Privacy Policy

Last updated: 27 July 2026

1. Introduction

WebMedic respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request a quotation or use our website repair, maintenance, hosting or support services.

For the purposes of UK data-protection law, the organisation responsible for your personal information is:

WebMedic is a trading name of Web UK Media Ltd
1b Stratford Court
Cranmore Boulevard
Solihull
B90 4QT
info@webmedic.co.uk

In this policy, “WebMedic”, “we”, “us” and “our” refer to the organisation identified above.

2. Information We Collect

The personal information we collect will depend on how you interact with us. It may include:

  • Your name
  • Business or organisation name
  • Postal address
  • Email address
  • Telephone number
  • Details submitted through our contact forms
  • Information about your website and the assistance you require
  • Communications between you and WebMedic
  • Quotations, invoices, payment records and transaction information
  • Website, domain, hosting or administration details supplied for support work
  • Technical information such as your IP address, browser type, device type and website usage
  • Cookie preferences and information collected through permitted analytics tools
  • Any other information you choose to provide to us

Please avoid sending passwords or other sensitive access information through an ordinary website enquiry form. Where access credentials are required, we may recommend a more appropriate method of providing them.

3. How We Collect Information

We may collect personal information:

  • When you complete a form on our website
  • When you contact us by email, telephone or another communication method
  • When you request a quotation or website health check
  • When you instruct us to provide a service
  • During the delivery of website repairs, maintenance, hosting or technical support
  • When you provide access to a website, hosting account, domain account or third-party service
  • Automatically through server logs, cookies and similar technologies
  • From publicly available sources where appropriate
  • From another person or organisation acting with your authority

If somebody contacts us on behalf of a business or organisation, we will normally assume they are authorised to discuss the relevant website or service unless we have reason to believe otherwise.

4. How We Use Personal Information

We may use personal information to:

  • Respond to enquiries and requests
  • Discuss, investigate and diagnose website problems
  • Prepare quotations and proposals
  • Provide website repairs, updates, maintenance, hosting and support
  • Communicate about current or proposed work
  • Administer customer accounts and ongoing services
  • Process payments and maintain financial records
  • Provide customer support and respond to complaints
  • Protect websites, accounts and services against fraud, misuse and security threats
  • Maintain backups and technical records where required
  • Improve our website, services and internal processes
  • Comply with legal, regulatory, insurance and accounting requirements
  • Establish, exercise or defend legal claims

We will not use personal information for purposes that are incompatible with those described above unless we have a lawful reason to do so.

5. Lawful Bases for Processing

UK data-protection law requires us to have a lawful basis for processing personal information. Depending on the circumstances, we may rely on:

  • Contract: where processing is necessary to provide a requested service or take steps before entering into a contract.
  • Legitimate interests: where processing is reasonably necessary to operate and protect our business, respond to enquiries, support customers or improve our services, provided those interests do not override your rights.
  • Legal obligation: where we must process or retain information to comply with the law.
  • Consent: where you have made a clear choice to allow a particular use of your information. You may withdraw your consent at any time.
  • Legal claims: where information is required to establish, exercise or defend a legal claim.

Where we rely on legitimate interests, those interests may include responding to business enquiries, delivering and improving our services, maintaining security, preventing fraud and keeping appropriate business records.

6. Website Enquiries

When you submit an enquiry through our website, we use the information provided to understand your request and respond to you.

Submitting an enquiry does not commit you to purchasing a service. We may retain the correspondence for a reasonable period so that we have an accurate record of the request, our response and any subsequent work.

Please do not include unnecessary confidential, financial, medical or other sensitive personal information within an enquiry.

7. Client Websites and Access Credentials

To provide website services, we may need temporary or ongoing access to systems such as:

  • Website administration accounts
  • Hosting control panels
  • Domain-registration accounts
  • Databases and file-management systems
  • Email-delivery services
  • Analytics and search tools
  • Payment, ecommerce or booking integrations
  • Backup and security systems

We will only use this access for authorised work and related technical administration.

Where practical, you should create a separate user account for WebMedic rather than sharing your own account. Access should be limited to the permissions reasonably required for the work.

Credentials should be changed or removed when access is no longer required. Customers remain responsible for ensuring that they are authorised to provide access to the relevant website, account and data.

8. Information Contained Within Client Websites

When repairing, maintaining, migrating or hosting a website, we may incidentally have access to personal information belonging to that website’s users, customers, employees or members.

For this information, the customer will normally remain the data controller and WebMedic will act as a data processor acting on the customer’s instructions.

We will only access or use such information where reasonably necessary to provide the authorised service, investigate a problem, protect the website or comply with the law.

Customers are responsible for ensuring that their collection and use of personal information is lawful and that appropriate privacy information is provided to their users. Where required, additional data-processing terms may be agreed separately.

9. Payments and Financial Records

Payments may be processed through banks, card processors or other payment providers. These providers may collect and process payment information under their own privacy policies.

WebMedic does not normally receive or retain complete payment-card details.

We retain invoices, payment records and related transaction information where necessary for accounting, taxation, dispute resolution and legal compliance.

10. Cookies and Website Analytics

Our website may use cookies and similar technologies. Cookies are small files placed on your device that can help a website operate, remember preferences and provide information about how it is used.

Some cookies are necessary for the website to function and cannot reasonably be disabled through our systems. Optional cookies, including non-essential analytics or advertising cookies, should only be used in accordance with your cookie choices.

Where analytics services are enabled, they may collect information such as:

  • Pages visited
  • Approximate location
  • Device and browser type
  • Referring website
  • Time spent on the website
  • Interactions with website features

Where required, optional cookies will not be placed until you have provided consent. You can review or change your choices through our cookie controls.

11. Who We Share Information With

We may share personal information with trusted organisations where reasonably necessary, including:

  • Hosting and cloud-service providers
  • Domain registrars
  • Email and communications providers
  • Website security, backup and monitoring services
  • Payment processors, banks and accounting providers
  • Professional advisers such as accountants, insurers and legal advisers
  • Contractors or technical specialists assisting with authorised work
  • Analytics providers where the relevant service and consent settings permit
  • Government bodies, regulators, courts or law-enforcement authorities where legally required

We only share the information reasonably required for the relevant purpose. Service providers acting on our behalf are expected to handle personal information securely and in accordance with applicable data-protection requirements.

We do not sell personal information.

12. International Transfers

Some technology providers may store or process information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal safeguard is in place. This may include an adequacy decision, approved contractual protections or another transfer mechanism recognised under UK data-protection law.

You may contact us if you would like more information about the safeguards relevant to a particular service.

13. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, security and dispute-resolution requirements.

The appropriate period will depend on the type of information and our relationship with you. In general:

  • Unsuccessful or non-customer enquiries will normally be reviewed and deleted when they are no longer reasonably required.
  • Customer correspondence and project records may be retained for the duration of the relationship and for a reasonable period afterwards.
  • Financial and transaction records will normally be retained for the period required by UK tax and accounting law.
  • Website access details should be deleted or access withdrawn when they are no longer needed.
  • Backups may retain deleted information temporarily until the relevant backup is securely overwritten.
  • Security logs may be retained for a limited period to investigate faults, misuse or attempted attacks.

We may retain limited information for longer where necessary to establish, exercise or defend legal claims or comply with a legal obligation.

14. How We Protect Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include:

  • Access controls and individual user accounts
  • Password-management procedures
  • Multi-factor authentication where available
  • Encrypted website connections
  • Security monitoring
  • Software updates
  • Backups
  • Restricted access to customer systems
  • Secure deletion or removal of access when no longer required

No internet transmission or storage system can be guaranteed to be completely secure. If we become aware of a personal-data breach, we will assess it and take the action required under applicable law.

15. Your Data-Protection Rights

Depending on the circumstances, you may have the right to:

  • Ask for confirmation that we process your personal information
  • Request a copy of the personal information we hold about you
  • Ask us to correct inaccurate or incomplete information
  • Ask us to delete personal information
  • Ask us to restrict how information is used
  • Object to particular types of processing
  • Request the transfer of information you provided in a portable format
  • Withdraw consent where processing is based on consent
  • Complain about how your information has been handled

These rights are not absolute and may be subject to legal exceptions. We may need to verify your identity before responding to a request.

To exercise a right, contact [PRIVACY EMAIL ADDRESS].

You also have the right to complain to the Information Commissioner’s Office. Information about making a complaint is available at www.ico.org.uk.

We would appreciate the opportunity to address your concern directly before you approach the ICO.

16. Children’s Information

Our services are intended for businesses, charities, schools, clubs and other organisations rather than for children acting independently.

We do not knowingly use this website to collect personal information directly from children. If you believe a child has submitted personal information to us without appropriate authority, please contact us.

When working on a client website containing information about children, the client remains responsible for ensuring that the information has been collected and published lawfully and in accordance with its safeguarding responsibilities.

17. Third-Party Websites

Our website may contain links to websites operated by other organisations. We are not responsible for the privacy practices, security or content of external websites.

You should review the privacy information provided by the relevant organisation before submitting personal information to it.

18. Marketing Communications

We will only send electronic marketing communications where we have an appropriate lawful basis and where applicable electronic-marketing rules permit us to do so.

You can ask us to stop sending marketing communications at any time by using an unsubscribe option where provided or contacting us directly.

Service messages concerning existing work, accounts, security or contractual matters are not marketing communications.

19. Automated Decision-Making

We do not use personal information collected through this website to make decisions that have legal or similarly significant effects through wholly automated processing.

20. Changes to This Privacy Policy

We may update this Privacy Policy when our services, technology or legal obligations change.

The latest version will be published on this page, and the “last updated” date will be amended accordingly. We recommend reviewing this policy periodically.

21. Contact Us

If you have a question about this Privacy Policy or how we use personal information, contact:

Web UK Media Ltd t/a WebMedic
1b Stratford Court
Cranmore Boulevard
Solihull
B90 4QT
info@webmedic.co.uk