Privacy Policy

1. Who We Are

PZYFER SOLUTIONS LIMITED is a provider of computer systems design and related services, specialising in computer integrated systems design and cipher grade data engineering. The company operates from 11 Forest Drive, WOODFORD GREEN - IG8 9NG, United Kingdom (GB). For the purposes of applicable data protection law, PZYFER SOLUTIONS LIMITED is the data controller in respect of the personal data that it collects through this website and in the course of its business.

This website was designed and developed by PzyferSol. The developer name appears here so that visitors understand who built the site as well as who operates it. PZYFER SOLUTIONS LIMITED remains responsible for the content, the data practices and the legal notices published on these pages.

We can be reached by email at assist@pzyfersol.buzz and by telephone at +12834448535. Written correspondence may be sent to the registered address given above. Full contact details appear again at the end of this policy.

2. Scope of This Policy

This policy applies to personal data that we collect through the website at www.pzyfersol.buzz, by email, by telephone and through our business relationships with clients, suppliers and partners. It also applies to personal data contained within the records that clients ask us to digitise, migrate, report on or archive, although in those situations we usually act as a processor on behalf of the client rather than as a controller.

Where we act as a processor for a client, the client remains the controller and is responsible for providing privacy information to the individuals whose data appears in the records. Our processing in that role is governed by the written agreement between the client and PZYFER SOLUTIONS LIMITED. This policy still describes the security and handling standards that we apply to all data under our control.

This policy does not apply to third party websites that may be linked from our pages. We have no control over those sites and we encourage you to read their privacy notices separately.

3. Personal Data We Collect

We aim to collect only the personal data that we genuinely need. The categories we may hold include the following groups.

• Identity data, such as your name, the organisation you represent and your role.
• Contact data, such as your email address, telephone number and postal address.
• Correspondence data, such as the content of enquiries, deck notes and support messages.
• Engagement data, such as project notes, instructions, approval records and delivery confirmations.
• Technical data, such as browser type, device type and general location derived from network information.
• Usage data, such as the pages you visit and the links you follow on this site.
• Financial data, such as billing contacts and payment references, where a client relationship exists.

We do not collect special category data through this website, and we do not ask visitors to provide it. If a client engagement involves records that contain special category data, that material is handled under a separate written instruction, with additional safeguards and restricted access.

4. How We Collect Personal Data

Most of the personal data we hold comes directly from you. When you complete the keypunch worksheet on the contact page, your note is opened in your own email client rather than being submitted to our servers, so this site does not store the content of your message. Once you send that email, we receive the information you have chosen to include.

We also collect data when you telephone the bureau, when you reply to our correspondence, when you sign a scoping deck or delivery note, and when you use our services. Technical and usage data may be collected automatically by our hosting environment as part of normal web operations, such as server logs that record a request time and a network address.

In limited circumstances we may receive personal data from third parties. For example, a colleague may introduce you by email, or a client may provide a contact list so that we can arrange delivery of a completed deck. We only accept such data where the sender has a lawful basis to share it.

5. Why We Use Personal Data

We use personal data for clearly defined purposes connected with running the bureau. Those purposes are listed below.

• To respond to your enquiries and provide the information you request.
• To prepare scoping decks, quotations and schedules for prospective work.
• To deliver, support and administer the services that clients engage us to perform.
• To maintain business records, control sheets and the lineage logs that underpin our verifier gate.
• To manage payments, invoices and accounting obligations.
• To meet legal, regulatory and audit requirements that apply to the company.
• To protect the security and integrity of our systems, premises and staff.
• To improve the content and usability of this website.

We do not use personal data for automated decision making that produces legal effects, and we do not build profiles for the purpose of selling them. The bureau does not sell data or rent contact lists.

6. Our Lawful Bases for Processing

Where the United Kingdom General Data Protection Regulation applies, we rely on one or more of the lawful bases set out in that legislation. The basis we use depends on the activity.

• Legitimate interests, for answering enquiries and running our business securely and efficiently.
• Contract, where processing is necessary to perform an agreement with you or to take steps at your request before an agreement is made.
• Legal obligation, where we must keep or disclose information to comply with the law.
• Consent, where we specifically ask for it, for example before sending a newsletter to a person who is not an existing client contact.

When we rely on legitimate interests, we balance those interests against your rights and expectations. We consider the nature of the data, the relationship we have with you and the impact that the processing could have. You may ask us for more information about how we carried out that balancing exercise.

7. Cookies and Similar Technologies

This website is built as a static set of pages. It does not set advertising cookies and it does not use cross site tracking for marketing purposes. Any cookies that are present are limited to those that are strictly necessary for the site to function or for security at the hosting layer.

Where strictly necessary cookies are used, they support basic functions such as page delivery and protection against abuse. They do not identify you by name and they are not used to build a behavioural profile. If we ever introduce analytics or similar tools that require consent, we will update this policy and provide an appropriate notice before those tools are activated.

You can control cookies through your browser settings. Blocking strictly necessary cookies may affect how the site works, but it will not prevent you from reading the pages or contacting the bureau by email or telephone.

8. Sharing Personal Data

We share personal data only where there is a proper reason to do so. Recipients may include the following categories of organisation.

• Hosting and information technology providers that keep our website and systems running.
• Professional advisers, including accountants and legal advisers, where advice is required.
• Payment and banking providers, where a client relationship involves invoicing.
• Regulators, courts and law enforcement, where disclosure is required by law or valid legal process.
• Insurers and auditors, where necessary to obtain cover or demonstrate compliance.

Every supplier that handles personal data on our behalf is engaged under a written agreement that sets out confidentiality, security and data protection obligations. We do not authorise suppliers to use personal data for their own purposes. We never sell personal data and we never trade it for marketing lists.

9. International Transfers

PZYFER SOLUTIONS LIMITED is based in the United Kingdom and provides services to operators in the United Kingdom and internationally. Personal data is normally stored and processed in the United Kingdom. Where a supplier or a client requires a transfer outside the United Kingdom, we put appropriate safeguards in place before the transfer occurs.

Those safeguards may include standard contractual clauses approved for the purpose, a transfer risk assessment, and additional technical measures such as encryption and access controls. Where a transfer would not be adequately protected, we will refuse it or put alternative local arrangements in place so that your data remains protected to the same standard.

10. How Long We Keep Personal Data

We keep personal data only for as long as it is needed for the purpose for which it was collected, or for as long as the law requires. Retention periods are set out in a schedule that our team follows.

• General enquiries: retained for up to twenty four months after the last correspondence.
• Client engagement records: retained for the life of the relationship and for a defined period afterwards to meet contractual and tax obligations.
• Control sheets and lineage logs: retained according to the audit and retention rules agreed with the client.
• Billing and accounting records: retained for the period required by applicable tax law.
• Server logs: retained for a short period and then securely removed.

When a retention period ends, personal data is securely deleted or anonymised so that it can no longer be linked to an identifiable person. Where data sits inside an encrypted archive on behalf of a client, the deletion is carried out according to the client instruction and confirmed in writing.

11. How We Protect Personal Data

Security is central to our work as a data bureau. We apply a layered approach that includes the following measures.

• Encryption of data in transit and at rest for records under our control.
• Access keyed to named individuals, with the principle of least privilege applied.
• Separation of encryption keys from the data that they protect.
• Double verification of batches before release, following our verifier gate standard.
• Logging of access and retrieval events so that activity can be reviewed.
• Regular testing of backup and restoration procedures.
• Staff training on confidentiality and secure handling of records.

No system is perfect, and we cannot guarantee that a security incident will never occur. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority and, where required, notify you without undue delay. We investigate every incident, record the findings and adjust our controls to reduce the risk of repetition.

12. Your Rights

Depending on the law that applies to you, you may have the following rights in relation to your personal data.

• The right to be informed about how your personal data is used.
• The right of access to the personal data that we hold about you.
• The right to have inaccurate personal data corrected.
• The right to have personal data erased where there is no continuing lawful reason for us to hold it.
• The right to restrict processing in certain circumstances.
• The right to object to processing based on legitimate interests.
• The right to data portability in respect of data provided to us under contract or consent.
• The right to withdraw consent at any time where processing is based on consent.

To exercise a right, contact us at assist@pzyfersol.buzz. We will respond within the time limit set by the applicable law, normally one month, and we may ask for proof of identity so that we do not release data to the wrong person. There is no charge for a reasonable request. If a request is clearly unfounded or excessive, we may refuse it or charge a reasonable fee for the administrative cost, and we will explain our reasoning.

Some rights are not absolute. For example, we may need to keep certain records to comply with a legal obligation, or to establish, exercise or defend legal claims. Where we cannot act on a request in full, we will explain the reason and any further options that are available to you.

13. Privacy for Children

This website and our services are intended for organisations and for adults acting in a business or professional capacity. We do not knowingly collect personal data from children. If you believe that a child has provided personal data to us, please contact the bureau at assist@pzyfersol.buzz so that we can investigate and remove the data where appropriate.

Where a client engagement involves records that contain data relating to children, those records are handled as sensitive material under the client instruction, with restricted access and enhanced controls. The bureau never uses such records for any purpose beyond the agreed service.

14. Marketing Communications

We send service updates and occasional bureau notes to existing client contacts where we have a lawful basis to do so. Every such message includes a clear way to opt out, and we honour opt out requests promptly. We keep a record of your preference so that you are not contacted again in error.

Where we do not have an existing relationship with you, we will ask for your consent before sending marketing messages, unless a limited exception applies. Withdrawing consent is as easy as giving it, and it does not affect the lawfulness of any processing carried out before the withdrawal.

15. Third Party Websites

Our pages may link to websites operated by other organisations, for example reference material, regulators or partner resources. Those websites are outside our control. They have their own privacy notices and their own practices, which we do not manage and cannot change. We encourage you to read the privacy notice of any site you visit after leaving ours.

A link from our site does not mean that we endorse the privacy practices of the destination site. If you believe that a site we link to handles personal data poorly, please tell us so that we can review whether the link should remain.

16. Changes to This Policy

We review this policy from time to time so that it continues to reflect the way we work and the law that applies to us. When we make a material change, we will update the effective date shown at the top of the page and, where the change is significant, we will provide a prominent notice on the website or contact affected parties directly.

We encourage you to check this page periodically so that you remain aware of how we protect personal data. Continued use of the website after a change takes effect indicates that you have read the updated policy.

17. Complaints and Regulators

If you are unhappy with how we have handled your personal data, please contact us first at assist@pzyfersol.buzz so that we have the opportunity to put matters right. We take every complaint seriously and we will investigate promptly and fairly.

If you remain dissatisfied, you have the right to complain to the Information Commissioner, which is the supervisory authority for data protection in the United Kingdom. In some circumstances you may also be able to complain to a supervisory authority in the country where you live or work, or where the alleged infringement took place.

18. How to Contact Us

For any question about this policy, or to exercise a data protection right, please use the following details. PZYFER SOLUTIONS LIMITED, 11 Forest Drive, WOODFORD GREEN - IG8 9NG, United Kingdom (GB). Email: assist@pzyfersol.buzz. Telephone: +12834448535. Our desk is open Monday to Friday, 09:00 to 17:30 London time.

This website is maintained by the developer PzyferSol on behalf of PZYFER SOLUTIONS LIMITED. If you notice a problem with the content or the way this page behaves, please report it to the bureau email address above and we will correct it.

Thank you for taking the time to read this policy. We are committed to protecting your privacy and to handling your personal data with the same care that we bring to every deck that passes through the verifier gate. Return to the bureau homepage.