Privacy Policy

1. Who we are

XVN Web Services ("XVN", "we", "us", "our") is a sole trader business trading from Suite 506, MBE Leeds, 33 George Street, Leeds, LS1 3AJ, United Kingdom. We are the data controller for the personal data described in this policy.

This policy explains how we collect and use personal data when you visit xvnweb.com (the "Site"), request a quote, or become a customer. It's written to reflect what the Site actually does today; if that changes (for example, if we add analytics, accounts or online checkout), we'll update this policy to match.

2. Data we collect

We collect personal data in the following ways:

• Contact and quote requests. The form on the Site opens your own email application, addressed to us, with the details you typed (name, email address, current website URL and project message) pre-filled into a draft. The message is sent from your own email account to [email protected] — it does not pass through or get stored on our servers before you send it. We then receive and process it like any other email you send us.
• Direct contact. If you email or phone us directly, we collect whatever details you provide in that conversation.
• Becoming a customer. If you order a Service, we collect the billing, contact and project details needed to deliver it (such as your name, business name, address, and payment confirmation from our payment provider — we do not receive or store your full card number). Where a Service involves a domain, hosting account or similar, we also hold the technical account details needed to run it.

3. Server logs

Like virtually any website, our hosting infrastructure automatically records standard web server logs when you visit the Site — such as your IP address, browser type, the page requested, and the date and time. We use these logs only for security, troubleshooting and keeping the Site running, and do not currently combine them with any analytics or advertising profile.

4. Cookies and local storage

The Site does not currently set any cookies or use any third-party analytics or advertising trackers.

The hosting price configurator on the homepage saves your selected plan, billing cycle and add-ons in your browser's local storage so it's remembered if you come back. This information stays on your own device — it is not sent to us or shared with anyone unless you go on to submit a quote request.

Loading the Site also loads web fonts from Google Fonts (see Section 7), which may involve Google processing your IP address to serve the correct font files.

5. How we use your data

• To respond to enquiries and quote requests
• To provide, bill for and support the Services you order
• To register, renew or transfer domain names on your behalf
• To send Service-related communications (e.g. renewal reminders, payment issues, support updates)
• To keep the Site secure and working properly
• To meet our legal and accounting obligations

We don't use your data for automated decision-making or profiling that produces legal or similarly significant effects on you.

6. Our legal basis

Under UK GDPR, we rely on the following legal bases: contract (to provide a Service you've ordered), legitimate interests (to respond to enquiries, keep the Site secure, and run our business, balanced against your rights), and legal obligation (for example, keeping records required for tax purposes). Where we ever ask for your consent — for example, for marketing emails you haven't otherwise agreed to as part of a Service — you can withdraw it at any time.

7. Sharing your data

We don't sell your personal data. We share it only where necessary, with:

• Payment processors, to take payment for Services you order
• Domain registries and ICANN, where required to register or manage a domain in your name
• Hosting, infrastructure and email delivery providers, who help us run the Site and deliver our Services
• Google Fonts (Google LLC), which serves the web fonts used on the Site and may process visitors' IP addresses to do so
• Professional advisers or authorities, where required by law or to protect our legal rights

Each of these third parties only processes your data as needed to provide their service to us.

8. International transfers

Some of the providers listed above (such as Google) may process data outside the UK. Where that happens, we rely on appropriate safeguards, such as the UK's International Data Transfer Addendum or the provider's own certified compliance mechanisms, to keep your data protected to a UK standard.

9. How long we keep data

We keep enquiry and quote data for as long as reasonably needed to respond to you and for a limited period afterward in case you follow up. Customer and billing records are kept for as long as your Service is active and afterward as required by UK tax and accounting law (generally up to 6 years). Server logs are retained for a limited period for security purposes and then rotated out.

10. Your rights

Under UK GDPR, you have the right to: access the personal data we hold about you; ask us to correct or delete it; restrict or object to certain processing; ask for your data in a portable format; and withdraw consent where we rely on it. To exercise any of these, contact us using the details in Section 15 and we'll respond within the timeframes required by law.

You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), though we'd appreciate the chance to sort out any concern directly first.

11. Domain registration data

Where we register a domain for you, the registry requires certain registrant contact details (such as name and email) to be held and, unless WHOIS privacy applies, may be published in the public WHOIS record. WHOIS privacy is included at no extra charge on domains we register for you where the registry supports it — see our Terms of Service for details.

12. Children's privacy

Our Services are intended for businesses and individuals aged 18 or over. We do not knowingly collect personal data from children.

13. Security

We take reasonable technical and organisational steps to protect the personal data we hold, appropriate to its sensitivity. No method of transmission or storage is completely secure, but we work to keep risks to a minimum and to respond quickly if something goes wrong.

14. Changes to this policy

We may update this policy as our Site and Services evolve — for example, if we introduce analytics, customer accounts or online checkout. We'll update the "Last updated" date above whenever we do, and for significant changes we'll make reasonable efforts to bring them to your attention.

15. Contact us

Questions about this policy or your data? Contact us at [email protected], 0800 112 5151, or by post at Suite 506, MBE Leeds, 33 George Street, Leeds, LS1 3AJ, United Kingdom.