phantomhive®Last updated: 29 March 2026 · Phantomhive Ltd · Registered in England & Wales
Summary: Phantomhive Ltd is committed to protecting your personal data. We collect only what we need, use it only for the purposes you'd expect, and never sell it to third parties. This policy explains everything in plain English.
1. Who We Are
Phantomhive Ltd is a technology company registered in England and Wales, providing AI systems, automation, software development, IT infrastructure, and technology recruitment services. Our registered email is sales@phantomhive.co.uk.
For the purposes of UK GDPR and the Data Protection Act 2018, Phantomhive Ltd is the data controller for personal data collected through this website and our services.
2. What Data We Collect
Data you provide directly
- Name and email address when you submit a contact form or enquiry
- Phone number if provided voluntarily
- Company name and job title if provided
- Message content submitted through our contact form
- Email address if you subscribe to our newsletter
Data collected automatically
- IP address and approximate location
- Browser type and version
- Pages visited and time spent
- Referring website
We do not use cookies beyond what is strictly necessary for website functionality. We do not use advertising cookies or third-party tracking.
3. How We Use Your Data
- To respond to your enquiry — when you contact us, we use your details to reply and discuss your requirements
- To provide our services — for clients, to deliver the AI systems, automation, software or infrastructure you've commissioned
- To send our newsletter — only if you've explicitly opted in, and you can unsubscribe at any time
- To improve our website — aggregated analytics data helps us understand what's useful
- To comply with legal obligations — as required by UK law
We never sell, rent or share your personal data with third parties for marketing purposes.
4. Legal Basis for Processing
Under UK GDPR, we process your data on the following legal bases:
- Legitimate interests — responding to business enquiries and communicating with prospective clients
- Contract performance — processing data necessary to deliver services you've commissioned
- Consent — for newsletter subscriptions, which you can withdraw at any time
- Legal obligation — where required by applicable law
5. Data Retention
We retain enquiry data for up to 3 years from your last contact with us. Client service data is retained for 6 years as required by UK financial regulations. Newsletter subscriber data is retained until you unsubscribe. You can request deletion of your data at any time (see Section 7).
6. Data Security
We take data security seriously. Enquiry data submitted through our contact form is transmitted via encrypted HTTPS. We do not store payment card data. Access to client data is restricted to authorised Phantomhive personnel only.
For our AI and automation services: client business data processed by Phantomhive systems is processed on infrastructure you control. Our locally-deployed AI systems process your data within your own environment — it does not pass through Phantomhive servers.
7. Your Rights Under UK GDPR
You have the following rights regarding your personal data:
- Right of access — request a copy of the personal data we hold about you
- Right to rectification — request correction of inaccurate data
- Right to erasure — request deletion of your data
- Right to restrict processing — request we limit how we use your data
- Right to data portability — receive your data in a structured, machine-readable format
- Right to object — object to processing based on legitimate interests
- Right to withdraw consent — for newsletter subscriptions, at any time
To exercise any of these rights, email us at sales@phantomhive.co.uk. We will respond within 30 days.
8. Third-Party Services
Our contact form uses Web3Forms to deliver submissions to our email. Your submitted data passes through their service. Web3Forms is GDPR-compliant. We use Unsplash for website imagery — no personal data is shared with Unsplash. We use Google Fonts — font requests may log your IP. No other third-party data processors are used on this website.
9. Complaints
If you have concerns about how we handle your data, please contact us at sales@phantomhive.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
10. Changes to This Policy
We may update this Privacy Policy from time to time. The date at the top of this page reflects the most recent revision. Continued use of our website after changes constitutes acceptance of the updated policy.
11. Contact
For any privacy-related questions: sales@phantomhive.co.uk | 01785 550529
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