Privacy Policy

Westpoint ("Westpoint", "we", "us" or "our") provides cloud engineering, data engineering and related consultancy services. This Privacy Policy explains how we collect, use, share and protect personal data when you visit www.westpoint.io (the "Site"), contact us, or otherwise interact with us. It also explains your rights under UK data protection law.

This policy applies when Westpoint acts as a data controller, for example for Site visitors, prospective clients and job applicants. It does not cover personal data we process for a client under a separate services agreement, where we act as a data processor and the client's privacy notice and data processing agreement apply.

1. Who we are

Westpoint is the data controller responsible for the personal data described here.

• Company name: Westpoint Software Solutions Limited
• Company number: 11706688, registered in England and Wales
• Registered address: 10 Orange Street, London, WC2H 7DQ, United Kingdom
• Privacy contact: leo@westpoint.io

2. Personal data we collect

Data you provide directly

• Contact and enquiry data, such as your name, email address, phone number, company name and job title.
• Project details and other information you choose to include in an enquiry.
• Recruitment data, such as your CV, application details and interview information, if you apply for a role.
• Marketing sign-up data, such as your name and email address, where you choose to receive updates.

Data collected automatically

• Usage data, such as pages viewed, the time and date of visit, time spent on pages and navigation activity.
• Device and connection data, such as IP address, browser type, operating system and device identifiers.

Please do not include special category data, such as health information, religious beliefs or biometric data, in an enquiry unless we have specifically asked for it.

3. How and why we use personal data

• To respond to enquiries and discuss potential services. We rely on legitimate interests or steps taken at your request before entering into a contract.
• To send marketing updates where you have opted in. We rely on consent, which you can withdraw at any time.
• To operate, secure and improve the Site, including preventing spam and abuse. We rely on legitimate interests.
• To use non-essential cookies and similar technologies. We rely on consent.
• To assess job applications. We rely on steps taken at your request before entering into a contract and our legitimate interests in assessing candidates.
• To meet legal, accounting and regulatory obligations. We rely on legal obligation.

Where we rely on legitimate interests, we consider the processing proportionate and balance those interests against your rights and interests. Contact us if you would like more information.

Name and email address are required to respond to a Site enquiry. If you do not provide them, we may be unable to reply.

4. Cookies, analytics and tracking technologies

We use strictly necessary technologies, including those needed to remember cookie preferences, and analytics technologies to understand how visitors use the Site. We use Google Tag Manager to manage tags, including Google Analytics tags, and CookiePal to manage cookie preferences.

We request consent before setting non-essential analytics cookies. You can manage or withdraw your consent through the Site's cookie preference settings. You can also use your browser settings to block or delete cookies, although this may affect your experience of the Site.

5. Use of AI tools

Westpoint may use AI-assisted development tools to help design, develop, test and maintain the Site. These tools are used by authorised personnel as part of our internal development workflow.

We do not intentionally submit personal data collected through the Site, such as contact-form submissions, to AI tools for the purpose of responding to you or making decisions about you. We do not use AI to make automated decisions about Site visitors that produce legal or similarly significant effects.

Our personnel are instructed not to submit confidential client information, contact-form content, credentials or other unnecessary personal data to AI tools. Where an AI provider processes personal data on our behalf, we will use appropriate contractual and transfer safeguards where required by applicable law.

6. How we share personal data

We may share personal data with the following recipients:

• Google, including Google Tag Manager, Google Analytics and Google Sheets. Enquiries submitted through the Site are recorded in Google Sheets.
• Slack. Enquiries submitted through the Site are sent to our authorised team through Slack notifications.
• CookiePal and other providers that support our Site, hosting, security, email and cookie-preference services.
• Professional advisers, such as lawyers, auditors and accountants, where necessary.
• Regulators, law enforcement and other authorities where required by law or necessary to protect our legal rights.
• A buyer or successor entity in connection with a merger, acquisition or sale of all or part of our business or assets.

We do not sell personal data.

7. International data transfers

Some service providers may process personal data outside the United Kingdom, including in the United States. Where a transfer requires safeguards under UK data protection law, we use an adequacy regulation, appropriate safeguards such as the UK International Data Transfer Agreement or UK Addendum, or another lawful transfer mechanism. Contact us if you would like information about a specific transfer.

8. Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected.

• Enquiry data is normally retained for up to 24 months from your last contact, unless a business relationship develops.
• Marketing data is retained until you unsubscribe or withdraw consent.
• Recruitment data is normally retained for up to 12 months after the recruitment process ends, unless you ask us to delete it sooner.
• Analytics data is retained in line with the configured retention settings of our analytics provider.
• Financial and contractual records are normally retained for six years after the relevant tax year or contract ends.

These periods also guide our retention of enquiry records in Google Sheets and Slack, subject to limited backup retention and any overriding legal requirement.

9. Your rights

If you are in the UK, you may have the right to:

• Access a copy of your personal data.
• Correct inaccurate or incomplete data.
• Ask us to erase personal data in certain circumstances.
• Restrict processing in certain circumstances.
• Object to processing based on legitimate interests or for direct marketing.
• Receive certain data in a portable format where processing is based on consent or contract and carried out by automated means.
• Withdraw consent at any time where we rely on consent.

To exercise a right, email leo@westpoint.io. We normally respond within one month and may need to verify your identity. You also have the right to complain to the Information Commissioner's Office.

10. Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure and destruction. No internet transmission or electronic storage method is completely secure.

11. Children's privacy

The Site is directed at businesses and professionals and is not intended for children. We do not knowingly collect personal data from anyone under 13. Contact us if you believe a child has provided us with personal data.

12. Links to other websites

The Site may link to third-party websites. We are not responsible for their privacy practices or content, so please review their privacy notices before providing personal data.

13. Changes to this policy

We may update this policy to reflect changes in our practices or legal requirements. We will post the updated version on this page and update the date shown at the top.

14. Contact us

For questions about this policy or our handling of personal data:

• Email: leo@westpoint.io
• Post: Westpoint, 10 Orange Street, London, WC2H 7DQ, United Kingdom