Privacy Policy

1. Introduction

Own Web, a trading name of VM6 Networks Limited ("we", "us", or "our"), is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our web design and hosting services.

We are the data controller for the personal data we process, unless otherwise stated. Our registered office is in Hampshire, United Kingdom.

This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

2.1 Information You Provide Directly

We collect personal information that you voluntarily provide to us, including:

• Contact Information: Name, email address, phone number, business name, and postal address
• Account Information: Username, password, and security questions
• Payment Information: Billing address and payment method details (credit/debit card information is processed by our secure payment providers and not stored on our servers)
• Project Information: Content, images, and materials you provide for web design projects
• Communication Data: Information contained in correspondence with us via email, phone, or contact forms
• Domain Registration: Personal information required for domain registration (as mandated by ICANN and registry requirements)

2.2 Information We Collect Automatically

When you visit our website or use our services, we automatically collect:

• Technical Data: IP address, browser type and version, operating system, device information
• Usage Data: Pages visited, time spent on pages, links clicked, referring website
• Server Logs: Access logs, error logs, and bandwidth usage for hosting services
• Cookies and Tracking: Information collected through cookies and similar technologies (see Section 9)

2.3 Information from Third Parties

We may receive information from:

• Payment processors regarding transaction details
• Domain registrars and registry operators
• Analytics providers (Google Analytics, etc.)
• Social media platforms if you interact with our social media presence

3. Legal Basis for Processing

We process your personal data under the following legal bases:

Purpose	Legal Basis
Providing web design and hosting services	Contract performance
Processing payments	Contract performance
Domain registration	Legal obligation (ICANN requirements)
Marketing communications	Consent or legitimate interests
Customer support	Contract performance or legitimate interests
Fraud prevention and security	Legal obligation or legitimate interests
Website analytics	Legitimate interests

4. How We Use Your Information

We use your personal information for the following purposes:

• Service Delivery: To provide web design, development, and hosting services
• Account Management: To create and manage your account, authenticate users, and provide customer support
• Payment Processing: To process transactions and send invoices
• Communication: To send service-related notifications, technical updates, and respond to inquiries
• Marketing: To send promotional materials about our services (with your consent)
• Service Improvement: To analyze usage patterns and improve our services
• Legal Compliance: To comply with legal obligations, including tax and accounting requirements
• Security: To protect against fraud, abuse, and security threats
• Domain Services: To register, manage, and renew domain names on your behalf

5. How We Share Your Information

5.1 Service Providers

We share personal data with trusted third-party service providers who assist us in operating our business:

• Payment Processors: To process payments securely
• Domain Registrars: To register and manage domain names
• Hosting Infrastructure: Data centre and server providers
• Email Services: For sending transactional and marketing emails
• Analytics Providers: To analyze website usage (Google Analytics)
• Security Services: For SSL certificates, malware scanning, and DDoS protection

5.2 Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal obligations, court orders, or regulatory requirements
• Enforce our Terms of Service
• Protect our rights, property, or safety
• Investigate fraud or security issues

5.3 Domain WHOIS Requirements

Domain registration requires certain personal information to be published in the public WHOIS database as mandated by ICANN. You may opt for WHOIS privacy services where available.

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the acquiring entity.

6. Data Retention

We retain personal data for as long as necessary to fulfill the purposes outlined in this policy:

• Active Accounts: Data is retained while your account is active
• Closed Accounts: Personal data is retained for 6 years after account closure for legal and accounting purposes
• Marketing Data: Retained until you withdraw consent
• Server Logs: Typically retained for 90 days
• Backups: May be retained for up to 30 days
• Financial Records: Retained for 6 years in compliance with UK tax law

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data:

• Encryption: SSL/TLS encryption for data transmission
• Access Controls: Restricted access to personal data on a need-to-know basis
• Secure Servers: Hosting in secure, monitored data centres
• Regular Backups: Automated backup systems to prevent data loss
• Security Updates: Regular security patches and updates
• Staff Training: Employee training on data protection and security
• Firewall Protection: Network firewalls and intrusion detection systems

While we take reasonable precautions, no method of transmission over the internet is 100% secure. You are responsible for keeping your account credentials confidential.

9. Cookies and Tracking Technologies

9.1 What Are Cookies

Cookies are small text files stored on your device when you visit our website. We use cookies and similar technologies to improve your experience.

9.2 Types of Cookies We Use

• Essential Cookies: Required for website functionality (login, security)
• Analytics Cookies: Help us understand how visitors use our site (Google Analytics)
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Track visitors across websites for advertising purposes (with consent)

9.3 Managing Cookies

You can control cookies through your browser settings. Note that disabling cookies may affect website functionality. Most browsers allow you to:

• View and delete cookies
• Block third-party cookies
• Block cookies from specific sites
• Block all cookies
• Delete all cookies when you close your browser

10. International Data Transfers

Your personal data is primarily stored and processed within the United Kingdom. If we transfer data outside the UK, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses approved by the UK authorities
• Adequacy decisions recognizing equivalent data protection
• Other legally approved transfer mechanisms

11. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

12. Marketing Communications

We may send you marketing communications about our services if:

• You have given explicit consent, or
• You are an existing customer and we are marketing similar services (soft opt-in)

You can opt out of marketing communications at any time by:

• Clicking the unsubscribe link in any marketing email
• Contacting us at info@ownweb.co.uk
• Updating your preferences in your account settings

Note: You cannot opt out of service-related communications necessary for account management.

13. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by:

• Posting the updated policy on our website with a new "Last Updated" date
• Sending an email notification to registered users
• Displaying a prominent notice on our website

Your continued use of our services after changes constitutes acceptance of the updated policy.

15. Contact Information

15.1 Data Controller

Company: VM6 Networks Limited (trading as Own Web)
Email: info@ownweb.co.uk
Phone: 01962 634837
Address: Hampshire, United Kingdom

15.2 Data Protection Officer

For data protection queries, contact: info@ownweb.co.uk

15.3 Supervisory Authority

You have the right to lodge a complaint with the UK's supervisory authority:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Telephone: 0303 123 1113

16. Specific Service Information

16.1 Web Hosting Services

When you use our hosting services:

• Website files and databases are stored on our secure servers
• Server logs record access to your website
• Email sent through our servers may be logged
• You are responsible for the privacy of data you collect from your website visitors

16.2 Email Hosting

Email services are subject to UK lawful interception requirements. We do not routinely monitor email content but may be required to provide access to law enforcement under proper legal authority.

16.3 Website Analytics

We use Google Analytics to analyze website traffic. Google Analytics uses cookies and may collect:

• Pages visited and time spent
• Geographic location (country/city level)
• Browser and device information
• Traffic source and referrals

You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.