Privacy Policy

Nine23 Privacy Policy

This privacy policy (updated 2024) will explain how Nine23 uses the personal data we collect from you when you use our website.

Our contact details:

Name: Nine23 Ltd


Nine23 Ltd, 2 Venture Road, Southampton University Science Park, Southampton, SO16 7NP

Phone Number: 023 8202 0300


Privacy Notice for the Nine23 website

Nine23 Ltd collects certain information or data (such as that listed below) about individuals when they use the website.

Website: what we collect

  • Questions, queries and feedback including email address and phone number via any contact us form on website
  • Information sent to us via Whatsapp or Post
  • The date and time of visits to the Websites
  • The URL of the website from which individuals are directed to our Website
  • IP addresses from which an individual accesses the Websites, and details of which version of web browser and operating system were used
  • Clickstream data, which is information on how individuals use the Websites, using cookies.

Nine23 uses and processes this data to enable it to carry out its statutory functions, including but not limited to the following purposes:

  • responding to any feedback sent to us
  • operating and enhancing the Websites
  • the purposes for which such data was sent to us
  • exercising our statutory functions

Website: Cookies

When you visit the Website, we may collect personal data from you using cookies. How we use cookies is set out in our Cookies Policy.

Website: How long we keep data

Nine23 will only retain an individual’s personal data for as long as it is necessary for the purposes set out in this Website Privacy Notice and for as long as the law requires us to.

Privacy Notice for Nine23 Supported Services

At Nine23 we are committed to protecting the privacy and security of your personal information. This Privacy Notice explains how we collect, use, disclose, and safeguard your information when you engage with our IT Managed Service.

The type of personal information we collect:

We currently collect and process the following information

  • Contact Information: This includes names, email addresses, phone numbers, and postal addresses of individuals within client organisations.
  • User Account Information: This may include usernames, passwords, and other credentials necessary for accessing IT systems and services.
  • Device Information: Information about the devices being used within the client organisation, such as IP addresses, MAC addresses, device identifiers, and operating system details.
  • System Logs and Usage Data: Information about how IT systems and services are used, including log files, access times, and usage patterns.
  • Financial Information: In some cases, we may need to collect financial information such as billing details and payment history.
  • Employee Information: When interacting with client employees, we may collect personal information such as job titles, roles, and contact details.
  • Any Other Information Required for Service Provision: Depending on the specific services being provided, additional personal information may be collected as necessary to fulfil contractual obligations or provide support.

How we get the personal information and why we have it

  • Client Communication: When clients engage with us to enquire about our IT Managed Services (via the website, email, phone, in person) to request quotations, or enter into contracts, they may provide us with personal information such as contact details (name, email address, phone number), business information, and other relevant data necessary to facilitate the provision of our services.
  • User Account Setup: In order to set up user accounts for accessing our IT systems and services, we may collect usernames, passwords, and other login credentials from authorised individuals within client organisations.
  • System Monitoring and Management: During the course of providing IT Managed Services, we may collect personal information through system logs, monitoring tools, and remote management systems. This may include IP addresses, device identifiers, and other technical data necessary for managing and maintaining IT infrastructure.
  • Employee Information: If our services involve interaction with client employees, we may collect personal information about them, such as job titles, roles, and contact details, to facilitate communication and service delivery.
  • Marketing: Nine23 use 3rd party applications for Nine23 hosted event registration (such as Linked-in, Eventbrite) to obtain Name, email address, phone number and job title. This information is then stored in our CRM tool. Nine23 use 3rd party applications for lead generation at Trade Shows (such as FusionExhibit) which obtains Name, email address, phone number and job title. This information is then stored in our CRM tool. Nine23 accept business cards and will store this information in our CRM tool.

How we use your information

  • To provide and maintain our IT Managed Services.
  • To communicate with you about our services, including responding to inquiries and providing support.
  • To manage and administer your user account.
  • To improve the quality and functionality of our IT systems and services.
  • To communicate with you regarding services, support, and maintenance as requested by you or your organisation
  • To comply with legal and regulatory obligations.

We may share your personal data with third parties in the following circumstances:

  • With your consent.
  • With our service providers and business partners who assist us in providing our Services, such as Accounts and HR partners.
  • Applications such as our CRM, Service Desk toolset, File manager, Accounting and HR.
  • When Nine23 processes your order, it may send your data to, and use the resulting information from, credit reference agencies to prevent fraudulent purchases.

Legal Basis for Processing:

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

  • Your consent. Processing based on your consent, which you may withdraw at any time by contacting
  • We have a contractual obligation. Processing necessary to fulfil our contractual obligations to you.
  • Legitimate interests: Processing necessary for our legitimate interests, such as providing and improving our services, and ensuring the security of our systems.

How we store your personal information:

We are committed to ensuring that your information is secure.  In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Your data is reviewed on an annual basis and will be deleted/destroyed if it is not needed.  Records should be destroyed with the level of security required by the confidentiality of their contents.  When information is destroyed, all copies of the information should be destroyed at the same time (both digital and physical.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

To exercise your rights, please contact us using the contact information provided below.

Please contact us at:

Nine23 Ltd, 2 Venture Road, Southampton University Science Park, Southampton, SO16 7NP


Phone: 023 8202 0300

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

ICO website: