Privacy Policy

Last reviewed: 21 October 2026.

Who is responsible for your information?

Proxar Limited is the controller for personal information collected through managed-service-provider.co.uk and our business enquiries. We are registered in England and Wales under company number 06744401. Our registered office is Unit 1, 205 London Road, Sevenoaks, Kent TN13 1DW. Contact admin@proxar.co.uk for privacy questions or requests.

This notice covers website visitors and people contacting us about our services. Where we process information on a customer’s instructions when delivering managed IT services, the customer’s privacy information and our agreement with that customer also apply.

For a summary of storage on your device, see our Cookie Policy. You can also read our data protection complaints procedure.

Information we collect and why

Enquiries and business correspondence. We use your name, email address, message and any company or telephone details you choose to provide to answer questions, discuss requirements and manage our business relationship. The contact form requires a name, email address and message so we can respond. You do not have to submit an enquiry, but without the required details we cannot process it through that form. Please do not send passwords or sensitive system information. Submissions are emailed to sales@proxar.co.uk and are not automatically imported into a CRM.

Our lawful basis for handling business enquiries and communicating with business contacts is our legitimate interest in responding to requests and providing and managing our services. Where you personally request steps towards a contract, or are a party to a contract, we may instead need the information to take those steps or perform that contract. Sending an enquiry does not give blanket consent to advertising or unrelated uses.

Website delivery and protection. Technical information, such as IP addresses, requested pages, timestamps and browser information, may be processed by our website infrastructure and security providers to deliver pages, troubleshoot faults and prevent abuse. Our legitimate interest is maintaining a reliable and secure website. The contact handler uses an IP-derived identifier and a short-lived attempt counter to limit repeated submissions; it does not store the message in that counter.

Optional analytics. When enabled and accepted through our cookie controls, Google Analytics 4 helps us understand which pages are visited and how the website is used. It processes information such as page addresses, referring sites, page-view, scrolling and successful enquiry events, device/browser details, approximate location and cookie identifiers. We use approximate city-level reporting to understand our audience, including visitors in Kent. Location is inferred from your network connection and can reflect a mobile network or VPN endpoint rather than your actual location. These identifiers can distinguish visits; we do not describe this information as necessarily anonymous. Our lawful basis for this optional analytics processing is consent. We do not use Google Ads, Google signals or advertising personalisation. Google’s user-provided data collection feature is disabled. With analytics consent active when you submit and when measurement takes place, we count an enquiry after the website accepts it for sending. This enquiry event adds only an event type and a fixed form identifier to the usual analytics information. It does not include your name, email address, phone number or message. This measures acceptance for sending, not confirmed email delivery.

Legal obligations. We may retain or disclose relevant records where required by law, for example to meet accounting obligations. Where processing is necessary to establish, exercise or defend legal claims, we rely on our legitimate interest in protecting our legal position, unless a specific legal obligation applies.

We receive enquiry details directly from you, or from someone contacting us on your behalf. Technical information is generated when your device connects to the website. The public enquiry form and calculators do not make decisions with legal or similarly significant effects. Automated security controls can restrict suspicious traffic or repeated submissions; contact us by telephone or email if they prevent a legitimate enquiry.

Privacy requests and complaints. We use your contact details, relevant correspondence and proportionate identity or authority evidence to deal with your request, investigate concerns and explain the outcome. Our lawful basis is compliance with our data protection obligations. Please provide only information relevant to the matter.

Cookies and your choices

Optional Google Analytics is controlled through our cookie banner. When analytics is enabled, you can choose Accept analytics or Reject optional. Before acceptance, our consent loader blocks Google Tag Manager and Google Analytics. Advertising consent remains denied. You can change your choice at any time using Cookie settings. Refusing analytics does not prevent you from browsing or making an enquiry. If analytics is disabled site-wide, the banner is not displayed and the theme does not load these Google tags.

• msp-analytics-consent-v2: a first-party local-storage preference containing your choice, its time and the notice version. The website honours it for 180 days and then asks again. It is used to remember your privacy choice, not to analyse you. Browsers may retain an expired local-storage entry until it is replaced or you clear site data.
• _ga and _ga_*: optional first-party Google Analytics cookies used to distinguish visitors and maintain session information. Google’s default lifetime is two years and may refresh with activity; browser limits can shorten it. The 180-day consent preference is separate from this cookie lifetime.
• cf_clearance: a Cloudflare security cookie that records a successful security challenge so checks do not have to be repeated unnecessarily. Its expiry depends on our Cloudflare challenge settings and the check performed; it is not a fixed one-year lifetime for every visitor. It is separate from your analytics choice and is not removed when you reject analytics.
• Security and administration: WordPress login cookies apply to administrators who sign in. Hosting and security services may also use necessary storage to protect the site. These do not provide permission for optional analytics.

Withdrawing analytics consent stops subsequent collection through our loader and attempts to remove accessible first-party Google Analytics cookies. It does not automatically erase data already held by Google; contact us about a data-rights request. Clearing browser storage removes your saved choice. This website does not use Microsoft Clarity session replay.

Who receives information?

Relevant Proxar staff handle enquiries. Our email is hosted in Microsoft 365 Exchange Online, with our tenant’s Exchange Online data location set to the UK. Cloudflare provides website delivery and protection services; website hosting and technical support providers may process technical information needed to operate the site. Google receives analytics information only when that optional service is enabled and you accept it through our controls. Professional advisers or authorities may receive information where needed for a legal obligation or a legal claim. We do not sell or rent your personal information.

International processing

A UK email data location does not mean that every supplier operation or support activity takes place in the UK. Microsoft, Cloudflare and Google operate internationally and their service arrangements can involve processing outside the UK. Applicable UK adequacy regulations or appropriate contractual safeguards, such as approved international transfer terms, are required where relevant. Contact admin@proxar.co.uk for information about the arrangements applicable to your information and how to obtain details of the safeguards.

How long we keep information

Unsuccessful enquiries. We manage retention internally and delete unsuccessful enquiry correspondence and associated attachments 12 months after our last meaningful contact, unless a documented legal or incident-related reason requires longer retention.

Customer correspondence. Where an enquiry leads to a customer relationship, we retain relevant records according to the service relationship and applicable contractual, accounting and legal requirements. We consider whether the record is still needed to deliver services, explain decisions or resolve a claim.

Routine website logs. Our web server and reverse proxy rotate logs daily. The web server retains 14 rotated archives and the proxy retains 52. For continuously active logs, this normally represents approximately 14 and 52 days of history, plus the current log. Empty logs do not rotate, so inactive archives can remain longer. These routine logs are not copied into backups or forwarded to a central log store.

Incident and legal records. Where particular information is needed to investigate a security incident or meet a legal preservation requirement, we retain the relevant records for that purpose. The nature of the incident, investigation and applicable legal requirements determine how long those records are needed.

Google Analytics. User and event data retention is set to two months, with reset on new user activity disabled. This setting does not determine the retention of standard aggregated reports and is separate from analytics cookie lifetimes.

For consented enquiry measurement, the website creates a random, one-use confirmation receipt valid for five minutes. It contains no enquiry content and is checked by our server to prevent duplicate counts. The receipt is not sent to Google. Expired server records may remain until routine database cleanup.

The contact form’s rate-limit counter expires ten minutes after its last accepted counter update; expiry does not guarantee immediate physical deletion from the database. Consent preferences and cookie lifetimes are described above. You can contact admin@proxar.co.uk about the retention of a particular record or request its deletion.

Rights requests and privacy complaints. We retain the correspondence and relevant evidence for the time needed to investigate, respond, demonstrate how the matter was handled and deal with any related regulatory enquiry or legal claim. The circumstances, outstanding issues and applicable legal requirements determine the retention period. Contact us for the period or criteria applicable to your case.

Your rights

Depending on the processing and applicable conditions, you can request access to your personal information, correction, erasure, restriction of processing or a portable copy. You can withdraw consent at any time; this does not make earlier processing unlawful. These rights are not absolute and some records may need to be retained for a legal reason. Email admin@proxar.co.uk and explain your request. We may need proportionate information to verify your identity.

Requests can also be made by post to our registered office or by telephone on 0203 196 6566. You do not need to use a special form. We normally respond to rights requests without undue delay and within one month. If the law permits extra time or a pause, we will explain the reason and applicable timescale. We normally handle requests free of charge; any lawful exception will be explained.

Your right to object: you can object to processing based on legitimate interests for reasons relating to your situation. You can object to the use of your personal information for direct marketing at any time.

Concerns and complaints

You have the right to complain to us about our handling of your personal information. Email admin@proxar.co.uk, write to our registered office or telephone 0203 196 6566. Our complaints procedure explains what to include and how we respond.

We will acknowledge receipt within 30 days, investigate and keep you informed without undue delay, and explain the outcome. A complaint does not remove or postpone the separate deadline for a data-rights request. You also have the right to complain to the UK data protection regulator, the ICO. Visit the ICO complaints page or call 0303 123 1113.

Other websites and changes

External websites have their own privacy information. We update this notice when our website processing changes and show the review date above. If we introduce a new optional tracking purpose, we will explain it and request the relevant choice before enabling it.