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InstaHost Privacy Policy

This policy (together with any ancillary documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed..

Please read the following carefully to understand how we will treat and regard your personal data. InstaHost Solutions Ltd t/a/ InstaHost cares about and respects your privacy, our Privacy Policy is intended to describe to you how and what data we collect, and how and why we use your personal data. It also describes options we provide for you to access, update or otherwise take control of your personal data that we process.

About us

InstaHost is part of InstaHost Solutions which is a registered company in England & Wales (Company number 11617312 ). Our registered address is InstaHost Solutions Ltd, 71 Shelton Street, Covent Garden, London, WC2H 9JQ

InstaHost Solutions Ltd T/A InstaHost may be both a data controller and data processor of personal data. We have a designated Data Protection Officer who can be contacted at our registered address.

What information we collect

Any personal information that you provide by filling in forms on our website. This includes information provided at the time of registering an account, purchasing services from us or requesting further services. We may also ask you for information when you report a problem with our site or the services you have purchased.

If you contact us by letter or email, records of the correspondence may be kept for up to 12 months after resolution of any issues raised

Telephone conversations may be recorded for training purposes and kept for up to 12 months

Details of transactions you carry out through our site and of the fulfilment and administration of your orders, up to 12 months after your account is ceased

We also record technical data such as your operating system, browser type, referring / exit pages and URLs, number of clicks, domain names and pages viewed in our server logs. This information is used for marketing and security purposes, this is kept up to up to 12 months after your account is ceased

In the circumstances where we are acting as a data processor, we shall only act on the instructions of our customer as the data controller. If you provide us with personal data about a third party (for example when registering a domain on their behalf), you warrant that you have obtained the express consent from the third party for the disclosure and use of their personal data.

Compliance with legal, regulatory and law enforcement requests.

We cooperate with government and law enforcement officials and private parties to enforce and comply with the law. We will disclose any information about you to government or law enforcement officials or private parties as we, in our sole discretion, believe necessary or appropriate to respond to claims and legal process (such as warrant requests), to protect our property and rights or the property and rights of a third party, to protect the safety of the public or any person, or to prevent or stop activity we consider to be illegal or unethical.

To the extent we are legally permitted to do so, we will take reasonable steps to notify you in the event that we are required to provide your personal information to third parties as part of legal process. We will also share your information to the extent necessary to comply with ICANN or any ccTLD rules, regulations, and policies when you register a domain name with us.

Age restrictions.

Our Services are available for purchase only for those over the age of 16. Our Services are not targeted to, intended to be consumed by or designed to entice individuals under the age of 16. If you know of or have reason to believe anyone under the age of 16 has provided us with any personal data, please contact us.

Transfer of personal data abroad. (Non UK Resident Customers)

if you utilise our Services from a country other than the country where our servers are located, your communications with us may result in transferring your personal data across international borders. Also, when you call us or initiate a chat, we may provide you with support from one of our global locations outside your country of origin. Your personal data will be transferred and processed outside of the UK & EEA. In these cases, your personal data is handled according to this Privacy Policy.

How we use personal data

  • To register a customer account
  • To process orders that you have placed with us.
  • To handle customer service and careers enquiries.
  • To ensure that content from our site is presented in the most effective manner for you and for your computer.
  • To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
  • To carry out our obligations arising from any contracts entered-into between you and us.
  • To allow you to participate in interactive features of our service, when you choose to do so.
  • To notify you about changes to our service.
  • To carry out marketing and statistical analysis.
  • For the avoidance of doubt, InstaHost Solutions T/A InstaHost will never sell your personal data to third parties.

    Where we store your personal data

    The personal data that we collect from you will be stored on our servers within the UK, inside the European Economic Area (“EEA”). Occasionally, we may have to transfer personal data outside of the EEA. For example, domain registration data needs to be sent to our domain registrar outside of the EEA. By submitting your personal data, you agree to this transfer, storing or processing of data outside the EEA. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with the GDPR and our data protection policies. All companies we engage with have committed to GDPR compliance and the Privacy Shield framework. The EU-US and Swiss-US Privacy Shield is a method of ensuring that an organisation offers an adequate level of data protection, by requiring that an organisation certify and register according to the requirements of the Privacy Shield framework. It is important to note that this only applies to ancillary products and payment services, your website data and emails are guaranteed to reside and be processed within our own data centres within the UK

    Data retention

    We only retain your personal data for as long as we need it to fulfil the purposes for which we have initially collected it, unless otherwise required by law. We will retain and use information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements as follows:

    • Invoice data is kept for a minimum of 6 years as required under UK Law
    • Log files are rotated every 12 weeks. However, anonymised data may be kept for longer.
    • InstaHost infrastructure backups are kept for 12 months. Web Hosting data is kept for 30 days.
    • For the avoidance of doubt, InstaHost Solutions T/A InstaHost will never sell your personal data to third parties.

    In the rare event backups containing personal information are restored post-deletion, InstaHost will make every reasonable effort to ensure data that has been forgotten is not inadvertently restored and ensure all traces of data are removed within a maximum period of 180 days unless additional retention obligations apply.

    Your rights

    Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -:

    • The right to request a copy of your personal data which we hold about you.
    • The right to request that we correct any personal data if it is found to be inaccurate or out of date. You can also view, edit and remove your personal data through the InstaHost control panel.
    • The right to object to our use of your personal data and request your personal data is erased where it is no longer necessary for us to retain such data. This is known as your right to be forgotten. Please note that there may be legal reasons as to why we will need to keep your data, we will inform you if this is the case, but please do inform us if you think we are retaining or using your personal data incorrectly.
    • You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes. You can exercise your right to prevent such processing by following the Unsubscribe link at the bottom of any emails we send, contacting our Support Team through our ticketing system or email, Emailing our Data Protection Officer at DPO@InstaHost.co.uk or writing to us at our registered address
    • The right to lodge a complaint with the Information Commissioners Office. Please see https://ico.org.uk/concerns/ for further information.

    Who we share your information with

    By entering into this agreement, you agree to the processing of data by the third parties listed below. When we introduce any new, or change any existing third-party agreements, we will ensure this policy is updated at least 30 days before the new third party processes any data

    • Paypal - Paypal account /Credit/Debit Card Payments.
    • Stripe - Credit/Debit Card Payments.
    • Nominet - Domain Names
    • Tucows (OpenSRS) - Domain Names
    • GeoTrust - SSL/TLS Certificates
    • Google: including Adwords, Google Analytics, Youtube, Drive, Data Studio, Google My Business. - Site analytics, targeting and exclusion from PPC advertising, purchasing data. Reporting on anonymised data.
    • Facebook, Twitter & Instagram - Targeting and exclusion from PPC advertising
    • Microsoft: Bing and Office 365 - Site analytics, targeting and exclusion from PPC advertising, purchasing data.
    • Mailchimp - Sending email and email analytics. Signups for newsletters.

    Data breaches

    In the event of a data breach, we aim to inform all customers, affected or not within 2 hours of discovery and a notification placed into the Support Area. The affected individuals will be contacted within the timescales specified in the GDPR with specific details of the breech, it will be reported to the Information Commissioner, and a full report - highlighting any risks - will be provided.

    We are proud not to have suffered any data breaches between 1996 and 2018 and deliver full GDPR, PCI and ISO 27001 compliance to ensure all appropriate processes are in place to prevent data breaches. InstaHost Solutions delivers standalone Cyber Security Consultancy services to Public and Private sector organisations and InstaHost benefits from this experience

    How we use cookies

    We may obtain information about your general Internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

    • To estimate our audience size and usage pattern;
    • To store information about your preferences, and so allow us to customise our site according to your individual interests;
    • To speed up your searches;
    • To recognise you when you return to our site.
    • Remarketing - For example, once you have visited our website you may see InstaHost Solutions adverts to remind you of our products. We also use cookies to exclude existing customers from seeing our adverts.
    • You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

      However, you may delete cookies after each session, which removes the cookie file but allows you to access our site in all areas

      To clear existing cookies in Chrome:

    • Go to 'Tools Menu'
    • Click on 'Options'
    • Click on 'Under the Hood'
    • Under 'Privacy' section select "Show Cookies'
    • Under 'Privacy' section select "Show Cookies'
    • A new window should open called 'Cookies' In here you can see all the cookies within your Google Chrome Browser.
    • Click on "Remove All" to remove all traces of cookies'
    • Click on "Remove All" to remove all traces of cookies'
    • If you wish to only remove a certain cookie, simply highlight and click "Remove"'

    • Third party links

      Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

      Changes to this policy

      We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 15/09/2018. We will inform all customers of changes to this policy via Email, Support Notifications areas and Social Media

      How to contact us

      Please contact us if you have any questions about our privacy policy or information we hold about you: https://instahost.systems/contact.php or from the support system within your account area. You may also email our Data Protection Officer at DPO@instahost.co.uk or can also write to our registered address: DPO, InstaHost Solutions Ltd, 71 Shelton Street, Covent Garden, London, WC2H 9JQ

    We will acknowledge all requests, inquiries or concerns within 24 hours, and respond in full within thirty (30) days.