Privacy notice
How Cyber Fits Solutions Limited collects, uses and protects personal information through this website and when we provide our IT services.
Last updated: 12 October 2026
Who we are
This website is run by Cyber Fits Solutions Limited (“Cyber Fits”, “we”, “us”), a company registered in England and Wales with company number 16254052, registered office 7 Sea View Park, Sunderland, SR6 7JS. We also trade as Virtual Voice, Virtual Voice Office and Cyber Fibre, which have their own privacy notices for their services. We are the controller of the personal information described in this notice, and we are registered with the Information Commissioner's Office (ICO) under registration number ZB973937.
If you have any questions about this notice or your information, email info@cyberfits.co.uk, call 0191 543 3432 or write to us at our registered office.
The information we collect
- When you contact us or book a free IT review: your name, business name, email address, phone number, postcode, the size of your business, who looks after your IT and anything you choose to tell us in your message.
- When you request a callback: your name, phone number and the best time to call.
- When you log a support request: your name, business name, contact details, the details of the problem and the internet (IP) address your request came from, which helps us protect the form from misuse.
- When we provide IT services to your business: the names, job titles and contact details of your staff, user accounts and devices we manage, support tickets and our notes, and records of our calls and emails with you. To fix problems we may also be able to see data held on systems we manage; we only access it where needed to do the work you have asked for.
- When you use the website: our web server records technical information such as your IP address, browser type and the pages requested, in logs used to keep the site secure and working.
Please do not send us passwords or special category information (such as health details) through our website forms.
How we use it and our lawful basis
| Purpose | Lawful basis under UK GDPR |
|---|---|
| Replying to your enquiry, arranging a callback or a free IT review, and preparing a quote | Steps you have asked us to take before entering into a contract, and our legitimate interest in responding to people who contact us |
| Providing IT support, managing systems and handling support requests for our clients | Performance of our contract with you or your employer, and our legitimate interest in supporting our clients' staff |
| Billing and keeping business and accounting records | Contract and legal obligation |
| Keeping our website, forms and systems secure and preventing spam, fraud and abuse | Our legitimate interest in protecting our systems and our clients |
| Sending you news or offers, only where you have agreed | Consent, which you can withdraw at any time |
We never sell personal information.
Where we process your clients' data for you
When we manage your business's systems, we act as a processor for the personal data held on them, and your business remains the controller. We only process that data on your instructions and under the terms of our agreement with you, which include the protections UK GDPR requires.
Who we share it with
We share only what is needed with trusted suppliers who process information on our behalf:
- Cyber Fits Control, our own customer, helpdesk and billing system, which runs on our own server.
- Brevo (Sendinblue SAS), which sends our emails, such as the confirmation you receive after contacting us.
- Microsoft 365, for our business email and documents.
- Backblaze, for secure cloud file storage.
- FreeAgent, our accounting software.
- GoCardless, where you pay us by Direct Debit. We do not see or store your full bank details.
- Technology vendors whose tools we use to look after your systems, such as security and backup providers, only where needed to provide the service.
- Regulators, courts and law enforcement where the law requires it, and other companies in the Cyber Fits group where needed to support you.
Some providers may process data outside the UK. Brevo stores data in the European Union, and our Backblaze storage is in its EU Central region (Amsterdam, the Netherlands); the European Union is covered by UK adequacy regulations. Microsoft 365 keeps our email and documents in the UK or the European Union, and where Microsoft processes data in the United States it is certified under the UK Extension to the EU US Data Privacy Framework. Where any other provider processes data outside the UK, we rely on UK adequacy regulations or the International Data Transfer Agreement (or the UK Addendum to the EU standard contractual clauses), as UK data protection law requires.
How long we keep it
- Enquiries that do not lead to work: up to 2 years from our last contact, then deleted.
- Client records, contracts and invoices: for as long as you are a client and then at least 6 years, as required for tax records.
- Support tickets: for as long as you are a client and then up to 6 years, so we can deal with any questions or claims.
- Email delivery records: 24 months.
- Web server logs: kept for a short period for security, normally no more than 90 days.
Your rights
You have the right to ask for a copy of your information, to have it corrected, to have it deleted, to restrict or object to how we use it, and to ask for it to be sent to you or another organisation. Some rights have exceptions, for example we must keep certain records by law. To use any of these rights, contact us using the details above. We will reply within one month.
Cookies
This website uses one strictly necessary cookie to keep our forms secure, and no advertising or analytics cookies. See our cookie policy.
Security
As an IT and cyber security company we take protecting information seriously. Our website uses HTTPS encryption, our forms are protected against automated abuse, and access to our systems is limited to the people who need it and protected by multi factor authentication.
Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. We will acknowledge your complaint within 30 days and keep you informed; see our complaints procedure. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this notice
We may update this notice from time to time. The date at the top shows when it was last changed.