Privacy Policy

1. Data Controller

Malwise is the data controller responsible for your personal data. If you have any questions about this Privacy Policy or our data practices, please contact us at:

Email: hello@malwise.co.uk

2. Information We Collect

We collect personal data that you voluntarily provide to us when you use our contact form or communicate with us. This includes:

• Name: To identify you and personalise our communications
• Email address: To respond to your enquiries and communicate with you
• Company name: To understand your business context (optional)
• Message content: The details of your enquiry or request
• Service interest: Your area of interest to help us provide relevant information

We do not collect any special category (sensitive) personal data.

3. How We Use Your Information

We use the personal data we collect for the following purposes:

• Responding to enquiries: To reply to your questions and provide information about our services
• Service delivery: To discuss and deliver cybersecurity services you have requested
• Communication: To send you relevant updates if you have subscribed to our mailing list
• Business administration: To manage our relationship with you and improve our services

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Legitimate interests: To respond to your enquiries and provide our services (Article 6(1)(f) UK GDPR)
• Consent: Where you have opted in to receive marketing communications (Article 6(1)(a) UK GDPR)
• Contract: Where processing is necessary for the performance of a contract with you (Article 6(1)(b) UK GDPR)

5. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Contact form enquiries: Retained for up to 2 years after our last communication, unless an ongoing business relationship exists
• Newsletter subscriptions: Retained until you unsubscribe or request deletion
• Client data: Retained for 6 years after the end of our business relationship for legal and regulatory purposes

After these periods, your data will be securely deleted or anonymised.

6. Data Sharing

We do not sell, trade, or rent your personal data to third parties. We may share your data only in the following circumstances:

• Service providers: With trusted third-party providers who assist us in operating our website and services (e.g., hosting providers), under strict data processing agreements
• Legal requirements: When required by law, regulation, or legal process
• Business transfers: In connection with a merger, acquisition, or sale of assets, with appropriate safeguards

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using TLS/SSL
• Secure storage with access controls
• Regular security assessments and updates
• Staff training on data protection

8. Your Rights

Under the 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 or incomplete data
• Right to erasure: Request deletion of your personal data ("right to be forgotten")
• Right to restrict processing: Request limitation of how we use your data
• Right to data portability: Request transfer of your data to another organisation
• Right to object: Object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at hello@malwise.co.uk. We will respond to your request within one month.

9. Cookies

Our website uses minimal cookies that are essential for the website to function properly. We do not use tracking cookies or third-party analytics that collect personal data.

Essential cookies may include:

• Session cookies to maintain website functionality
• Security cookies to prevent fraudulent activity

These cookies do not collect personal information and are deleted when you close your browser.

10. International Transfers

Your personal data is primarily stored and processed within the United Kingdom. If we need to transfer your data outside the UK, we will ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the updated policy on our website with a new "Last updated" date.

12. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk

Telephone: 0303 123 1113

We encourage you to contact us first so we can try to resolve any concerns directly.

13. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us: