Who we are
Covebit ("we", "us", "our") is the trading name of D. Meena, an individual sole trader providing IT support services via covebit.co.uk. I am not a registered limited company — I operate this business in my own name, trading as Covebit. For the purposes of UK data protection law, I am the data controller responsible for your personal data.
Contact: dm@covebit.co.uk
Business address: Wembley, London, United Kingdom
What information we collect
We collect personal data when you interact with our website, specifically:
- Contact and query forms: name, email address, and any details you submit about your IT support query or order.
- Bookings: when you book a consultation via our scheduling tool, we (and our scheduling provider) collect your name, email address, and chosen appointment time.
- Payments: when you pay for a service, payment is processed directly by Stripe and/or PayPal, depending on the option you choose. We do not see or store your full card details or PayPal login credentials — this is handled by the payment provider in compliance with PCI-DSS. We retain records of transactions (amount, service purchased, date) for accounting purposes.
- Technical data: standard website access logs (IP address, browser type, pages visited) may be collected automatically by our hosting and security providers for security and performance purposes.
Why we use your information
We process your data to:
- Respond to your queries and provide the IT support services you request
- Process and fulfil orders, including taking payment
- Schedule and manage appointments/bookings
- Meet our legal obligations (e.g. accounting and tax records)
- Keep our website secure and functioning correctly
Our legal basis for this processing is primarily performance of a contract (to provide services you've requested) and, where applicable, our legitimate interests in running and securing the business, or legal obligation (for financial records).
Who we share your information with
We use a small number of trusted third-party services to run this website and business. Each only receives the data necessary for their function:
| Category | Purpose | What they receive |
|---|---|---|
| Payment processors | Process payments for our services | Payment and billing details (we do not store your card numbers or account login credentials) |
| Email delivery provider | Sends email notifications and confirmations | Your name, email, and message content |
| Appointment scheduling provider | Manages appointment bookings | Your name, email, and chosen appointment time |
| Website hosting provider | Hosts our website | Standard technical/access logs |
| Domain and DNS management provider | Manages our domain and website infrastructure | Standard technical/access logs |
| Business email provider | Powers our business email inbox | Emails sent to dm@covebit.co.uk |
Some of these providers may process data outside the UK/EEA. Where this happens, they do so under appropriate safeguards such as Standard Contractual Clauses, as required under UK GDPR.
We do not sell your personal data to anyone.
Cookies
Our website does not currently use tracking or analytics cookies. Any cookies used are strictly necessary for the site or booking system to function (e.g. maintaining your booking session).
How long we keep your information
We retain personal data only as long as necessary:
- Query/contact form submissions: up to 12 months, or until your matter is resolved
- Booking data: retained per our scheduling provider's standard retention, or until the appointment has passed plus a reasonable follow-up period
- Payment/transaction records: retained for 6 years, as required by UK tax law
Your rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data (subject to our legal retention obligations, e.g. financial records)
- Object to or restrict certain processing
- Request a copy of your data in a portable format
To exercise any of these rights, contact us at dm@covebit.co.uk.
We have applied to register with the ICO as a data controller (application reference: C2032839). We will update this reference with our full registration number once processed.
Changes to this policy
We may update this policy from time to time as our services or the tools we use change. The date at the top shows when it was last revised.
Contact us
If you have any questions about this policy or how we handle your data, email dm@covebit.co.uk.