Privacy Policy
Last updated: 19 June 2026
This Privacy Policy explains how XVN Web Services (“we”, “us”, “our”) collects, uses, stores, and protects personal data when you use our website, purchase our services, or otherwise interact with us.
This policy is intended to comply with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018, and other applicable UK privacy laws.
1. Who We Are
J J Oakey t/a XVN Web Services
Suite 506 – MBE Leeds, 33 Great George Street, Leeds, UK, LS1 3AJ
Email: [email protected]
Telephone: 0800 112 5151
Website: xvnweb.com
For the purposes of UK data protection law, we are the “data controller” of your personal data.
2. The Information We Collect
We may collect and process the following categories of personal data:
Information You Provide Directly
- Name
- Business name
- Billing address
- Email address
- Telephone number
- Payment and invoicing details
- Account login credentials
- Website content and materials you provide to us
- Communications sent to us
Information Collected Automatically
When you use our website, we may automatically collect:
- IP address
- Browser type and version
- Device information
- Operating system
- Pages visited
- Time spent on pages
- Referral sources
- Cookies and tracking data
Hosting and Technical Data
As part of our hosting and web services, we may process:
- Domain registration details
- Server logs
- Email hosting data
- Website backups
- Security and access logs
3. How We Use Your Information
We use personal data for the following purposes:
- Providing website design and development services
- Providing web hosting and related technical services
- Managing customer accounts
- Processing payments and invoices
- Communicating with clients
- Providing support and responding to enquiries
- Monitoring and improving website performance
- Maintaining security and preventing fraud
- Complying with legal obligations
- Marketing our services where permitted by law
4. Legal Bases for Processing
Under UK GDPR, we rely on the following legal bases:
Contractual Necessity
Processing is necessary to provide our services or fulfil a contract with you.
Legitimate Interests
We may process data where necessary for our legitimate business interests, including:
- Improving services
- Maintaining security
- Preventing fraud
- Managing customer relationships
We ensure such interests do not override your rights and freedoms.
Consent
We rely on consent for certain marketing communications and non-essential cookies. You may withdraw consent at any time.
Legal Obligation
We may process data where required to comply with legal or regulatory obligations.
5. Cookies and Tracking Technologies
We use cookies and similar technologies to:
- Operate our website
- Remember preferences
- Analyse website traffic
- Improve functionality
- Support marketing activities
You can manage cookie preferences through your browser settings or our cookie banner.
Our separate Cookie Policy may provide additional details.
6. Sharing Your Information
We may share personal data with trusted third parties where necessary, including:
- Payment processors
- Domain registrars
- Cloud hosting providers
- IT and software service providers
- Analytics providers
- Professional advisers
- Legal or regulatory authorities where required
We require third parties to process personal data securely and lawfully.
We do not sell personal data to third parties.
7. International Transfers
Some of our service providers may process data outside the UK.
Where personal data is transferred internationally, we ensure appropriate safeguards are in place, such as:
- UK International Data Transfer Agreements (IDTAs)
- Adequacy regulations
- Standard contractual clauses
8. Data Retention
We retain personal data only for as long as reasonably necessary for:
- Providing services
- Legal, accounting, and tax requirements
- Resolving disputes
- Enforcing agreements
Retention periods may vary depending on the nature of the data and legal obligations.
9. Data Security
We implement appropriate technical and organisational measures to protect personal data, including:
- Secure servers
- Encryption where appropriate
- Access controls
- Firewall and malware protection
- Regular backups
- Monitoring and security procedures
However, no internet transmission or storage system can be guaranteed completely secure.
10. Your Rights
Under UK data protection law, you may have the right to:
- Access your personal data
- Correct inaccurate data
- Request erasure of data
- Restrict processing
- Object to processing
- Request data portability
- Withdraw consent
- Lodge a complaint with the Information Commissioner’s Office (“ICO”)
To exercise your rights, contact us using the details above.
11. Marketing Communications
We may send marketing communications where permitted by law or where you have consented.
You can opt out at any time by:
- Clicking the unsubscribe link in emails
- Contacting us directly
12. Third-Party Websites
Our website may contain links & integrations with third-party websites. We are not responsible for their privacy practices or content.
You should review their privacy policies separately.
13. Children’s Privacy
Our services are not directed at children under 13, and we do not knowingly collect personal data from children.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
Any changes will be posted on this page with an updated revision date.
15. Contact Us
If you have any questions about this Privacy Policy or how we handle personal data, contact:
J J Oakey t/a XVN Web Services
Suite 506 – MBE Leeds, 33 Great George Street, Leeds, UK, LS1 3AJ
Email: [email protected]
Telephone: 0800 112 5151
16. Complaints
If you are unhappy with how we process your data, you may contact the UK supervisory authority:
Information Commissioner’s Office
