Privacy Policy

We act as a controller for our website, enquiries, sales, customer administration, billing, our own marketing, security and business operations.When a customer uses our hosting, CRM, communication, AI-agent or automation services to handle the personal information of its own customers, staff, members, donors or users, that customer will usually be the controller and we will act as its processor. In that situation, the customer decides why and how the information is used, its privacy notice applies, and we process the information under the customer’s documented instructions and our data processing agreement.

Information you give us

• Identity and contact information, including your name, job title, organisation, email address, telephone number and postal address.
• Enquiry and project information, including the service you need, business type, goals, challenges, budget, timescale and any information included in a message or free-review request.
• Customer and contract information, including quotations, orders, project decisions, approvals, support requests and correspondence.
• Account and access information, including usernames, permissions and authentication records. Please do not send passwords through an ordinary contact form or email unless we have provided an approved secure method.
• Financial and transaction information, including invoices, payment status and limited payment references. Card or bank details are normally handled by the relevant payment provider rather than stored by us in full.
• Marketing preferences and records of consent, objections, opt-outs and communications.

Information collected through the website and services

• Technical information such as IP address, browser and device type, operating system, referring page, pages viewed, timestamps and security logs.
• Cookie, consent and embedded-content information, including choices made through our cookie controls and interactions with video or other third-party content.
• Service-usage and support information, such as system events, configuration, error logs, message delivery status and actions taken in an account.
• Customer-provided data processed within hosted websites, forms, CRM systems, inboxes, calendars, AI agents and automated workflows where we act as a processor.

Information obtained from other sources

We may receive information from an authorised colleague or representative, a referring partner, a customer-selected integration, a payment or communications provider, or publicly available business sources such as company websites, professional profiles and public registers. If we use publicly available business contact information for relevant business-to-business outreach, we record the source and respect objections and opt-outs.

Our public enquiry forms are not designed for special category information (for example health information) or criminal-offence information. Please do not include such information unless it is necessary and we have agreed an appropriate secure process. Where a customer’s service legitimately requires sensitive information, the customer is responsible for identifying the relevant legal condition and safeguards, and we process it only under an appropriate agreement and instructions.

UK data protection law requires us to have a lawful basis for each use. The basis depends on the circumstances.

We may send relevant information about our services where you have asked for it, consented, or where the law allows us to rely on legitimate interests. The Privacy and Electronic Communications Regulations apply to email, text and similar marketing. We seek consent where required and provide a clear way to opt out.

You have an absolute right to object to the use of your personal information for direct marketing. Use the unsubscribe option in a message or email admin@resource4uhub.com. We may keep a minimal suppression record so that we continue to respect your choice.

Our website uses technologies needed to operate securely and remember choices. Optional technologies are used only where permitted, and consent is requested before non-essential storage or access technologies are enabled. You can accept, reject or change optional choices through the cookie settings available on the website.

We share information only where necessary and subject to appropriate safeguards. Recipients may include:

• hosting, cloud infrastructure, backup, security and technical-support providers;
• CRM, communications, email, SMS, telephony, scheduling, automation and AI-service providers used to deliver an agreed service;
• payment, accounting, banking and fraud-prevention providers;
• customer-selected services and integrations, such as calendars, social channels, booking systems, CRMs or payment platforms;
• professional advisers, insurers, auditors and contractors who need access for a defined business purpose;
• regulators, law-enforcement bodies, courts or other parties where disclosure is required by law or needed to protect rights; and
• a purchaser, investor or successor in connection with a genuine business sale, reorganisation or due-diligence process, subject to confidentiality and data protection requirements.

We do not sell personal information. Customer conversations and business data are used to provide the agreed service and are not used by us to train a general-purpose AI model unless the relevant controller has given separate, explicit written instructions and a lawful basis has been confirmed.

We keep information only for as long as needed for the purpose collected, legal and tax obligations, security, support and the establishment or defence of claims. Our normal starting points are below; a legal hold, dispute, contract or controller instruction may require a different period.

Depending on the circumstances and lawful basis, you may have the right to:

• ask for access to your personal information and a copy of it;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information in certain circumstances;
• ask us to restrict how information is used in certain circumstances;
• object to processing based on legitimate interests and object at any time to direct marketing;
• receive certain information in a portable format or ask for it to be transferred;
• withdraw consent at any time where we rely on consent, without affecting earlier lawful processing; and
• ask for human intervention and challenge certain solely automated decisions, where applicable.

Rights are not absolute and may depend on the legal basis and circumstances. We may ask for information needed to verify identity and authority. We normally respond within one month and do not charge a fee unless the law allows it.

If your request concerns information controlled by one of our customers, contact that customer first. We will support the customer in responding where we act as its processor.

Please contact us first so we can try to resolve a concern. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority.ICO website: ico.org.uk/make-a-complaint  |  Telephone: 0303 123 1113