Last updated: 5 October 2026
This policy explains how Reliable IT Services Ltd collects and uses personal information when you visit our website or contact us. We are committed to keeping your information secure and using it only in the ways described here.
Who we are
Reliable IT Services Ltd is the data controller for the personal information described in this policy. We are a company registered in Scotland (company number SC363835) with our registered office at 2-4 Salamander Place, Edinburgh, EH6 7JB.
We are registered with the Information Commission’s Office (ICO), the UK’s data protection regulator. Our registration number is ZB193566.
If you have any questions about this policy or how we use your information, email info@reliableit.co.uk, call 0131 654 0272, or write to us at the address above.
Information we collect
When you use our contact form, we collect your first name, last name, email address, the subject of your message and the message itself.
When you ask us to call you back, we collect your name and phone number.
When you phone or email us, we collect the details you choose to give us, such as your name, business name, contact details and information about your IT needs.
When you browse our website, and only if you agree to analytics cookies, we use Google Analytics to collect information about how visitors use the site. This includes the pages you visit, how long you spend on them, how you arrived at the site, your approximate location (town or region), and the type of device and browser you use. Google Analytics does not tell us your name or contact details, but it uses online identifiers that are treated as personal information under UK data protection law.
How we use your information
We use the information you give us to:
- respond to your enquiry or call you back;
- arrange and carry out a free IT audit or consultation you have requested;
- prepare a proposal or quotation for our services; and
- keep a record of our correspondence with you.
We use website analytics to understand which pages are useful, improve the website and measure how visitors find us.
We will not sell your information, and we will not add you to a marketing mailing list unless you ask us to.
You do not have to give us any personal information. If you choose not to, we may not be able to respond to your enquiry, call you back or prepare a proposal for you.
Our lawful basis for using your information
Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025, we must have a lawful basis for using your personal information. We rely on:
- Steps before entering a contract, when you ask us for a consultation, audit, proposal or quotation.
- Legitimate interests, when we respond to general enquiries and keep records of our correspondence. Our legitimate interest is responding to business enquiries and keeping an accurate record of our discussions with prospective clients. We only use your information in ways you would reasonably expect.
- Consent, for analytics cookies. You can withdraw your consent at any time (see “Cookies” below).
Automated decision-making
We do not make decisions about you based solely on automated processing.
Cookies
Cookies are small text files stored on your device by your web browser.
We use Google Analytics cookies to understand how visitors use our website. These cookies distinguish one visitor from another and last for up to two years. We only set these cookies if you agree to them when you first visit our website.
You can change or withdraw your choice at any time using the Cookie settings link at the bottom of every page. You can also block or delete cookies through your browser settings. Refusing or blocking analytics cookies will not affect your ability to use our website.
Who we share your information with
We only share your information with organisations that help us run our business, and only as much as they need. These include:
- Google, which provides our website analytics;
- our website hosting provider, which stores contact form submissions on our behalf; and
- our email and business software providers, which store our correspondence with you.
These organisations must keep your information secure and may only use it to provide their services to us. We may also share information if the law requires us to.
International transfers
Some of our service providers, including Google, may process information outside the UK, for example in the United States. Where this happens, we make sure appropriate safeguards are in place, such as the UK Extension to the EU-US Data Privacy Framework or the UK’s approved contract clauses.
How long we keep your information
We keep enquiry information for 24 months from our last contact with you, unless you become a client. If you become a client, we keep your information for as long as we work together and for up to six years afterwards to meet our legal and accounting obligations.
Google Analytics data is kept for 14 months.
Your rights
Under UK data protection law, you have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct information that is inaccurate or incomplete;
- ask us to delete your information;
- ask us to restrict or stop using your information;
- object to us using your information based on our legitimate interests;
- ask us to transfer information you gave us to another organisation, where we use it on the basis of consent or a contract; and
- withdraw your consent at any time, where we rely on consent.
To use any of these rights, email info@reliableit.co.uk. There is usually no charge.
We will respond within one month. If your request is complex, or you make several requests, we may extend this by up to two further months. If we do, we will tell you why within the first month.
If we need to confirm your identity, or need more information to find what you have asked for, the one-month period starts once we receive it. When you ask for a copy of your information, we will carry out a reasonable and proportionate search for it.
Making a complaint
If you are unhappy with how we have used your information, you have the right to complain to us.
How to complain: Email info@reliableit.co.uk with “Data protection complaint” in the subject line, use the contact form on our website, call 0131 654 0272, or write to us at the address above.
What happens next: We will acknowledge your complaint within 30 days of receiving it. We will then investigate it without undue delay, keep you updated on our progress, and tell you the outcome.
You also have the right to complain to the Information Commission’s Office (ICO), the UK’s data protection regulator. The ICO usually expects you to raise your concern with us first. You can contact the ICO at ico.org.uk/make-a-complaint or on 0303 123 1113.
Client data
This policy covers information collected through our website and enquiries. When we provide IT services to clients, we may handle personal information on their behalf. That processing is covered by our client agreements, not this policy.
Changes to this policy
We may update this policy from time to time. The date at the top of this page shows when we last changed it.
5 October 2026: Updated to reflect the Data (Use and Access) Act 2025, including our complaints process, how we handle requests to use your rights, how to change your cookie choices, and the change of the regulator’s name to the Information Commission.