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Privacy Policy

Last updated: Feb 16, 2024

Fentons Privacy Policy

Fentons is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use the Fenton’s Website. We will only use the information that we collect about you in accordance with the applicable national and international privacy laws including but not limited to the UK Data Protection Act 2018 and the EU General Data Protection Regulation 2016. We reserve the right to update and modify this Privacy Policy at any time and for any reason. You are encouraged to periodically review this Privacy Policy to stay informed of updates.


Personal data, or personal information, means any information about an individual from which that person can be identified whether directly or indirectly. It does not include data where the identity has been removed (anonymous data). It includes, for example, name, address, date of birth but also what you do for a living and who you work for and anything else that can be used to identify you as an individual.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, last name, title and gender, postal address, postcode, email address, telephone numbers including mobile phones and employment status.
  • Contact Data includes billing address, delivery address, email address and telephone numbers.
  • Financial Data includes bank account and payment card details.
  • Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
  • Technical Data includes internet protocol (IP) address used to connect your computer to the Internet and information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.
  • Profile Data includes your purchases or orders made by you, feedback and any survey responses.
  • Usage Data includes information about how you use our Website, products and services.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific Website feature or purchasing a specific service. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Policy.

We are also working closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, accountants, marketing agencies, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

No part of our Website is directed towards children below 13 years of age and we do not knowingly collect personal data from anyone under the age of 13. If we learn we have collected or received personal data from a child under 13 years without verification of parental consent, we will promptly delete that personal data from our database. If you believe we might have any personal data from or about a child under 13 years, please email us at

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our services). In such case, we may have to cancel the contract with or without notification.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us by emailing us at


We use different methods to collect data from and about you are including:

  • Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, ‘phone, email or otherwise. This includes personal data you provide when you:
  • apply for our products or services;
  • subscribe to our service or publications;
  • request marketing to be sent to you;
  • enter a competition, promotion or survey; or
  • give us some feedback.
  • Automated technologies or interactions. As you interact with our Website, we may automatically collect Technical Data about your equipment, browsing actions and patterns using Google Analytics. We collect this personal data by using cookies and other similar technologies. Please see our Cookie Policy for further details.
  • Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
  • Technical Data from the following parties:

(a) analytics providers such as Google based outside the UK;

(b) search information providers.

  • Contact, Financial and Transaction Data from providers of technical, payment and delivery services including credit reference agencies.
  • Identity and Contact Data from publicly available sources such as client websites, professional membership body websites, Companies House, the Land Registry and the Electoral Register based inside the UK.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract,we are about to enter into or have entered into with you and to provide you with the information, products and services that you request from us.
  • Where it is necessary for our legitimate interests(or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by emailing us at

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

We have set out below, in a table format, a description of the purposes for which we need to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Multiple purpose

Please note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please email us at if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please email us at

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest and duration of processing
To register you as a new client and to manage your relationship with Fenton’s and to manage your contract with us. Enquiries may come to us from you through our Website or via email, by telephone or in person. (a) Identity

(b) Contact

Performance of the Fenton’s contract with you necessary to provide the goods and services and to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly.
 Send you general (non-marketing) commercial communications. (a) Identity

(b) Contact

(a) Performance of a contract with you to help us perform the services, including contacting clients by post, email or telephone, responding to any complaints or enquiries, shipping deliveries to clients, visiting client sites, backing up client data on request using secure back up software and storage using secure online providers, to provide IT support and to manage client email solutions and other matters necessary to help us carry out the terms of the contract to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly.
To physically and remotely access client computers and data, manage the resale of email and VOIP services to clients and management of back-ups on secure online servers, email systems and cloud data to process and deliver our part of the contract. Any transfers of data are at the express request of the client.

When we resell VoIP services to clients we are able to see the client employee names stored within the online telephone system. When we resell email services to clients we have access to client emails.

We access and move data for clients when setting up new email accounts and computers for them.

We have access to client wireless access points which obtain personal data for guest wireless users on behalf of clients.

Information about your computer and about your visits to and use of this Website (including your IP address, geographical location, browser type, referral source, length of visit and number of page views).

(a) Identity

(b) Contact

(c) Technical

(d) Profile

(e) Usage

(a) Performance of a contract with you including contacting clients by post, email or telephone, shipping deliveries to clients, visiting client sites, backing up client data on request using secure back up software and storage using secure online providers, to provide IT support and to manage client email solutions.

(b) Necessary for our legitimate interests – In connection with any legal proceedings or prospective legal proceedings; in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk); and to the purchaser (or prospective purchaser) of any business or asset which we are (or are contemplating) selling.

Information relating to any transactions carried out between you and us on or in relation to this Website, including information relating to any purchases you make of our goods or services.

Issue invoices and collect and recover money owed to us.

(a) Identity

(b) Contact

(c) Financial

(d) Transaction

(e) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to issue invoices and to recover debts due to us – we may in this instance have to forward on your data to a third party debt collector, solicitor or direct access barrister. If this happens you will receive a notification from us before we do so.

Any receipt or transfer of funds will be via recognised secure payment systems. Fenton’s will securely destroy any financial information once used and no longer needed other than required by law.

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy.

(b) Asking you to leave a review or take a survey.

(c) To send you email notifications which you have specifically requested.

(a) Identity

(b) Contact

(c) Profile

(d) Marketing and Communications


(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated and to study how clients use our products/services and manage any enquiries and complaints).

(d) Consent. Fenton’s will seek your explicit consent in writing if it has not already received your consent to opt in to any marketing purpose and for any new marketing purpose. You may withdraw their consent previously given at any time by email or letter or similar method used to obtain your consent.

To enable you to partake in a prize draw, competition or complete a survey.

Information that you provide to promote the Company on its own Website and its marketing activities, and for the purpose of subscribing to our Website services, email notifications and/or newsletters (including title, forename, surname, postal address, postcode, email address, telephone numbers including mobile phones and employment status).

(a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to study how clients use our products/services, to develop them and grow our business).

We collect a limited amount of data from our Website Users which we use to help us to improve your experience when using our Website and to help us manage the services we provide. This includes information such as how you use our Website, the frequency with which you access our Website, and the times that our Website is most popular. It may also include your IP address, geographical location, browser type, referral source, length of visit and number of page views.

To administer and protect our business and our Website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data). Enable your use of the services available on the Website. Deal with enquiries and complaints made by or about you relating to the Website.

(a) Identity

(b) Contact

(c) Technical

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise).

To deliver relevant Website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you and Improve your browsing experience by personalising the Website. (a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

(f) Technical

Necessary for our legitimate interests (to study how clients use our products/services, to develop them, to grow our business and to inform our marketing strategy).
To use data analytics to improve our Website, products/services, marketing, client relationships and experiences. (a) Technical

(b) Usage


Necessary for our legitimate interests (to define types of clients for our products and services, to keep our Website updated and relevant, to develop our business and to inform our marketing strategy).

We may have to disclose and share your personal data with certain third parties and legal entities as described below to enable us to perform the purposes set out in the table above. We do not sell any personal data under any circumstances whatsoever. We disclose only that personal data that is necessary for the third party to deliver their specific service and we take all reasonable measures to ensure they keep your data fully secure and not use it for any purpose other than the one under which it was disclosed. All third parties are carefully screened so we can ensure that there are adequate controls in place in accordance with applicable laws.

  • Third-Party Service Providers

We may share your information with third parties that perform or provide services for us or on our behalf, as follows -.

  • Service providers acting as processors based in the UK who provide VOIP, telephone, communication and broadband services for clients (Inclarity Communications Ltd), (Gamma Business Communications Ltd), and marketing services (TBD).
  • Service providers acting as processors based in the UK who provide backup services (Microsoft), (Datto), (Barracuda)
  • Professional advisers based in the UK who provide HR consultancy, banking, legal, insurance, accounting services (The Martlet Partnership LLP).
  • Third-Party Marketing

We currently have no intention of sharing data with third parties for marketing purposes however if that changes we will get your express opt-in consent before we share your personal data with any third party for marketing purposes. However, we may independently use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you.

  • Third-Party Links

This Website does not currently have any links to third-party websites, plug-ins and applications that would transfer any personal data. If this were to change, we will let you know but please be advised that clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control third-party websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the Privacy Policy of every website you visit.

  • Third-Party Business Partners

We may share your personal data with our subsidiaries, successors, or related companies for the purposes described in our respective privacy policies, and to offer, provide, and improve our products and services. We may also need to transfer some of your personal data in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding.

  • By Law or to Protect Rights

If we believe the disclosure of your personal data is necessary to respond to legal process, to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of others, we may share your personal data as permitted or required by any applicable law, rule, or regulation in the following manner –

  • HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
  • Fraud prevention agencies, credit reference agencies, HM Courts & Tribunals Service.

We may use cookies, web beacons, tracking pixels, Google analytics and/or other tracking technologies on our Website to help customise our services and improve your user experience. However, when you access our Website, your personal information is not collected through the use of any tracking technology. Further, we may at times include or offer third party products or services on our Website. These third-party Websites or software may use cookies or similar tracking technology to help manage and optimise your online experience with us. Please note this Privacy Policy will not be applicable in case of any such third-party software and their associated cookies policy. Clinical Metrics bears no responsibility or liability for the content and activities of these third-party links or Websites. Please take a look at our Cookies Policy to learn more.


We do not transfer your personal data outside the UK to be used by any other party. We do however partner with Microsoft based in the US, a cloud-based email and storage system. This will therefore involve transferring your data outside of the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data
  • Where we use certain service providers, we may use specific contracts which give personal data the same protection it has in the UK
  • Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the UK and the US.

Please email us at if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.


We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We will store all the personal information you provide on our secure (password- and firewall- protected) servers. All electronic transactions you make to or receive from us will be encrypted using SSL technology. Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internetYou are responsible for keeping your password and user details confidential. We will not ask you for your password.

In addition, we limit access to your personal data to those employees, agents and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.


We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. We review the personal data that we hold every 6 months.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we must keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for accounting, tax and legal purposes. This also helps us, for example, if there is a complaint about our Services, to respond to you in full.

Details of retention periods for different aspects of your personal data are available from us by emailing us at

In some circumstances you can ask us to delete your data: see Request erasure in section 9 below for further information.

In other circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

The personal information we store that relates to our clients is stored in

  • 1Password Enterprise encrypted vault
  • Microsoft SharePoint Online
  • Microsoft Exchange Online
  • Autotask Professional Services Automation

We store the name and business address of clients with our hardware/software/service suppliers. This list is limited to large online retailers.

We store client names and email addresses in Mailchimp to contact them with business related updates. We only contact clients that we do business with.


Under the applicable data protection laws including EU GDPR and Data Protection Act 2018, you possess a number of rights in relation to your personal data. These rights include:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

We are committed to upholding these rights at all times. If you wish to exercise any of these rights, please email us at with sufficient details so that it allows us to (a) verify that you are the person about whom we have collected personal data, and (b) understand, evaluate, and respond to it as soon as possible. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or requires copies of previously provided information. Alternatively, we may refuse to comply with your request in these circumstances.

In the event of manifestly unfair or excessive requests we may refuse to respond to the request and any such refusal will be notified to you with a reason for the refusal along with information as to your rights to complain to the ICO or judicial authority within one month of such a request being received.


As per GDPR guidelines, Fenton’s has a “Data Protection Officer” (DPO) who is responsible for all matters relating to privacy and data protection and they can be reached as per the details given below –

Full name of legal entity: Fenton I.T Limited T/A Fentons IT

Registered with the Information Commissioner’s Office under registration reference: ZA333152

Name or title of Data Protection Officer: Jill Warburton

Email address:

Postal address:

Fenton IT Limited
Courtwick Lane,
West Sussex,
BN17 7TL

Telephone number: 01903 786287

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues ( We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

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