This privacy Notice was last reviewed on the 8th April 2025.
Our contact details:
Name: Zephi Limited
Address: Suite D, Hawkesyard Estate, Rugeley, Staffordshire, WS15 1PU
Phone Number: 01889 280010
E-mail: hello@zephi.co.uk
The type of personal information we collect
In order to provide you with a quotation or with one of our services, we collect and process various forms of personal information.
We currently collect the following information, although some may only be relevant once you enter into a contract with us:
- Personal identifiers, contacts and characteristics (for example, name and contact details)
- Logon credentials (for example, username and password)
- Finance credentials (for example, bank name)
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- When you request a written quotation.
- When you sign up to receive our regular marketing materials, for example, a monthly email newsletter.
- When you enter into a contract with us to provide you with one of our services.
We also receive personal information indirectly, from the following sources in the following scenarios:
- When you make a payment to us.
We use the information that you have given us in order to:
- Provide you with a written quotation.
- Provide and manage the services you have a contract with us for.
- Send you any requested marketing information, for example, a monthly email newsletter.
We may share this information with SaaS platforms or service providers, all of which have been carefully selected to ensure they store and manage personal data securely.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- Your consent. You are able to remove your consent at any time. You can do this by contacting hello@zephi.co.uk.
- We have a contractual obligation.
- We have a legal obligation.
- We have a vital interest.
- We need it to perform a public task.
- We have a legitimate interest.
How we store your personal information
Your information is securely stored in various SaaS platforms, with email providers, and, at times, in physical form.
We keep the personal information you have provided for different lengths of time, depending on why it was required. You can find a list of our retention periods below:
Prospective clients:
Your contact details, for example, name and contact information, will be stored for 18 months after we have sent you a written quotation.
If you have provided us with any login credentials required as part of the scoping process, these will normally be deleted as soon as a project has been scoped but could be stored for up to 1 month.
Clients:
Your personal details, for example, name and contact information, will be stored for 18 months after your contract with us is terminated. The exception to this is any personal information stored against financial records, as we are legally obligated to retain these for 7 years.
If you have provided us with any login credentials required to fulfil our contractual obligations to you, these could be stored for up to 3 months following the termination of our working agreement.
Direct Marketing:
If you have signed up to receive our marketing communications, for example, a monthly email newsletter, your personal information will be stored for 18 months after you withdraw consent.
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.
Please contact us at hello@zephi.co.uk or on 01889 280010 if you wish to make a request.
Making a complaint
If you have any concerns about our use of your personal information, you can make a complaint to us at:
By post:
Zephi Limited
Suite D, Hawkesyard Estate
Rugeley
Staffordshire
WS15 1PU
By phone:
01889 280010
By e-mail:
hello@zephi.co.uk
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: https://www.ico.org.uk