can object at any time (see Your rights). We do not make decisions about you based solely on automated processing that have legal or similarly significant effects on you.

When a page on our website is requested, our web server records the request as standard: the page, the time, the referring page, the browser type and the IP address of the connection. We use these records to understand which organisations are interested in our products, at organisation level only. We don’t use cookies or tracking scripts for this, and we don’t try to identify individual people.

• How we match an organisation. We check whether the IP address belongs to an organisation’s own network, such as a company, university or public body, using published network-ownership data that we download and keep on our own server (from DB-IP and iptoasn.com) and reverse DNS. We do not send IP addresses to any outside lookup service for this.
• What we keep for an organisation. If the address belongs to an organisation, we keep the organisation’s name, its country, the network details that identified it (the network name and host name), the times of the visit, the pages viewed, how the visit arrived (the referring site, any campaign tags, and whether it came from one of our adverts) and whether an enquiry was sent or the chat was used during the visit. We may add public details about the organisation from Companies House and GLEIF, and a short description taken from its own website. We do not keep the IP address in these records.
• Everyone else. If the address does not belong to an organisation’s network (for example home broadband, mobile, VPN or cloud connections), we keep only anonymous daily totals.
• Our daily summary. Our team receives a daily email summarising organisation visits. It contains no IP addresses. If you send us an enquiry, we may link it to your organisation’s earlier visits so we can understand what you were looking at.
• How long we keep it. Web-server records, including IP addresses, are deleted after 30 days. While a visit is in progress, its IP address is held until 30 minutes after the last page viewed. To avoid repeating lookups, we remember which organisation (if any) an IP address belongs to for 24 hours. Each organisation visit is deleted 12 months after it took place, and an organisation’s record is deleted once it has no visits in the last 12 months. Anonymous daily totals are kept for 12 months.
• Lawful basis and your right to object. We rely on our legitimate interest in understanding business demand for our products and in following up with organisations that may need them. You can object at any time by emailing directors@servnetuk.com. We will then stop recording visits from your organisation’s network and delete the visits we hold for it.

Google Analytics and our sn_attr advertising-measurement cookie run by default. You can switch them off at any time under “Cookie settings” at the foot of every page: we then switch Google Analytics off for the rest of your visit and delete these cookies from your browser, and we remember that choice for 12 months. We never load Google Analytics in our tools when they are embedded in other websites, or in our staff areas.

• Google Analytics 4 (only if you accept). Google Analytics sets cookies (_ga and _ga_G3ETKFPQGB) to count visits and show how pages are used. Through it we also record events such as when an enquiry form is submitted (with its reference number, enquiry type and page) and when our phone number is clicked, so we can see which pages and Google adverts lead to enquiries. We have switched off Google’s personalised advertising and “Google signals” features for our site. Google provides this service to us.
• sn_attr (our own cookie; only if you accept). Set only when you arrive through a link that carries advert click identifiers (gclid, wbraid or gbraid) or campaign tags (utm_ values). It holds those values, the landing page, the referring page and the time, and expires after 90 days. If you send an enquiry, these details are stored with it so we can see which advert or campaign it came from, and, for adverts, so we can tell Google Ads whether the enquiry led to business.
• sn_consent (our own cookie; set when you make a choice). Remembers whether you accepted or rejected analytics cookies, and when, for 12 months, so we don’t ask on every page.
• Browser storage. The Site keeps a few small items in your browser: if you close the shipping notice, a note of that for 14 days; if you use live chat, what is needed to keep your conversation open as you move between pages; and, only if you have accepted analytics cookies, a list of enquiry references already counted so the same enquiry is not counted twice.
• Staff sign-in. Our staff sign-in pages set session cookies. Visitors do not receive them.

You can also block or delete cookies in your browser settings. Rejecting or blocking analytics cookies does not stop you using the Site or sending an enquiry. The full list, with each item’s name and lifetime, is in our Cookies Policy.

• Our staff who handle enquiries and orders.
• Service providers who act for us: Google (Google Analytics, unless you have switched analytics cookies off, and the Gemini service used for live chat), Meta (WhatsApp, when our team takes a live chat), Brevo (which sends the notification emails for enquiries and newsletter sign-ups, and our daily Visitor Insights summary, to our team), Microsoft (our Microsoft 365 mailboxes, where those emails arrive) and IONOS (which hosts the Site and its database).
• Google Ads, only if you accepted analytics cookies and arrived through one of our adverts: the advert’s click identifier stored with your enquiry, and whether the enquiry led to business.
• Business Finance Match Limited (Number Eight Business Finance), if you ask about finance.
• Suppliers, distributors and manufacturers, where we need to share your organisation’s details to quote for, order, deliver or support what you ask for.
• Professional advisers, and courts, regulators or law enforcement where the law requires it.

We do not sell personal data.

• Enquiries: for as long as we need them to deal with the enquiry and any business that follows, and for any longer period the law requires, for example for tax and accounting records. We then delete them.
• Newsletter: until you unsubscribe.
• Live chat records: up to 12 months.
• Visitor Insights: web-server records, including IP addresses, 30 days; organisation visit records, 12 months (see Visitor Insights for the detail).
• Cookies: sn_consent, 12 months; sn_attr, 90 days; Google Analytics cookies, up to 2 years (Google’s setting; some browsers shorten this). All of them can be deleted at any time in your browser, and withdrawing consent under “Cookie settings” deletes the Google Analytics cookies and sn_attr.
• Google Analytics data held by Google: for the retention period set in our Google Analytics account.

Under UK data protection law you can ask for a copy of your personal data, and ask us to correct it, delete it or restrict how we use it. You can object to our use of it where we rely on legitimate interests, and to direct marketing at any time, which we will always stop. You can ask for data you gave us to be transferred. Where we rely on your consent, you can withdraw it at any time; for analytics cookies, use “Cookie settings” at the foot of any page. To use any of these rights, email directors@servnetuk.com; we will reply within one month.

Complaints. If you are unhappy with how we have handled your personal data, you can complain to us by emailing directors@servnetuk.com with “Data protection complaint” in the subject line, or by writing to our registered office. We will acknowledge your complaint within 30 days, look into it, and tell you the outcome. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk).