Privacy Policy
Last Updated: 02/04/2025
1. Introduction
Diphex Solutions Limited ("Diphex," "we," "us," "our") values your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit www.diphex.com ("Our Site").
We comply with UK data protection laws, including:
- The UK General Data Protection Regulation (UK GDPR)
- The Data Protection Act 2018
- The Privacy and Electronic Communications Regulations (PECR)
By using Our Site, you accept this Privacy Policy. If you do not agree, please stop using Our Site.
2. What Data We Collect
We may collect and process the following types of personal data:
- Identity data such as name and job title, which we collect for legitimate business-to-business sales purposes and retain for up to 12 months.
- Contact data such as email address and phone number, which we collect for contractual purposes or marketing with your consent. We retain this data for up to six years for contractual purposes or until you opt out of marketing communications.
- Technical data such as IP address and browser type, which we collect for security purposes and retain for up to 12 months.
- Usage data such as pages visited and site interactions, which we collect for analytics purposes with your consent and retain for up to 26 months.
3. How We Use Your Data
We use your data for the following purposes:
- Providing our products and services, based on the performance of a contract.
- Responding to inquiries, based on our legitimate interest in providing customer support.
- Sending marketing emails, based on your consent. You can withdraw consent at any time.
- Improving website performance, based on your consent through cookies.
- Fraud prevention and security, based on our legitimate interest in protecting our systems and data.
4. How We Share Your Data
We do not sell personal data but may share it with trusted third parties, including:
- Service providers such as payment processors and IT support providers.
- Regulatory authorities if we are legally required to do so.
- Business affiliates and partners involved in order fulfilment.
All third parties are contractually required to handle personal data securely and in compliance with data protection laws.
5. International Data Transfers
If we transfer your data outside the UK, we ensure that appropriate safeguards are in place, including the UK Data Transfer Addendum to Standard Contractual Clauses or an adequacy decision approved by the UK government.
6. Your Rights Under UK GDPR
You have the right to:
- Access your personal data and request a copy of it.
- Rectify inaccurate or incomplete personal data.
- Erase your personal data under certain conditions.
- Restrict how your data is processed.
- Object to processing, including for marketing purposes.
- Request the portability of your data to another provider.
- Not be subject to automated decision-making without human review.
To exercise these rights, contact us at the details provided in the "Contact Us" section. If you are dissatisfied with our response, you can lodge a complaint with the Information Commissioner’s Office (ICO) by calling 0303 123 1113 or visiting www.ico.org.uk.
7. Cookies and Tracking
We use cookies to improve website functionality, analyse user behaviour through Google Analytics, and store user preferences.
For full details, refer to our Cookie Policy. You can manage your cookie preferences via our cookie settings tool.
8. Data Security
We implement appropriate technical and organizational measures to protect personal data, including:
- Secure servers and encryption of sensitive data.
- Access controls to ensure only authorized personnel handle data.
- Regular security audits and updates to safeguard against threats.
9. Data Retention
We retain personal data only for as long as necessary, in accordance with our data retention policy.
- Contact details for inquiries are retained for 12 months.
- Contractual records are retained for six years.
- Analytics data from Google Analytics is retained for 26 months.
- Marketing email lists are retained until you opt out.
Once retention periods expire, we securely delete or anonymize the data.
10. Changes to This Policy
We may update this Privacy Policy periodically to reflect legal or business changes. The latest version will always be available on Our Site.
11. Contact Us
For privacy-related inquiries, contact our General Manager
Email: enquiries@diphex.com
Postal Address: Diphex Solutions Limited, Unit 3 Roebuck Business Park, Ashford Road, Maidstone, Kent, ME17 1AB, UK