This notice covers cyber-guardians.co.uk, the Cyber Guardians World client portal, contact workflows, support operations and optional first-party performance measurement.
1. Who controls your data
Cyber Guardians Ltd. is the controller for personal information collected through this website and client portal. Questions, rights requests and requests for the registered contact address can be sent through our contact form.
2. Information we collect
When you submit the contact form, we collect your name, work email, company, area of interest and the message you provide. Our hosting and security systems may process IP addresses, browser information, request times and security events. When you ask the AI helpbot a question, the question, a short conversation history and the title of the page you are viewing are processed to produce the answer and are retained for a limited period as described in Section 5.
Client portal accounts contain identity and access details needed to provide the service. You may optionally add a profile picture and choose account-level colour and spacing preferences. The processed profile picture is stored with your portal account; the original full-resolution file is resized in your browser and is not retained by the portal.
If you explicitly allow performance measurement, we collect first-party LCP, INP and CLS values with the page path and broad device class. These metric records do not contain your email, advertising identifiers or full user agent.
Please do not send special-category data, passwords, access tokens, incident evidence or other highly sensitive material through the AI helpbot or public contact form.
3. How and why we use it
- To answer enquiries and take steps you request before entering a contract.
- To answer helpbot questions about our services and route you to relevant information.
- To deliver agreed services and manage client relationships.
- To protect the site, prevent abuse and maintain audit records based on our legitimate interests and legal duties.
- To meet regulatory, tax, accounting or legal obligations.
We do not sell personal information or use contact-form or helpbot details for unrelated advertising. Where consent is the lawful basis, you may withdraw it at any time.
5. Retention and security
Website enquiries are normally retained for up to 24 months after the last meaningful contact, unless a contract or legal requirement justifies longer retention. Helpbot conversations (your question and the response given) are retained for a limited period — currently up to 90 days — to support service quality, abuse prevention and troubleshooting, then automatically and permanently deleted. They are not used for advertising, not sold, and are processed on infrastructure isolated from client portal accounts. Routine web security logs are normally retained for up to 30 days. Optional performance metrics are reviewed in aggregate and retained for no longer than 13 months. Portal profile pictures and appearance settings remain with the active account until changed, removed or the account is handled under the applicable service-retention process. Browser preferences remain until you clear them.
We use access controls, encryption in transit, rate limiting, monitoring and data-minimisation practices. No internet service can promise absolute security.
6. Your UK data protection rights
Depending on the circumstances, you may ask for access, correction, erasure, restriction, portability or objection, and may challenge solely automated decisions with legal or similarly significant effects. We may need to verify your identity and normally respond within one month.
7. Requests and complaints
Use our privacy request and complaint form to obtain a case reference and place your request in the controlled privacy register. We acknowledge data protection complaints no later than 30 days after receipt and aim to do so much sooner. Rights requests are normally answered within one month; where the law permits an extension, we will explain the reason and revised date.
We record the request type, contact details, relevant description, lifecycle dates and outcome to demonstrate accountable handling. Please do not include passwords, secret keys, special-category information or incident evidence in the public form. You may complain to the UK Information Commissioner’s Office at any time.
8. Children and automated decisions
This business website is not directed to children and we do not knowingly collect children’s data. We do not use website data to make solely automated decisions with legal or similarly significant effects.
9. Changes and contact
We may update this notice as services or law change and will publish the revised date here. Use the dedicated privacy case form for a rights request or complaint. General business questions can be sent through our contact form.