Draft. A starting point only. Check it against current ICO guidance for sole traders and fill in every bracketed detail — trading name, contact address, ICO registration number, the form provider — before the site goes live.
Last updated: [date]
Who is responsible
Ouse Valley IT is a trading name of [your name], a sole trader in St Ives, Cambridgeshire. For anything about your information, contact support@ousevalleyit.co.uk or 07309 065046.
Ouse Valley IT is registered with the Information Commissioner's Office (ICO), registration number [ICO number].
What is collected
From the booking form: your name, phone number, email address, postcode, town or village, address if you give it, a description of the problem, the device, and your preferred day and time. If you tick the discount box, that is recorded too. Your device's IP address and browser are recorded with the request, to help prevent abuse of the form.
From the Ouse Bot (the site's automated assistant): whatever you type into it, and your device's IP address and browser. Please do not type names, passwords, account numbers or other personal details — the bot does not need them.
When a visit goes ahead, a basic record of the work and the payment is kept for accounts.
How it is used
- To reply to you and arrange a visit.
- To carry out the work you asked for.
- To keep the accounting and tax records the law requires.
It is not sold, and it is not used for marketing unless you have asked to be kept in touch.
The booking form
When you send a booking request it is stored by Supabase (a hosted database service, data held in [region, e.g. the EU — confirm your project region]) and a notification email is sent to Ouse Valley IT through Brevo (an email service). Both act only on Ouse Valley IT's instructions and under their own privacy terms — supabase.com/privacy and brevo.com privacy policy. The website itself is hosted by Vercel.
The Ouse Bot
The Ouse Bot is powered by Anthropic. What you type is sent to Anthropic's Claude service to generate a reply; Anthropic processes it in the United States under its own privacy policy and does not use it to train its models. Each question and reply is also stored in Supabase, to keep the bot from being misused and to let Ouse Valley IT check the answers are sound. These records are deleted after [period, e.g. 90 days].
How long it is kept
Requests that do not lead to a booking are deleted within [period, e.g. 6 months]. Records of completed work are kept for [period, e.g. 6 years] for HMRC, then deleted.
Who it is shared with
Beyond the services named above, no one — except where the law requires it or a payment needs it (bank details on an invoice, for instance).
Your rights
You can ask to see what is held about you, ask for it to be corrected, or ask for it to be deleted where there is no legal reason to keep it. Use the contact details above. If you are not happy with the response, you can complain to the ICO at ico.org.uk.
Cookies
This site uses no advertising or tracking cookies. Visits are counted using Vercel Web Analytics, which does not use cookies and does not identify you personally — it records the page viewed, your approximate location (town or city level), and the type of device and browser, with each visit discarded after 24 hours.