PRIVACY POLICY - FULL VERSION

PEAK Network Solutions Limited
Last updated: 24/11/2025

 

1. Introduction

PEAK Network Solutions Limited ("we", "us", "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you interact with our website, use our services, or engage with us in any other way.

We are a data controller registered with the Information Commissioner's Office (ICO).

Company Details:

  • Legal Entity: PEAK Network Solutions Limited

  • Company Number: 14780131

  • ICO Registration Number: ZB666682

  • Registered Address: Unit 9, Chorley West Business Park, Ackhurst Road, Chorley, Lancashire, PR7 1NL

  • Email: helpdesk@peaknetworks.co.uk

  • Data Protection Contact: DPO@peaknetwork.co.uk

 

2. Information We Collect

We collect and process the following categories of personal data:

2.1 Information You Provide Directly

  • Contact Details: Name, email address, phone number, job title, company name, business address

  • Enquiry Information: Details you provide through contact forms, quotation requests, or service enquiries

  • Communication Records: Information shared during phone calls, emails, meetings, or networking events

  • Payment Information: Billing details, payment card information (processed securely by our payment provider), invoicing details

  • Service Information: Details necessary to provide our services, including project requirements and preferences

  • Marketing Preferences: Your communication preferences and consent records

2.2 Information We Collect Automatically

When you visit our website, we may automatically collect:

  • IP address and location data

  • Browser type and version

  • Device information and operating system

  • Pages visited and navigation paths

  • Time and date of visits

  • Referral source (how you found our website)

  • User behaviour and interaction data

This information is collected through cookies and similar technologies (see our separate Cookie Policy for details).

2.3 Information from Third Parties

We may receive personal data from:

  • Business referrals and introductions

  • Networking events and conferences

  • Publicly available sources (e.g., LinkedIn, company websites)

  • Our clients (when they refer you to us or provide your details for project collaboration)

When we receive data from third parties, we ensure they have obtained it lawfully and have the right to share it with us.

 

3. How We Use Your Personal Data

We process your personal data for the following purposes:

3.1 Service Delivery and Customer Support

  • Responding to your enquiries and providing quotations

  • Delivering our marketing, digital solutions, and lead-generation services

  • Managing our contractual relationship with you

  • Providing ongoing customer support and account management

  • Processing payments and managing billing

Legal Basis: Contract performance, legitimate interests (providing quality service)

3.2 Marketing and Business Development

  • Sending email newsletters and promotional communications (with your consent)

  • Identifying potential business opportunities

  • Conducting market research to improve our services

  • Building relationships with prospective clients

  • Attending and following up from networking events

Legal Basis: Consent (for email marketing), legitimate interests (business development)

3.3 Website Performance and Analytics

  • Analysing website traffic and user behaviour

  • Improving website functionality and user experience

  • Understanding how visitors interact with our content

  • Optimising our digital marketing efforts

Legal Basis: Consent (for analytics cookies), legitimate interests (website improvement)

3.4 Advertising and Remarketing

  • Running targeted advertising campaigns on Google and LinkedIn

  • Remarketing to website visitors who have shown interest in our services

  • Measuring advertising effectiveness

Legal Basis: Consent (for advertising cookies), legitimate interests (efficient marketing)

3.5 Legal and Compliance

  • Complying with legal obligations

  • Establishing, exercising, or defending legal claims

  • Preventing fraud and ensuring security

  • Maintaining business records

Legal Basis: Legal obligation, legitimate interests (protecting our business)

3.6 AI and Automated Processing

We use artificial intelligence and automated tools to assist with:

  • Lead scoring and qualification

  • Content personalisation

  • Email campaign optimisation

  • Customer service responses

  • Marketing analytics

Important: All automated processing is overseen by human review. No solely automated decisions are made that significantly affect you without human involvement.

Legal Basis: Legitimate interests (business efficiency), with appropriate safeguards

 

4. Artificial Intelligence and Automated Processing

4.1 Our Approach to AI

We use artificial intelligence and automated tools as part of our service delivery and business operations. We believe AI can improve efficiency and provide better outcomes when used responsibly and with appropriate human oversight.

Our AI Principles:

  • Transparency: We're open about where and how we use AI

  • Human Oversight: Significant decisions always involve human review

  • Fairness: We regularly assess AI systems for bias

  • Security: AI tools are subject to the same security standards as all our systems

  • Accountability: We remain responsible for all AI-assisted decisions

4.2 How We Use AI

We use AI and automated processing in the following ways:

Marketing and Lead Generation

  • Lead Scoring: Automated analysis to prioritise enquiries based on the likelihood of conversion

  • Audience Segmentation: Grouping contacts based on behaviour, interests, and engagement

  • Content Personalisation: Tailoring website content and email messaging to user interests

  • Campaign Optimisation: Automatically adjusting ad targeting and bidding strategies

  • Predictive Analytics: Forecasting trends and identifying opportunities

Human Oversight: Marketing teams review AI recommendations and make final decisions on strategy and significant spend

Customer Service and Communications

  • Email Response Assistance: AI tools help draft responses to common enquiries

  • Chatbot Support: Initial website queries may be handled by automated systems before human handover

  • Sentiment Analysis: Understanding customer satisfaction from communications

  • Content Generation: AI assistance in creating marketing materials and reports

Human Oversight: All customer-facing communications are reviewed by staff; chatbots clearly identify themselves as automated

Business Operations

  • Document Processing: Automated extraction of information from forms and documents

  • Data Analysis: Pattern recognition in business data to inform strategy

  • Task Automation: Routine administrative tasks handled by automation tools

  • Quality Assurance: Automated checks for errors or inconsistencies

Human Oversight: Business decisions based on AI insights are validated by management

Service Delivery (for our clients)

  • SEO and Content Optimisation: AI tools to analyse search trends and content performance

  • Ad Performance Analysis: Automated reporting and insights on campaign effectiveness

  • Design Assistance: AI-powered tools for creating graphics and layouts

  • Data Visualisation: Automated creation of charts and dashboards

Human Oversight: All client deliverables are reviewed and approved by our team before delivery

4.3 No Solely Automated Decisions

Important: We do not make decisions that significantly affect you based solely on automated processing. This includes decisions about:

  • Whether to accept you as a client

  • Pricing or contract terms

  • Service provision or termination

  • Creditworthiness or payment terms

All such decisions involve meaningful human review and consideration of your individual circumstances.

4.4 AI Tools and Providers

We use AI capabilities from various providers, including but not limited to:

  • CRM platforms with built-in AI (lead scoring, recommendations)

  • Marketing platforms (Google Ads, LinkedIn Campaign Manager with automated bidding)

  • Content tools (AI writing assistants, design tools)

  • Analytics platforms (Google Analytics with predictive metrics)

  • Business intelligence tools (data analysis and reporting)

All AI providers we use are required to comply with UK data protection laws and process data only on our instructions.

4.5 Your Rights Regarding AI

You have specific rights when we use automated processing:

Right to Human Intervention: You can request that a human review any automated decision affecting you

Right to Explanation: You can ask us to explain how an automated system reached a particular outcome

Right to Challenge: You can contest any automated decision and provide additional context

Right to Object: You can object to automated processing in certain circumstances

To exercise these rights, contact: DPO@peaknetwork.co.uk

4.6 AI Safety and Monitoring

We regularly assess our AI systems to ensure:

  • Accuracy: Regular testing and validation of AI outputs

  • Bias Prevention: Monitoring for discriminatory patterns or outcomes

  • Data Quality: Ensuring training data is representative and appropriate

  • Performance: Tracking AI system effectiveness and making improvements

  • Compliance: Ensuring all AI use remains lawful and ethical

4.7 Data Used for AI Training

Your data and AI training:

  • We do NOT sell or provide your personal data to third parties for AI training

  • Some AI tools we use may process your data to provide services (e.g., analysing email content to suggest responses), but this is done under strict data processing agreements

  • Third-party AI providers are contractually prohibited from using your data to train their general models

  • We anonymise or aggregate data where possible before AI processing

4.8 Future AI Developments

As AI technology evolves, we may adopt new AI tools or techniques. When we do:

  • We will update this Privacy Policy to reflect significant changes

  • We will conduct privacy assessments before implementing new AI systems

  • We will notify customers if changes substantially affect how we process their data

  • We will always maintain human oversight for important decisions

5. Legal Basis for Processing

Under UK GDPR, we must have a valid legal basis to process your personal data. We rely on:

  • Consent: Where you have given clear permission (e.g., marketing emails, cookies)

  • Contract: Where processing is necessary to fulfill our services to you

  • Legitimate Interests: Where we have a genuine business need that doesn't override your rights and freedoms

  • Legal Obligation: Where we must process data to comply with the law

When we rely on legitimate interests, we have balanced our interests against your rights and implemented appropriate safeguards.

 

6. Cookies and Tracking Technologies

Our website uses cookies and similar technologies. We operate a cookie consent management system that blocks non-essential cookies until you provide consent.

Types of cookies we use:

  • Essential Cookies: Necessary for website functionality (no consent required)

  • Analytics Cookies: Google Analytics to understand website usage

  • Advertising Cookies: Google Ads and LinkedIn tracking for targeted advertising

  • Functional Cookies: To remember your preferences

For detailed information about cookies, including how to manage your preferences, please see our Cookie Policy.

You can manage cookie preferences through:

 

7. Sharing Your Personal Data

We do not sell your personal data to third parties. We may share your information with trusted service providers who process data on our behalf:

7.1 Service Providers

  • CRM Systems: To manage customer relationships and communications

  • Email Marketing Platforms: To send newsletters and marketing communications (with consent)

  • Website Hosting Providers: To host and maintain our website

  • Analytics Providers: Google Analytics to analyse website performance

  • Advertising Platforms: Google Ads and LinkedIn for targeted advertising

  • Payment Processors: To handle secure payment transactions

  • IT and Security Providers: To maintain and secure our systems

7.2 International Transfers

Some of our service providers are located outside the United Kingdom, including in the United States (particularly Google services). When we transfer your data internationally, we ensure appropriate safeguards are in place:

  • Adequacy Decisions: Where the destination country has been deemed adequate by the UK Government

  • Standard Contractual Clauses (SCCs): UK-approved contracts that ensure data protection standards

  • Additional Security Measures: Encryption, access controls, and regular security assessments

Our primary international data transfers are to:

  • Google (USA): Protected by Google's compliance with UK-approved data transfer mechanisms

  • Other US-based service providers: Protected by Standard Contractual Clauses

7.3 Legal Disclosures

We may disclose your personal data if required by law, court order, or to protect our legal rights.

7.4 Business Transfers

If we sell, merge, or reorganise our business, your personal data may be transferred to the new owner under equivalent protection terms.

 

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse:

  • Encryption: Data is encrypted in transit (SSL/TLS) and at rest where appropriate

  • Access Controls: Strict limitations on who can access personal data

  • Secure Infrastructure: Regular security updates and vulnerability assessments

  • Staff Training: All employees receive data protection training

  • Supplier Oversight: We vet third-party processors for security compliance

  • Incident Response: Procedures in place to respond to data breaches

While we take security seriously, no internet transmission is completely secure. You are responsible for keeping your login credentials confidential.

 

9. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy or as required by law.

9.1 Standard Retention Periods

  • Enquiries/Quotations (not converted): 3 years from last contact

  • Marketing Contacts: Until you opt out, plus 1 additional year for suppression purposes

  • Active Customer Data: Duration of relationship plus 6 years (for legal/tax purposes)

  • Payment Records: 6 years (HMRC requirement)

  • Website Analytics: 26 months (Google Analytics default)

  • Email Communications: 3 years from last contact

  • Contract and Service Records: 6 years after contract end (legal claims period)

9.2 Deletion

After retention periods expire, we securely delete or anonymise your personal data. You can request earlier deletion (see Your Rights below).

 

10. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

10.1 Right of Access

Request a copy of the personal data we hold about you.

10.2 Right to Rectification

Ask us to correct inaccurate or incomplete data.

10.3 Right to Erasure ("Right to be Forgotten")

Request deletion of your data in certain circumstances.

10.4 Right to Restrict Processing

Ask us to limit how we use your data in certain situations.

10.5 Right to Data Portability

Receive your data in a structured, commonly used format or request transfer to another organisation.

10.6 Right to Object

  • Object to processing based on legitimate interests

  • Object to direct marketing at any time (we will stop immediately)

  • Object to automated decision-making and profiling

10.7 Right to Withdraw Consent

Where we process data based on consent, you can withdraw it at any time.

10.8 How to Exercise Your Rights

To exercise any of these rights:

We will respond within one month (may be extended by two months for complex requests).

10.9 Right to Complain

If you're unhappy with how we handle your data, you have the right to lodge a complaint with the supervisory authority:

Information Commissioner's Office (ICO)
Website: www.ico.org.uk
Helpline: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

11. Marketing Communications

We send marketing communications only in compliance with UK data protection and electronic communications laws (PECR).

11.1 How We Obtain Consent

  • Opt-in checkbox on website forms (never pre-ticked)

  • Explicit consent during phone conversations or events

  • Soft opt-in for existing customers (for similar services only)

11.2 What We Send

  • Email newsletters with industry insights and company updates

  • Promotional emails about our services

  • Invitations to webinars and events

11.3 How to Opt Out

You can unsubscribe from marketing at any time:

  • Click "unsubscribe" at the bottom of any marketing email

  • Email us at helpdesk@peaknetworks.co.uk

  • Adjust your preferences in your account (if applicable)

We will process opt-out requests immediately and retain your email on a suppression list to ensure you don't receive further marketing.

 

12. Children's Privacy

Our services are not directed at children under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately at DPO@peaknetwork.co.uk, and we will delete it promptly.

 

13. Third-Party Links

Our website may contain links to external websites operated by third parties. We are not responsible for the privacy practices or content of these websites. We encourage you to review the privacy policies of any external sites you visit.

 

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. When we make significant changes, we will:

  • Update the "Last Updated" date at the top of this policy

  • Notify you via email if you are an active customer or subscriber

  • Display a prominent notice on our website

We encourage you to review this policy periodically.

 

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data:

General Enquiries:
Email: helpdesk@peaknetworks.co.uk
Phone: 01925500535

Data Protection Matters:
Email: DPO@peaknetwork.co.uk

Postal Address:
PEAK Network Solutions Limited
Unit 9, Chorley West Business Park
Ackhurst Road
Chorley
Lancashire
PR7 1NL