Privacy Policy

Last updated: 2024

Nibona ("we", "us", "our") provides document and archive digitisation services. This Privacy Policy explains how we collect, use, store and protect personal data submitted through our website, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to visitors of our website and does not cover data we may process on behalf of clients as part of digitisation projects, which is governed separately by individual client agreements.

1. Who We Are

Nibona
4 Oxford Road
Manchester, M20 3GA
United Kingdom
Email: [email protected]
Phone: +44 161 627 0730

2. Personal Data We Collect Through the Website Form

When you use the contact or enquiry form on our website, we ask you to provide the following personal data:

• Your name
• Your email address
• Your phone number (if you choose to provide it)
• The content of your message or enquiry, including any details you share about the documents or archives you wish to have digitised

We collect this data solely to respond to your enquiry, provide a quotation, or discuss a potential digitisation project with you. We do not request or collect any special category data (such as health, racial or biometric information) through this form, and we ask that you avoid including such information in your message.

3. Legal Basis for Processing

We rely on the following legal bases under Article 6 of the UK GDPR:

• Legitimate interests — to respond to enquiries and provide information about our services, where this does not override your rights and freedoms.
• Consent — where you have given clear consent, such as when accepting the cookie described in Section 6, or where you agree to advertising measurement on the confirmation page.
• Performance of a contract — where processing is necessary to take steps at your request prior to entering into a service agreement with us.

4. How Long We Keep Your Data

Personal data submitted through the enquiry form is retained only for as long as necessary to respond to your enquiry and, where applicable, to pursue any resulting business relationship. Where no engagement follows, we retain enquiry data for a maximum of 12 months before secure deletion, unless a longer period is required to comply with a legal obligation or to resolve a dispute.

5. Who We Share Your Data With

We do not sell or rent personal data. We may share personal data with:

• Staff and contractors of Nibona who need access to respond to your enquiry
• IT and hosting providers who process data on our behalf under contractual confidentiality obligations
• Regulators or law enforcement, where required by law

We do not transfer personal data outside the United Kingdom.

6. Cookies

This website sets a single cookie:

We do not use any analytics, tracking, or session cookies. No data is collected via tools such as Google Analytics, Yandex Metrica, VK Pixel, or similar services. No session or CSRF cookies are set on this website.

Advertising measurement is only activated after you provide explicit consent, and only operates on the confirmation page following submission of a form, never elsewhere on the site.

7. Your Rights

Under the UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request erasure of your personal data
• Restrict or object to processing of your data
• Request data portability
• Withdraw consent at any time, where processing is based on consent
• Lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection

To exercise any of these rights, please contact us at [email protected]. We will respond within one month, in accordance with statutory requirements.

8. Contacting Us About Privacy

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

Nibona
4 Oxford Road, Manchester, M20 3GA, United Kingdom
Email: [email protected]
Phone: +44 161 627 0730

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated revision date.