Privacy Policy

Last updated: March 2026
Effective date: March 2026

About this policy

This Privacy Policy explains how Intercloud9 Ltd (“Intercloud9”, “we”, “us”, “our”) collects, uses, stores, and shares your personal information. It applies to all personal data we process in connection with our website, events and webinars, client engagements, and general business activities.

Intercloud9 Ltd is the data controller. Our registered address is: First Floor, Black Country House, Rounds Green Road, Oldbury, West Midlands B69 2DG. You can contact us at hello@intercloud9.co.uk with any questions about this policy or about how we handle your personal data.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy sets out what data we collect, why we collect it, the lawful basis on which we process it, and your rights in relation to it.

What personal data we collect

Depending on how you interact with us, we may collect the following categories of personal data:

Website visitors

Technical data such as IP address, browser type, and pages visited (collected via cookies and analytics tools – see the Cookies section below)

Event and webinar registrants

Name
Email address
Organisation name and job title (where provided)
Whether you attended or did not attend the event

Website enquiries and contact form submissions

Name
Email address
Any information you choose to include in your message

Clients and prospective clients

Business contact details (name, email, phone, organisation)
Information shared in the course of a commercial engagement or pre-sales conversation

How we collect your information

We collect personal data in the following ways:

When you register for an Intercloud9 event or webinar via our website or a third-party registration platform
When you submit an enquiry or contact form on our website
When you correspond with us by email or telephone
When you engage with us in a commercial or pre-sales context
Automatically, via cookies and analytics tools when you visit our website
From publicly available sources such as LinkedIn or company websites, where relevant to a business development or client context

How we use your information and our lawful basis

Under UK GDPR, we are required to identify a lawful basis for each purpose for which we process personal data. The table below sets out our processing activities and the basis on which we carry them out.

Purpose	Data used	Lawful basis
Event / webinar registration	Name, email, organisation	Legitimate interests
Post-event follow-up (resources, recording)	Name, email	Legitimate interests
Ongoing marketing communications	Name, email	Consent
Website enquiries and contact form	Name, email, message content	Legitimate interests / Pre-contract
Analytics (website usage)	Anonymised / aggregated data	Legitimate interests
Compliance with legal obligations	As required by law	Legal obligation

A note on event registrant data: If you register for an Intercloud9 event or webinar, we will use your contact details to send you joining instructions, follow-up resources, and a recording link where applicable. This is carried out on the basis of legitimate interests. We will not add you to a standing marketing list or contact you about future events without your separate consent, unless you have opted in to receive such communications at the point of registration or subsequently.

Legitimate interests: Where we rely on legitimate interests as our lawful basis, we have assessed that our interests are not overridden by your rights and freedoms. You have the right to object to processing carried out on this basis. See Your Rights below.

Marketing communications

We will only send you information about future events, webinars, and resources if you have actively opted in to receive such communications. We will not use pre-ticked boxes or treat silence as consent.

You can withdraw your consent or opt out of marketing communications at any time by clicking the unsubscribe link in any email we send, or by contacting us at hello@intercloud9.co.uk. We will action your request promptly and in any event within 10 working days.

How we share your information

We do not sell your personal data. We will not share your personal data with third parties for their own marketing purposes.

We may share your data with the following categories of third party where necessary to deliver our services or meet legal obligations:

Service providers: including email platforms, website hosting providers, event registration tools, and analytics providers. These parties act as data processors on our behalf and are contractually required to process your data only on our instructions and not to retain it beyond what is necessary.
Professional advisers: including solicitors, accountants, and insurers, where necessary.
Regulatory authorities and law enforcement: where we are required to do so by law, court order, or regulatory requirement.
Business successors: in the event that Intercloud9 Ltd is acquired, merged with, or transfers part of its business to another entity, your data may be transferred as part of that transaction. We will notify you in advance of any such transfer where it materially affects how your data is used.

How long we retain your information

We retain personal data only for as long as is necessary for the purpose for which it was collected, or as required by law. Our general retention periods are as follows:

Event registrant data (without ongoing consent): retained for 12 months following the event, after which it is securely deleted unless you have opted in to future communications.
Event registrant data (with ongoing consent): retained until you withdraw consent or opt out.
Website enquiry and contact form data: retained for 24 months from the date of last contact, or for the duration of any resulting engagement.
Client and engagement data: retained for 6 years following the end of an engagement, in line with standard commercial and legal record-keeping obligations.
Website analytics data: retained in anonymised or aggregated form only; no personally identifiable data is stored beyond the session.

At the end of the relevant retention period, personal data is securely deleted or anonymised.

Your rights

Under UK GDPR, you have the following rights in relation to your personal data:

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete data.
Right to erasure: you may ask us to delete your personal data in certain circumstances.
Right to restrict processing: you may ask us to limit how we use your data in certain circumstances.
Right to data portability: you may ask us to provide your data in a structured, machine-readable format in certain circumstances.
Right to object: you may object to processing carried out on the basis of legitimate interests. We will cease processing unless we can demonstrate compelling legitimate grounds that override your interests.
Right to withdraw consent: where processing is based on consent, you may withdraw that consent at any time without affecting the lawfulness of processing before withdrawal.

To exercise any of these rights, please contact us at hello@intercloud9.co.uk. We will respond within one month of receiving your request, in line with our obligations under UK GDPR. There is no charge for exercising your rights in ordinary circumstances.

If you are not satisfied with how we handle your request, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

Cookies

Our website uses cookies and similar tracking technologies to understand how visitors use the site and to improve our content and services. These may include:

Essential cookies: necessary for the website to function correctly.
Analytics cookies: used to collect anonymised data about how visitors use the site (e.g. pages visited, time spent). We use this data in aggregate only.
Preference cookies: used to remember your settings and preferences.

You can control your cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of the website. For full details of the cookies we use, please refer to our Cookie Policy.

Security

We take the security of your personal data seriously and use appropriate technical and organisational measures to protect it against unauthorised access, loss, or misuse. These include access controls, encrypted communications, and regular review of our data handling practices.

No method of transmission over the internet or electronic storage is entirely secure. While we take reasonable precautions, we cannot guarantee the absolute security of data transmitted to us electronically.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or the services we offer. The date at the top of this policy indicates when it was last revised.

Where changes are material – for example, where we introduce a new purpose for processing your data – we will notify you directly by email where we hold your contact details, or via a prominent notice on our website, in advance of the change taking effect. We will not rely on your continued use of the website as acceptance of material changes to this policy.

Contact us and data protection queries

If you have any questions about this Privacy Policy, about how we handle your personal data, or wish to exercise any of your rights, please contact us at:

Intercloud9 Ltd First Floor, Black Country House Rounds Green Road Oldbury West Midlands B69 2DG

Email: hello@intercloud9.co.uk