What we do with your data

Who we are

Tickdoc Ltd, Eastleigh, Hampshire SO50 6JJ. We are the data controller for the personal data described here, and we are registered with the Information Commissioner's Office under ZB041083, which you can look up on the ICO's own register.

Contact: info@tickdoc.co.uk or 07481 700044.

What this website collects

If you fill in the contact form we receive the name, business name, email address, telephone number, the subject you pick from the list and the message you enter. Only the name, email address and message are required. We use all of it to answer you, and for nothing else. Sending an enquiry does not put you on the newsletter; that is a separate form and a separate choice, described below.

Sending the form also sends you one confirmation email, with a copy of what you wrote so that you have a record of it. That is a reply to your message rather than a mailing, so there is nothing to unsubscribe from, and it carries no tracking pixel and no click tracking.

The form is protected against automated abuse by a hidden field, a timing check, rate limiting, and Google reCAPTCHA. reCAPTCHA does not load until you interact with the form, so simply reading this site never contacts Google on your behalf.

Rate limiting needs to know which submissions came from the same place, so each submission is recorded with the date, the outcome, the email address you gave and the IP address it arrived from. The message itself is not kept in that record, with one exception: if the email to us fails to send, the first part of your message is kept so that your enquiry is not lost. The record is kept on our own server, outside the public part of the website, is not analysed and is not shared, and it is deleted automatically after twelve months.

Our hosting provider keeps standard web server logs, including IP addresses, for security and diagnostics. Those are ordinary server records rather than anything we analyse.

The newsletter

If you sign up for the monthly newsletter, in the footer of any page or on the newsletter page, we receive your email address and, if you give it, your first name. They are passed to MailerLite, the company that sends the newsletter on our behalf, together with the internet address the sign-up came from, which is the record that you asked for it. MailerLite holds that data on our instructions and under contract, and we use it to send you the newsletter and for nothing else.

Nothing is sent until you confirm. MailerLite emails you once to check the address is yours, and you are only on the list once you have clicked the link in that email. Every issue carries an unsubscribe link; one click removes you, and you can also email us at any time to be taken off. MailerLite may record whether an issue was opened, which is a standard feature of newsletter services; we do not use that to profile you.

The sign-up is protected against automated abuse by a hidden field, rate limiting and Google reCAPTCHA, which loads only when you click into the sign-up. Each attempt is recorded in the same log as the contact form, with the date, the outcome, the address entered and the internet address it arrived from, so that a fault can be found and fixed. Those lines are deleted after twelve months in the same way.

Cookies, or the lack of them

This site sets no cookies of its own and runs no analytics. There is no cookie banner because there is nothing to consent to. Typefaces are served from our own server rather than from a font network, so reading a page does not hand your IP address to a third party.

The one exception is Google reCAPTCHA, and only if you click into the contact form or the newsletter sign-up. Once it has loaded, Google may set its own cookie to help tell people from automated spam. If you never touch either form it never loads.

Client data

Separately from this website, we hold records for clients as part of doing their bookkeeping, payroll, VAT and accounts. That data is processed to deliver the service and to meet our legal obligations, including anti-money-laundering checks: we are supervised by HMRC under XVML00000208643.

We are required to keep AML identification records for five years after the business relationship ends. Accounting records are kept in line with HMRC's retention requirements, which are five years after the 31 January submission deadline for the self-employed and six years from the end of the accounting period for limited companies.

Who else sees it

We use a small number of suppliers who process data on our behalf under contract, including our hosting provider, our email provider, MailerLite for the newsletter, and the accounting software a client's own records live in, such as Xero, QuickBooks or FreeAgent. We do not sell personal data and we do not share it for marketing.

Where the law requires it, for example a legitimate HMRC request, we comply.

Your rights

You can ask us for a copy of the personal data we hold about you, ask us to correct it, ask us to delete it where we are not required to keep it, object to how we use it, or ask for it in a portable form. Email info@tickdoc.co.uk and we will respond within one month.

If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk. We would rather you told us first so we can put it right.