ICO Registration Number: C1955185
You can verify this registration at ico.org.uk.
1. Who We Are
SafeFile Solution is a data wiping and device repair service based in Southampton, United Kingdom. We operate as a sole trader business providing secure data destruction, device repair, and IT support services to individuals and businesses.
Data Controller: SafeFile Solution, Southampton, United Kingdom
Contact: [email protected]
2. What Personal Data We Collect
When you contact us or use our services, we may collect the following:
- Contact details: Your full name, email address, phone number, and postal address
- Device information: Make, model, serial number, and condition of devices submitted for service
- Job records: Details of services performed, wipe certificates issued, and dates of service
- Payment information: Invoice records (we do not store card details)
- Communications: Emails, messages, or enquiries you send to us
3. Why We Collect It (Legal Basis)
We process your personal data on the following legal bases under UK GDPR:
- Contract performance: To fulfil the service you have requested (device wipe, repair, or certificate)
- Legal obligation: To maintain records required for GDPR compliance and audit purposes
- Legitimate interests: To respond to your enquiries and provide customer support
4. How We Use Your Data
- To process your booking and carry out the requested service
- To issue your Certificate of Destruction with your device details
- To send invoices and payment reminders
- To contact you about your job status or collection/return of your device
- To maintain GDPR-compliant records of data destruction activities
- To respond to enquiries submitted via our website or imail
We do not use your data for marketing without your consent, and we do not sell your data to third parties.
5. How We Protect Your Data
- All client device records are stored securely and access is restricted to SafeFile Solution only
- Physical devices in our possession are stored in a locked, secure location
- Electronic records are stored on password-protected devices
- We do not transmit personal data over unencrypted channels
- Wipe log files and certificates are retained securely for audit purposes
6. How Long We Keep Your Data
- Job records and certificates: Retained for 6 years (in line with UK GDPR accountability requirements and standard business record-keeping)
- Enquiry emails: Retained for 12 months then deleted
- Invoice records: Retained for 6 years (HMRC requirement)
7. Who We Share Your Data With
We do not sell, rent, or share your personal data with third parties for marketing purposes. We may share data only in the following limited circumstances:
- Legal requirement: If required to do so by law or a regulatory authority
- Payment processors: When processing payments via Stripe or similar (they have their own privacy policies)
8. Your Rights Under UK GDPR
You have the following rights regarding your personal data:
- Right of access: Request a copy of the data we hold about you
- Right to rectification: Ask us to correct inaccurate data
- Right to erasure: Ask us to delete your data (subject to legal retention obligations)
- Right to restriction: Ask us to limit how we use your data
- Right to object: Object to our processing of your data
- Right to portability: Request your data in a portable format
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.
9. Cookies
Our website may use basic cookies for functionality purposes only. We do not use tracking or advertising cookies. If you have any questions about cookies on this site, please contact us.
10. Changes to This Policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page will reflect any changes. Continued use of our services after changes constitutes acceptance of the updated policy.
11. How to Complain
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office:
Website: ico.org.uk
Helpline: 0303 123 1113
We would, however, appreciate the opportunity to address your concerns before you contact the ICO — please email us first at [email protected].
12. Contact Us
For any privacy-related questions or to exercise your rights:
- Email: [email protected]
- Website: safefilesolution.co.uk
- Location: Southampton, United Kingdom