Privacy Policy

Last updated: 18 October 2026

1. Introduction

Ballantine Technology respects your privacy and is committed to handling personal information responsibly, transparently and securely.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our website, contact us, request a quotation, become a client or use our services.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.

2. Who We Are

Ballantine Technology is an independent UK-based Microsoft IT consultancy providing cloud, infrastructure, endpoint management, automation, cybersecurity and remote technical support services.

For information collected for our own business purposes, we generally act as the data controller.

When providing services involving personal information controlled by a client, we may act as a data processor under the applicable agreement and documented instructions.

Contact:
Ballantine Technology
Email: info@ballantinetechnology.co.uk
Website: https://ballantinetechnology.co.uk

3. Personal Information We Collect

Depending on your interaction with us, we may collect:

• Your name, company name and job title.

• Email address and telephone number.

• Website contact form submissions.

• Enquiries, quotations and project information.

• Business correspondence.

• Billing, invoicing and payment records.

• Technical support requests and relevant system information.

• Information necessary to provide agreed consultancy services.

• Limited website usage and analytics information.

We only collect information reasonably necessary for the relevant purpose.

We do not intentionally request sensitive personal information through our website.

4. How We Use Personal Information

We may use personal information to:

• Respond to enquiries and prepare quotations.

• Communicate with prospective and existing clients.

• Deliver Microsoft IT consultancy and support services.

• Manage projects and client relationships.

• Process payments and maintain financial records.

• Operate and secure our website and business systems.

• Investigate security incidents or suspected misuse.

• Meet legal, tax and accounting obligations.

• Establish, exercise or defend legal rights.

We do not use client information obtained through technical access for unrelated purposes.

5. Lawful Bases for Processing

Depending on the circumstances, we may rely on:

Contract: Where processing is necessary to enter into or perform a contract with an individual.

Legal obligation: Where processing is required by applicable law.

Legitimate interests: Where processing is reasonably necessary to respond to business enquiries, manage business relationships, protect our systems or operate our consultancy, provided those interests are not overridden by individuals’ rights.

Consent: Where consent is required for a particular processing activity.

Where processing relies on consent, you may withdraw it at any time.

6. Website Contact Forms

Our website is built using Framer.

Information submitted through our website contact form is delivered to:

info@ballantinetechnology.co.uk

We use this information to respond to enquiries, understand business requirements and prepare quotations or proposals where appropriate.

Framer and relevant email or infrastructure providers may also process information necessary to operate the contact form and deliver messages.

Submitting an enquiry does not automatically subscribe you to marketing communications.

7. Client Systems and Technical Support

When providing Microsoft IT consultancy or technical support, we may require authorised access to client environments, including Microsoft 365, Azure, Intune, Entra ID, Windows Server, Active Directory and other agreed systems.

This may involve access to device information, configuration records, user accounts, technical logs and other information relevant to the agreed work.

Access is limited to authorised purposes.

Where we process personal information on behalf of a client, the applicable agreement and documented instructions govern our handling of that information.

Temporary administrative access is revoked when no longer required.

8. Information Security

We use appropriate technical and organisational measures to protect personal information.

These may include:

• Access controls and authentication.

• Restricted administrative permissions.

• Secure cloud services.

• Device and endpoint security.

• Security monitoring.

• Appropriate backup and recovery arrangements.

• Secure deletion procedures.

No internet-connected system can be guaranteed completely secure.

9. Sharing Personal Information

Ballantine Technology does not sell personal information.

We may share information with service providers and professional advisers where reasonably necessary to operate our business or deliver agreed services.

These may include:

• Microsoft cloud and productivity services.

• Framer website hosting and related services.

• Email and communications providers.

• Banks and payment providers.

• Accounting and professional advisers.

• Security and infrastructure providers.

We may also disclose information where required by law or where necessary to protect legal rights or investigate suspected fraud or security incidents.

Where required, appropriate data protection arrangements are put in place with organisations processing information on our behalf.

10. Payment Information

Ballantine Technology accepts the following payment methods:

• Bank transfer.

• Stripe / card payments.

• PayPal.

• Cryptocurrency.

Bank transfers are processed through the relevant banking institutions.

Card payments through Stripe and payments through PayPal are processed by those providers. We do not ordinarily receive or store full payment-card details processed through their systems.

Cryptocurrency transactions may be recorded on public blockchains. These records can be publicly accessible and generally cannot be deleted or altered by Ballantine Technology.

We retain appropriate payment, invoicing and accounting records for financial administration and legal compliance.

11. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, subject to applicable legal and contractual obligations.

Our general retention periods are:

• Website enquiries: Normally up to 12 months after the last communication where no business relationship is established.

• Unsuccessful quotations: Normally up to 12 months after the last communication.

• Client and project records: Normally retained during the client relationship and for up to six years afterwards where justified.

• Financial and accounting records: Generally retained for six years, or longer where required by law.

• IT support tickets and technical logs: Normally retained for up to 12 months after closure, unless longer retention is justified.

• Temporary client files and diagnostic exports: Normally securely deleted within 30 days of completing the relevant work, unless otherwise agreed or legally required.

• Temporary administrative credentials: Revoked or securely removed when no longer required.

• Security incident records: Retained for as long as reasonably necessary for investigation, security or legal purposes, potentially up to six years where justified.

• Marketing information: Retained while an appropriate lawful basis remains in place, subject to any necessary suppression records.

• Spam and unsolicited messages: Normally deleted within 30 days where identified as spam, unless limited information must be retained for security, fraud prevention or abuse investigation.

Where we act as a data processor, retention and deletion are governed by the applicable client agreement and documented instructions.

Historical information relating to discontinued services may be retained where necessary for contractual, legal or dispute-resolution purposes.

Information that is no longer required is securely deleted, anonymised or otherwise appropriately disposed of.

12. International Data Transfers

Some cloud, payment and infrastructure providers may process or store personal information outside the United Kingdom.

Where restricted international transfers occur, we take appropriate steps required by UK data protection law.

These may include applicable UK adequacy regulations or appropriate contractual safeguards.

13. Your Data Protection Rights

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

• Access personal information held about you.

• Request correction of inaccurate information.

• Request erasure in certain circumstances.

• Request restriction of processing.

• Object to certain processing.

• Request data portability where applicable.

• Withdraw consent where processing relies on consent.

These rights are subject to applicable legal conditions and exemptions.

To exercise your rights, contact:

info@ballantinetechnology.co.uk

We may need to verify your identity before responding and will comply with applicable statutory response deadlines.

14. Data Protection Complaints

If you have concerns about how Ballantine Technology handles personal information, please contact:

info@ballantinetechnology.co.uk

We will acknowledge data protection complaints within 30 days, investigate them appropriately and communicate the outcome without undue delay.

You also have the right to complain to the UK’s data protection regulator:

Information Commissioner’s Office (ICO)
https://ico.org.uk

15. Cookies and Website Analytics

Our website is hosted on Framer and uses Framer Analytics to help us understand website traffic and performance.

Framer Analytics is designed to provide privacy-focused website usage information without relying on conventional analytics cookies.

Our website and service providers may nevertheless use essential technical storage or similar technologies necessary for website functionality, security or service delivery.

If we introduce non-essential cookies or other technologies requiring consent, we will provide appropriate information and consent controls where required.

16. Third-Party Websites

Our website may link to external websites and services, including Microsoft, LinkedIn, Facebook and other relevant providers.

When you visit an external website, that organisation may process information under its own privacy policy.

We are not responsible for the privacy practices of independent third-party websites.

17. Automated Decision-Making and Policy Changes

Ballantine Technology does not currently use personal information to make solely automated decisions producing legal or similarly significant effects on individuals.

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

The current version will be published on our website with an updated revision date.

18. Contact

For privacy enquiries, data protection requests or complaints:

Ballantine Technology
Independent Microsoft IT Consultancy

Email: info@ballantinetechnology.co.uk
Website: https://ballantinetechnology.co.uk