Legal

Privacy Policy

LAST UPDATED: 11 JULY 2026

Hostable Limited ("Hostable", "we", "us" or "our") handles personal data responsibly. This policy explains what we collect through the Hostable Agent Solutions website and business enquiry process, why we use it, and the rights available to you under UK GDPR, the Data Protection Act 2018 and applicable amendments.

Who we are

Hostable Limited is the data controller for personal data collected through this website. We are registered in England and Wales under company number 17303001. Our ICO registration reference is ZC183911. Our contact address is Skinners Court, Skinners Lane, Edenbridge, TN8 6LW.

Information we collect

Depending on how you contact us, we may collect:

Your name, work email address, telephone number, company and role.
Information about your business, website, team size, current workflow, software, approximate volume, intended timing and desired outcome.
The content of emails, calls, meetings and other correspondence with us.
Basic technical and security information needed to operate and protect the website, such as browser information, IP address, access times and pages requested.
Proposal, contract, billing and account information if you become a client.

Please do not include confidential credentials, special-category personal data or personal data about other people in the initial enquiry form unless we specifically request it through an appropriate secure process.

Where information comes from

We normally obtain personal data directly from you when you submit a form, email, call or meet with us. We may also receive business contact information from a colleague who introduces you, or obtain limited professional information from your company website or another public business source where it is relevant to an existing enquiry or legitimate business contact.

How we use personal data

To receive, assess and respond to Agent Solutions enquiries.
To understand a proposed workflow and discuss whether Hostable may be able to help.
To prepare proposals, arrange meetings and take steps requested before entering a contract.
To deliver, administer and support services where a contract is agreed.
To maintain business records, prevent misuse and protect our website and systems.
To meet legal, tax, accounting and regulatory obligations.

Lawful bases

We rely on one or more lawful bases depending on the activity: consent where you voluntarily submit an enquiry; our legitimate interests in responding to relevant business enquiries, maintaining appropriate records, protecting our systems and developing our services; steps taken at your request before entering a contract; performance of a contract; and compliance with legal obligations. We consider the effect on the people involved before relying on legitimate interests.

Whether you have to provide information

Submitting an enquiry is optional. Fields marked as required are needed for us to identify you, understand the proposed work and respond. If you do not provide them, we may be unable to assess or answer the enquiry. Any information required for a later contract or legal obligation will be explained at that stage.

Client workflows and service data

If Hostable builds or operates an agent that processes personal data on a client's behalf, the roles, permitted processing, security requirements, subprocessors and retention arrangements will be addressed in the relevant service agreement and, where required, a data processing agreement. This website policy does not by itself authorise Hostable to access a client's systems or data.

Sharing personal data

We do not sell personal data. We may share it with trusted providers that support website hosting, form handling, email, customer relationship management, cloud storage, communications, accounting, legal advice and information security. We may also disclose information where required by law, to protect legal rights or in connection with a corporate transaction.

For client services, any technology providers or subprocessors involved in the workflow will be considered as part of the agreed implementation and contractual arrangements.

International transfers

Some service providers may process information outside the United Kingdom. Where a restricted transfer is involved, it must be covered by applicable UK adequacy regulations, appropriate safeguards or a permitted exception. Appropriate safeguards may include the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses, together with any required assessment and additional protections. You may contact us for information about the safeguard relevant to your data.

How long we keep information

Business enquiry data is normally retained for up to 24 months after the latest meaningful contact unless you ask us to delete it sooner and no legal reason requires retention. Client, contract, billing and accounting records may be retained for the relationship and for up to 6 years afterwards. Service data follows the retention arrangements agreed for the relevant workflow.

Your rights

Depending on the circumstances, you may have rights to access, correct, delete, restrict or receive a copy of your personal data. Where we rely on consent, you can withdraw it at any time without affecting processing that was lawful before withdrawal.

You also have the right to object to processing based on our legitimate interests and to object to direct marketing at any time.

Email hello@gethostable.co.uk to exercise a right or raise a concern about how we use personal data. You may also complain to the Information Commissioner's Office at ico.org.uk.

Automated decision-making

We do not use information submitted through this website to make solely automated decisions that produce legal or similarly significant effects. Any client use of agent technology involving such decisions would require separate assessment and agreement.

Cookies and analytics

This site currently uses only technologies needed to operate, secure and receive enquiries. If non-essential analytics or advertising technologies are introduced, we will provide appropriate information and request consent where required.

Security

We use reasonable organisational and technical measures designed to protect personal data. No internet transmission or storage method can be guaranteed completely secure, so sensitive workflow information should only be shared through an agreed secure channel.

Changes and contact

We may update this policy when our services or legal obligations change. The current version will remain available on this page. Questions can be sent to hello@gethostable.co.uk.