Privacy Policy

This section explains how we use personal data collected through the Nine23 website.

Personal Data We Collect

When you visit or interact with our website, we may collect:

• Name
• Company name
• Email address
• Telephone number
• Any information submitted through contact forms
• Correspondence sent by email, post or other communication channels
• IP address
• Browser and device information
• Website usage information
• Cookie and analytics data (where consent has been provided)

Why We Use Your Information

We use personal data to:

• Respond to enquiries and requests
• Provide information about our services
• Maintain and improve our website
• Protect the security of our website and systems
• Comply with legal and regulatory obligations

Lawful Basis for Processing

Under UK GDPR, we rely on one or more of the following lawful bases:

Cookies

We use cookies and similar technologies on our website.

For further information, please see our Cookie Policy.

You can manage your cookie preferences through our cookie consent banner.

Retention

Website enquiry information is retained only for as long as necessary to respond to enquiries, maintain business records, or comply with legal obligations.

Data is securely deleted when no longer required.

This section explains how Nine23 processes personal data when providing professional services, managed services, support, consultancy, cloud services and related business activities.

Controller and Processor Roles

Nine23 may act as either:

Data Controller

Nine23 acts as a controller when processing personal data relating to:

• Website enquiries
• Marketing activities
• Event registrations
• Supplier management
• Customer account management
• Business administration

Data Processor

Nine23 generally acts as a processor when providing services to customers and processing personal data on their behalf.

In such cases, the customer remains the controller and determines the purposes and means of processing.

Personal Data We May Process

Depending on the services provided, we may process:

Contact Information

• Names
• Email addresses
• Telephone numbers
• Postal addresses
• Job titles

Account Information

• Usernames
• Access credentials
• Authentication data

Technical Information

• IP addresses
• Device identifiers
• System logs
• Network information
• Security monitoring information

Financial Information

• Billing information
• Purchase history
• Payment records

Service Delivery Information

• Support requests
• Service records
• Maintenance activities
• Incident records

How We Obtain Personal Data

We obtain personal data directly from:

• Customers
• Customer employees
• Authorised representatives
• Service users
• Event registrations
• Marketing activities
• Business correspondence

We may also receive information from trusted business partners where appropriate.

Why We Process Personal Data

We process personal data to:

• Deliver contracted services
• Provide technical support
• Manage customer accounts
• Monitor and secure IT systems
• Fulfil contractual obligations
• Communicate with customers
• Manage events and marketing activities
• Comply with legal and regulatory requirements
• Improve our services

Marketing

Nine23 may collect contact information through:

• Event registrations
• Industry events
• Trade shows
• Professional networking platforms
• Business cards provided voluntarily

We process this information under our legitimate interests to promote relevant products and services.

You may opt out of marketing communications at any time.

Sharing Personal Data

We may share personal data with:

• Technology service providers
• Professional advisers
• Finance and accounting providers
• Human resources providers
• Regulatory and government authorities where legally required

All third parties are required to protect personal data appropriately.

We do not sell personal data.

International Transfers

Nine23 primarily stores and processes personal data within the United Kingdom.

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, such as adequacy regulations or approved transfer mechanisms, in accordance with UK GDPR requirements.

Information Security

Nine23 maintains appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or disclosure.

These measures include:

• Access controls
• Authentication mechanisms
• Encryption where appropriate
• Security monitoring
• Backup and recovery arrangements
• Incident management processes
• Information security controls aligned with ISO 27001

Data Retention

Personal data is retained only for as long as necessary to fulfil business, contractual, legal and regulatory requirements.

Retention periods are managed through Nine23’s records management and retention procedures.

Information is securely deleted or destroyed when no longer required.

Your Data Protection Rights

Under UK data protection law, individuals have the right to:

• Access their personal information
• Correct inaccurate information
• Request erasure of personal information where applicable
• Restrict processing in certain circumstances
• Object to processing in certain circumstances
• Receive personal data in a portable format where applicable
• Withdraw consent where processing is based on consent

Requests can be submitted using the contact details below.

Nine23 will respond within the timescales required by applicable data protection legislation.

Contact Us

If you have any questions about this Privacy Notice or wish to exercise your rights, please contact:

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

Telephone: 023 8202 0300

Complaints

If you are unhappy with how we have handled your personal information, you have the right to complain to the Information Commissioner’s Office (ICO).

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

Telephone: 0303 123 1113

Website: Information Commissioner’s Office