We value the privacy of our users and are committed to protecting it through our compliance with this privacy policy. This policy describes:

• The types of information we may collect from you or that you may provide when you visit our website, use our products, or services.
• Our practices for collecting, using, maintaining, protecting, and disclosing that information.

1. Data Transfer and Control #

For the purpose of providing our services and related support, it may be necessary for us to transfer your personal data outside of the European Union. In such cases, the data controller for this data for EU residents is us, trading as Hipposerve – Your World Online , with our registered offices located at Union House, 111 New Union Street, Coventry, CV1 2NT. All questions or requests regarding the processing of data can be emailed to dpo@hipposerve.co.uk.

2. Collection of Personal Information #

We collect information from you when you place an order for a service from us, respond to a survey, fill out a form for pre- / post-sales assistance, open a support ticket, or engage with our social media. As a domain registrar and web hosting service provider, we provide platforms for you to use, such as email, web hosting, and secure e-commerce. To fulfil requests for domain names, digital certificates, or other products or services, you may be asked to enter your name, email address, physical address, phone number, credit card information, organizational details, or other personal information.

2.1 Domain Name Specific Data #

As part of our duties as a domain name registrar, we are required to provide certain information about customers who register domain names with us to the relevant naming authority. This information will include personal data such as the customer’s name, address, and telephone number.

The relevant naming authority will make such information available to the public through publicly accessible directories of domain name owners.

It is a condition of the purchase of a domain name from us that the customer agrees to the transfer of his/her personal data to the relevant naming authority and agrees to the naming authority making that personal data available on a public database. We can provide our customers with details of the relevant naming authority upon request.

3. Use of Personal Information #

Your information will not be sold, exchanged, transferred outside of our group company, or given to any other company without your consent, other than for the purposes specified below:

3.1 To Process Applications for Our Products and Services #

Your information is used to provide our products and services, process orders, and conduct business transactions such as billing.

3.2 To Improve Customer Service #

Your information helps us to more effectively respond to your pre/post-sales requests and provide technical support.

3.3 To Send Renewal Notice #

The email address you provide for order processing may be used to send you renewal notices for your services.

3.4 To Send Periodic Emails #

We may send you periodic newsletters, new service updates, security updates, related product or service information, and status updates on maintenance windows or service availability.

3.5 To Inform You About Our Products and Services #

Based on your use of our products and services, we may send you information about offerings that may be of interest to you.

4. Processing of Data and Consent #

We will process your data for the purpose of performing our contract with you or the legitimate interest of our business. In other cases, we will request your consent for the processing of personal data you may submit. Refusal to provide personal data for certain products and services may hinder our ability to fulfil your order. Denial or withdrawal of your consent to use personal data or opting out of receiving information about our products and services may result in you not being made aware of sales promotions, renewal notices, periodic newsletters, new service updates, security updates, related product or service information, and maintenance or service availability updates.

5. Use of Cookies #

Click Here for details on how we use cookies.

6. Use of Application Logs #

We use Application Logs to enhance service functionality and user experience. Here’s how it works:

6.1 Data Collection #

When you use our services, our servers automatically collect data known as “Application Log Data.” This may include details such as your IP address, browser type, operating system, referring web page, pages you visited, your location, mobile carrier, device and application IDs, search terms, and cookie information.

6.2 Purpose #

The primary use of this data is for diagnosing issues, addressing customer concerns, and improving our services.

6.3 Data Retention #

Except as mentioned in section 8 concerning Data Retention, Application Log Data is pruned every month, ensuring only the last 12 months of data are retained.

7. Sharing of Information and Data Transfers #

Your privacy is paramount to us. Here’s our stance on information sharing:

7.1 No Selling or Trading #

Our personal information is not sold or traded with outside parties.

7.2 Third-Party Transfers #

We may transfer your data to trusted third parties for purposes outlined in section 3. These parties are bound by confidentiality terms that prohibit the selling, trading, or unauthorized use of your information.

7.3 Legal Compliance #

We may release information if it’s necessary to comply with legal obligations or to protect our rights, property, or safety. Except where prohibited, we aim to notify customers of law enforcement requests for their data.

7.4 Business Transfers #

In the event of a business transfer, such as a sale, merger, or acquisition, your personal information may be transferred to the new operators. We will inform you in such instances.

8. Data Retention #

Our approach to retaining your personal information is guided by necessity and legal obligations:

8.1 Retention Period #

We keep your personal information no longer than necessary for the purposes stated in section 2 or as required by law or regulations.

8.2 Specific Product Data #

Data related to the verification of products like SSL certificates and domain names is retained while you remain an active customer for these services. Post-customer status, this data is held for an additional five years before deletion.

8.3 Post-Request Deletion #

Even upon your request for data deletion or erasure, we may keep your data to the extent necessary for our legitimate business interests or to fulfil contractual obligations.

8.4 Secure Disposal #

After the retention period, your personal data is securely disposed of or anonymized to prevent loss, theft, misuse, or unauthorized access.

9. Managing Your Preferences and Consent #

9.1 Unsubscribing from Communications #

You have the option to stop receiving periodic emails from us. To do so, simply follow the unsubscribe instructions provided at the bottom of each email.

9.2 Withdrawal of Consent #

Should We process your personal data based on your consent, you are free to revoke this consent at any time. This can be done by reaching out to us using the contact details provided.

10. Accessing and Updating Your Personal Data #

10.1 Accuracy and Maintenance of Information #

You are obliged to ensure that the personal information you provide to Us is accurate, complete, and up-to-date. You should promptly update your information to maintain its accuracy.

10.2 Access and Modification Rights #

You possess the right to access and amend your personal data held by Us. Access or modification requests can be made through the customer control panel. Verification through identification may be required to confirm your identity as the data subject.

10.3 Consequences of Providing Inaccurate Information

Providing false, inaccurate, outdated, or incomplete information may lead us to suspend or terminate your account and discontinue any services, both currently and in the future.

11. Protecting Your Information #

11.1 Security Measures #

We employ various security strategies to safeguard your personal information, especially during transactions or when you submit or access your data. Sensitive information is protected through encryption, utilizing Secure Socket Layer (SSL) technology.

11.2 Retention of Transaction Information #

Post-transaction, your related information is retained to comply with audit requirements and assist with renewals.

11.3 Credit Card Processing #

We partner with trusted third parties for processing credit card payments. Your financial details, including credit card numbers, are securely shared with processors like Stripe, PayPal, and GoCardless Direct Debit for transaction purposes.

12. Compliance with Laws #

12.1 Commitment to Data Protection #

We are dedicated to protecting the personal information of its clients and adheres strictly to European laws. This includes compliance with the European Directive 95/46 on data protection and the free movement of such data.

13. Your Rights under UK and EU Privacy Laws #

13.1 Data Usage #

The personal data you provide is utilized solely for the purposes outlined in section 3 of this privacy policy.

13.2 Review and Accuracy #

You have the right to inspect the personal data we hold about you and ensure its accuracy.

13.3 Correction #

You may request corrections to your personal data if inaccuracies are discovered.

13.4 Erasure #

You can request the deletion of your personal data, acknowledging your right to be forgotten.

13.5 Data Portability #

You are entitled to transfer your personal data for your own uses.

13.6 Restrictions on Processing #

Under specific conditions, you may request that we limit the processing of your personal data.

13.7 Right to Object #

You have the right to oppose our processing of your personal data.

14. Appendix: Client Passwords and Login Credentials #

14.1 Purpose #

Occasionally, clients may be required to share their passwords and login credentials with us for service setup purposes. This appendix outlines our commitments regarding password security and client expectations.

Hipposerve’s Commitments #

•Never store passwords or login credentials in a format that is human-readable.
•Utilize passwords and login credentials solely for their intended purposes.
•Erase all records and emails related to the passwords or login credentials once the necessary task is completed.
•Inform the client upon task completion, allowing them to update their login credentials as deemed necessary.

Client Responsibilities #

•Transmit passwords or login credentials to Hipposerve via encrypted services, such as https://password.link.
•Refrain from sending passwords through email or text messaging.
•Change passwords before sending them to Hipposerve for enhanced security.

15. Policy Updates #

15.1 Notification of Changes #

We commit to informing our customers of any significant updates to our privacy policy by posting a notice and making the updated policy accessible through our online platforms.

16. Contact Information #

16.1 For Inquiries and Questions #

If you have any queries or concerns regarding our privacy policy, please reach out to us at:

Data Protection Officer
Hipposerve Digital Services Limited
Union House, 111 New Union Street, Coventry, CV1 2NT

Email: dpo@hipposerve.co.uk
Phone: +44 (0)330 043 1502