Last updated: 21 October 2026
Business Park Solutions Ltd (“we”, “us”, “our”) respects your privacy. This policy explains what personal data we collect through our website businessparksolutions.com and in the course of our business, why we collect it, how we look after it, and the rights you have. It is written to meet the requirements of the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 (PECR) and the Data (Use and Access) Act 2025. Where we deal with individuals in the Republic of Ireland, we also apply the EU General Data Protection Regulation.
1. Who we are
Business Park Solutions Ltd is the data controller for the personal data described in this policy.
- Registered address: 44 Collinward Gardens, Glengormley, Newtownabbey, BT36 6DS, Northern Ireland
- Company number: NI619119
- ICO registration number: ZC265874
- Email: contact@businessparksolutions.com
- Phone: 028 9590 7195
We are not required to appoint a Data Protection Officer. Any questions about this policy or your data can be sent to the contact details above.
2. The personal data we collect
2.1 Information you give us
- Contact form: your name, email address and the content of your message.
- Facebook and Instagram lead forms: if you respond to one of our adverts on Facebook or Instagram using an instant form, the details you submit (such as your name, email address, phone number, company name and the answers you give to our questions) are collected by Meta and passed to us. Meta may pre-fill some fields from your Facebook or Instagram profile, and you can check and edit them before you submit.
- Website chat (Vikki): the messages you type into the chat assistant on our website, the page you were viewing, the date and time, technical details of your connection (your IP address, the type of browser and device you are using, your browser language and an approximate location worked out from your IP address), if you have accepted analytics cookies a few more details your browser reports (such as your screen size, time zone, operating system version, device model, connection type, how many pages you viewed in this visit and which website or advert brought you to us), and any contact details you choose to give (name, business name, email address, phone number) so that we can call or email you back. Please do not type passwords, card numbers or other sensitive information into the chat.
- Backup live chat (tawk.to): if our own chat assistant is not available and you have accepted the “Functional” cookie category, you may be offered our backup live chat service instead (see section 4). It collects your name and email address (if you provide them), the content of the chat and any files you share.
- Email and phone: your contact details and whatever you tell us when you get in touch.
- Clients: names, job titles, business contact details, billing information and records of the services we provide, including support tickets.
2.2 Information collected automatically
- Website statistics: we use WP Statistics, which runs on our own server, to count visits. It records information such as pages viewed, referring website, browser and device type, and an anonymised or hashed version of your IP address. This information is not shared with any third-party analytics provider.
- Server and security logs: our web server records IP addresses, dates and times of requests and browser information to keep the site secure and to diagnose faults.
- Advertising measurement: we use Google Ads conversion tracking to see whether people who clicked one of our adverts went on to contact us (by sending our contact form, or clicking our phone number or email address). If you accept advertising cookies, this uses a cookie set by Google. If you do not, no cookies are set and Google receives only a basic signal without any identifier (for example that a page was viewed or an enquiry was made), which it uses to estimate advert results in aggregate. We do not use it to show you personalised adverts.
- Cookies and similar technologies: see section 9.
2.3 Data we process on behalf of our clients
When we provide IT support, managed services, cloud, backup or cybersecurity services, we may have access to personal data held on our clients’ systems (for example, their employees’ email accounts or their customers’ records). In those cases our client is the data controller and we act as their data processor. We only process that data on our client’s documented instructions and under a written agreement that meets Article 28 of the UK GDPR. If your data is held by one of our clients, please contact that organisation about your rights.
2.4 Our website chat assistant (“Vikki”)
The chat on our website is answered by Vikki, an automated assistant that we run ourselves on our own server in Northern Ireland. Your messages are processed on that server to generate replies; they are not sent to any third-party chat or artificial-intelligence provider. Vikki can answer general questions about our services, run a short IT health-check questionnaire, take your details and book a call back. It cannot access your computer or accounts, does not take payments, and does not make any decision about you that has a legal or similarly significant effect. You can ask to speak to a person at any time, or call us on 028 9590 7195. A member of our team may also join a chat and reply to you themselves; if they do, you will see that a person has taken over. If our server is unavailable, visitors may instead be offered our backup live chat provided by tawk.to (see sections 4 and 9); that backup is not run on our own server and loads only after you accept the “Functional” cookie category.
We keep chat transcripts for up to 30 days so that we can check the quality of Vikki’s answers (including by an automated review run on our own server) and improve the service; they are then deleted automatically. If you give us your contact details through the chat (for example to book a call back), we keep those as an enquiry under the retention periods in section 6. When a chat starts, our server also records your IP address, the type of browser and device you are using, your browser language and an approximate location (usually the country and region; the city shown can be inaccurate) worked out from your IP address. The location is worked out using a database held on our own server, so your IP address is not sent to any other company for this. We use this information to keep the chat secure and prevent abuse, to understand where enquiries come from, and to help our team follow up if you ask for a call back. It is kept with the chat transcript for up to 30 days; if you ask for a call back or leave your details, a copy is also included in the notification email sent to our team and is kept with that enquiry under section 6. IP location data is provided by DB-IP (https://db-ip.com). If you have accepted the “Analytics” category in our cookie banner, your browser also tells the chat when it starts about your screen size, time zone, languages, operating system version, device model, connection type, how many pages you have viewed on our site in this visit and which website sent you to us; if you did not accept analytics cookies, none of this is read. If you came from one of our adverts, we record which advertising campaign it was (not any personal identifier from the advert). We use these details to help our team understand and support you, for example to see whether you are on a mobile or a desktop computer. We do not collect anything designed to identify your device across visits or other websites.
Our team receives a copy of each finished chat by email and can read chats on a private, password-protected page, including while a chat is in progress, so that we can follow up enquiries, help you quickly and check the quality of Vikki’s answers. If you give us your email address in the chat, we may also email you a copy of the conversation. The chat does not set cookies; it uses your browser’s session storage to remember the conversation while the tab is open, which is cleared when you close the tab.
3. How we use your data and our lawful basis
We only use your personal data when the law allows us to. The table below explains what we do and the lawful basis we rely on.
| Purpose | Lawful basis (UK GDPR Article 6) |
|---|---|
| Responding to enquiries made through the contact form, Facebook or Instagram lead forms, the website chat assistant (or our backup live chat), email or phone | Legitimate interests (responding to people who contact us), or steps taken at your request before entering into a contract |
| Answering questions and booking call backs through our automated website chat assistant, and reviewing its transcripts to check and improve its answers | Legitimate interests (helping visitors who contact us, keeping the assistant accurate, and keeping the chat secure) |
| Providing IT services to clients, managing support tickets and client accounts | Performance of a contract |
| Invoicing, accounting and keeping tax records | Legal obligation |
| Keeping our website and systems secure, preventing spam and fraud | Legitimate interests (protecting our business and visitors) |
| Understanding how our website is used so we can improve it | Legitimate interests; consent where cookies are used (see section 9) |
| Measuring whether our Google adverts lead to enquiries | Consent (given through our cookie banner). You can withdraw it at any time. |
| Sending service updates and relevant information to existing clients | Legitimate interests, and PECR’s “soft opt-in” for similar services. You can opt out at any time. |
| Sending marketing to people who are not clients | Consent |
| Establishing, exercising or defending legal claims | Legitimate interests |
Where we rely on legitimate interests, we have balanced our interests against your rights and freedoms. You can ask us for more information about this assessment.
We do not collect special category data (such as health information) through our website, and we ask you not to send it to us. We do not make decisions about you based solely on automated processing, including profiling.
4. Who we share your data with
We do not sell your personal data. We share it only with trusted service providers who help us run our business, and only to the extent they need it:
- tawk.to, which provides our backup live chat service. It is used only if our own website chat assistant is not available, and only after you accept the “Functional” cookie category
- Google, which provides our advert conversion tracking (Google Ads). Your browser connects to Google’s servers, which receive your IP address. Google sets cookies only if you accept advertising cookies.
- Meta Platforms Ireland Limited, which runs our Facebook and Instagram adverts and lead forms. Meta collects the details you enter in our lead forms on our behalf and passes them to us. Meta also processes information about your use of Facebook and Instagram, including your interaction with our adverts, under its own privacy policy.
- CookieYes, which provides our cookie consent tool
- Our website hosting, email and IT infrastructure providers
- Our accountants, professional advisers and insurers
- Suppliers and vendors (for example, software licensing or hardware suppliers) where needed to deliver a service you have asked for
- Law enforcement, regulators or courts where the law requires us to
Our processors are bound by contracts that require them to keep your data secure and use it only on our instructions.
5. International transfers
Some of our service providers (including tawk.to, Google and Meta) may process data outside the UK, including in the United States. Our own website chat assistant runs on our own server in Northern Ireland and does not transfer your messages abroad. Where this happens, we make sure appropriate safeguards are in place as required by UK data protection law, such as:
- a UK adequacy regulation (including the UK Extension to the EU-US Data Privacy Framework, where the recipient is certified), or
- the ICO’s International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
Contact us if you would like more information about the safeguards used.
6. How long we keep your data
| Type of data | Retention period |
|---|---|
| Enquiries from people who do not become clients (website form, Facebook or Instagram lead form, details given to the website chat assistant or the backup live chat, email) | Up to 2 years from our last contact. Lead form submissions are also held by Meta for up to 90 days before Meta deletes them. |
| Website chat transcripts (Vikki) and the details recorded with them (IP address, browser and device, approximate location, and the browser details and campaign described in section 2.4) | Up to 30 days, then deleted automatically. Copies of a chat emailed to our team or to you are kept in the mailbox they were sent to; the team’s copies are deleted with our other enquiry emails (see the first row of this table) unless the chat became an enquiry. |
| Client contract, support and account records | For the length of the contract plus 6 years |
| Financial and tax records | 6 years from the end of the financial year they relate to |
| Website statistics | Up to 2 years, in anonymised or aggregated form |
| Server and security logs | Up to 90 days, unless needed to investigate an incident |
| Marketing preferences and opt-outs | Until you ask us to remove them. We keep a suppression record so we do not contact you again. |
When we no longer need your data, we securely delete or anonymise it.
7. How we keep your data secure
As an IT and cybersecurity provider, we take security seriously. Our measures include encryption in transit (HTTPS/TLS), access controls and multi-factor authentication, staff confidentiality obligations, regular patching and monitoring, and secure backups. If a personal data breach occurs that is likely to put your rights at risk, we will report it to the ICO within 72 hours of becoming aware of it. Where the risk to you is high, we will also tell you.
8. Your rights
Under UK data protection law you have the right to:
- Access: ask for a copy of the personal data we hold about you
- Rectification: ask us to correct inaccurate or incomplete data
- Erasure: ask us to delete your data in certain circumstances
- Restriction: ask us to limit how we use your data
- Data portability: receive the data you gave us in a machine-readable format, or ask us to send it to another organisation
- Object: object to processing based on legitimate interests, and to direct marketing at any time
- Withdraw consent: where we rely on consent, you can withdraw it at any time. This does not affect processing that took place before you withdrew.
To exercise any of these rights, email contact@businessparksolutions.com. There is normally no charge. We will respond within one month. For complex or multiple requests, we may extend this by up to two further months and will tell you if we do. We may need to confirm your identity before acting on a request.
9. Cookies
Cookies are small text files placed on your device when you visit a website. Under PECR, we only set cookies that are not strictly necessary if you agree to them. When you first visit our site, a banner lets you accept, reject or customise cookies by category. Our backup live chat and advert tracking only load after you accept the relevant category. Our own website chat assistant sets no cookies. You can change your choice at any time using the cookie settings button on our website, or by clearing cookies in your browser.
| Cookie | Provider | Purpose | Category | Duration |
|---|---|---|---|---|
| cookieyes-consent | CookieYes (set by our website) | Remembers your cookie preferences | Strictly necessary | 1 year |
| twk_uuid_* | tawk.to | Backup live chat only: identifies your browser so the live chat can keep your conversation | Functional | 6 months |
| TawkConnectionTime | tawk.to | Backup live chat only: manages the live chat connection | Functional | Session |
| twk_idm_key | tawk.to | Backup live chat only: keeps the live chat session working as you move between pages | Functional | Session |
| bpsVikki.session (session storage, not a cookie) | Business Park Solutions (our own website) | Keeps your chat conversation while the browser tab is open | Strictly necessary | Until the tab is closed |
| bpsVikki.health.v1 (session storage, not a cookie) | Business Park Solutions (our own website) | Remembers for a minute or two whether the chat server was available, so pages do not keep asking | Strictly necessary | Until the tab is closed |
| bpsVikki.visit.v1 (session storage, not a cookie; only if you accept analytics) | Business Park Solutions (our own website) | Counts the pages you view in this visit, so the chat team can see it if you start a chat | Analytics | Until the tab is closed |
| _gcl_au | Records that you arrived from one of our Google adverts so an enquiry can be counted | Advertisement | 3 months | |
| _gcl_aw | Stores the advert click identifier used to count enquiries from our adverts | Advertisement | 3 months |
Our website statistics tool (WP Statistics) is set up so that it does not rely on cookies. The table above may change as we update our website. Our cookie banner always shows the current list.
10. Third-party links
Our website and social media pages (including our Facebook page) may link to other websites. We are not responsible for how those sites handle your data, so please read their privacy policies.
11. Children
Our services are for businesses and are not aimed at children. We do not knowingly collect personal data from anyone under 18.
12. Complaints
If you are unhappy with how we have handled your personal data, please contact us first at contact@businessparksolutions.com so we can try to put it right. We will acknowledge your complaint within 30 days and respond without undue delay.
You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO):
- Website: ico.org.uk/make-a-complaint
- Phone: 0303 123 1113
- Northern Ireland office: ICO, 10th Floor, Causeway Tower, 9 James Street South, Belfast, BT2 8DN
If you are in the Republic of Ireland, you can also complain to the Data Protection Commission (dataprotection.ie).
13. Changes to this policy
We may update this policy from time to time. The “last updated” date at the top shows when it was last changed. Where changes are significant, we will make this clear on our website or tell clients directly.