Privacy Policy

Contact details

Data controller

Tophhie Cloud Ltd — privacy@tophhie.cloud
Registered in England & Wales, company no. 17393069
Address disclosed upon request to the above email address.

ICO registration

Tophhie Cloud Ltd is registered with the Information Commissioner's Office under registration number ZC225747.

Personal information we collect

What we collect depends on how you use our services.

Internal users

• → Personal identifiers & characteristics (name, contact details, profile photo, address)
• → IP address information
• → Device information (if enrolled in Intune)
• → Audit information (mailbox activity, storage actions, sign-in attempts, communications)

Guest users

• → Personal identifiers when provided voluntarily to improve collaboration
• → IP address information
• → Audit information (storage actions, account modifications, sign-in attempts)

Website visitors

• → Request data processed by our hosting provider on every visit (IP address, browser type, page requested and time)
• → If you accept analytics cookies: the pages you view and how long you spend on them, how you arrived (such as a search engine, a link or a campaign), your device type, browser and screen size, your approximate location derived from your IP address, and the date and time of each visit

If you decline analytics cookies, or ignore the cookie banner, no analytics tools are loaded and no analytics data is collected.

People who send us an enquiry

• → Name, email address and, if provided, company name
• → The topic of your enquiry, roughly how many licences you need (optional, licensing enquiries only) and your message

Customers and prospects

We keep customer and prospect records in HubSpot. If you get in touch and we add you to HubSpot, and you accepted analytics cookies, HubSpot may link your earlier visits from the same browser to your record. This shows us which pages helped you find what you needed.

Business prospects

• → Name, job title, work email address and employer
• → Publicly reported information about your organisation, such as an office move, merger or new office
• → A record of the emails we send you and any replies

How we get this information

Most personal information is provided directly by you, or automatically generated by Microsoft. We collect it for the following reasons:

• → To ensure and improve accuracy and discoverability within cloud services
• → To reduce false positive alerts relating to your account security
• → To access secured services that require further information
• → To audit events and actions carried out within services by your account

Enquiries are provided directly by you through our contact form, which uses Cloudflare Turnstile to check that a person, not a bot, is sending it. If you accept analytics cookies on our website, Google Analytics and HubSpot collect information about your visits on our behalf.

If you are a business prospect, we did not collect your details from you directly. We find them in publicly available business sources, such as your organisation's website, business news articles and business directories like Chamber of Commerce member listings.

Otherwise, we do not receive personal information about you indirectly.

How we use your information

• → Provide you with access to our cloud services
• → Ensure security of your account and data
• → Improve collaboration between you and other individuals within the service
• → Ensure accountability with regard to access to data and services
• → Provide a personalised support experience
• → Provide access to services that require heightened security measures
• → Reply to your enquiries and manage our relationship with you
• → Contact business prospects about Sigil and other Tophhie Cloud products that may be relevant to their organisation, and send a small number of follow-up emails
• → Understand how our website is used so we can improve it (only with your consent)

Cookies

Our website, tophhie.cloud, only sets analytics cookies after you click Accept on the cookie banner. Until then, it stores nothing except your cookie choice and, if you choose one, your light or dark theme preference.

You can change your choice at any time using the Cookie settings link at the bottom of every page. If you withdraw consent, we ask HubSpot to delete its cookies and reload the page with analytics switched off. You can also delete cookies using your browser settings. If we add a new analytics tool, we will ask for your consent again before it loads.

tc-consent — Tophhie Cloud · until you clear it

Remembers whether you accepted or declined analytics cookies. Stored in your browser and never sent to us.

tc-theme — Tophhie Cloud · until you clear it

Remembers your light or dark theme, if you chose one. Stored in your browser and never sent to us.

_ga — Google Analytics · 2 years

Distinguishes one visitor from another. Set only if you accept analytics cookies.

_ga_JPCMVH5TDL — Google Analytics · 2 years

Keeps track of your current visit. Set only if you accept analytics cookies.

__hstc — HubSpot · 6 months

The main HubSpot tracking cookie, recording your first, last and current visit times and a visit count. Set only if you accept analytics cookies.

hubspotutk — HubSpot · 6 months

A random identifier for your browser, used to recognise repeat visits and link them to a contact record. Set only if you accept analytics cookies.

__hssc — HubSpot · 30 minutes

Keeps track of your current visit. Set only if you accept analytics cookies.

__hssrc — HubSpot · until you close your browser

Detects when you restart your browser. Set only if you accept analytics cookies.

HubSpot also keeps a small queue of tracking events in your browser's storage (__hmpl and hublytics_events_53) until they are sent. For more detail, see HubSpot's cookie list and Google Analytics' cookie list.

Sharing with third parties

We use a small number of service providers to run our website and services. They act only on our instructions and are contractually bound to protect your information.

Cloudflare, Inc.

Hosts our website, protects it from abuse, runs the anti-spam check on our contact form and sends enquiry emails. Receives request data (IP address, browser and pages requested) and the contents of enquiries.

Microsoft Corporation

Provides our email and cloud services. Receives enquiry emails, our emails with business prospects and, for internal and guest users, the information described above.

Google LLC (Google Analytics)

Measures how our website is used, only if you accept analytics cookies. Receives website usage data, cookie identifiers and your approximate location derived from your IP address. See the Google Privacy Policy.

HubSpot, Inc.

Keeps our customer and prospect records, and measures how our website is used if you accept analytics cookies. Our HubSpot account is hosted in HubSpot's EU data centre. Receives website usage data, cookie identifiers and, if you become a contact, your contact details and a record of our contact with you. See the HubSpot Privacy Policy.

We will also share your information with law enforcement agencies when required under local jurisdiction.

We never sell your personal information.

International transfers

Some of our service providers are based in, or access your information from, outside the UK, most often the United States. When this happens, we make sure your information is protected under UK law in one of these ways:

• → The destination is covered by UK adequacy regulations, which include the European Economic Area
• → The provider is certified under the UK Extension to the EU–US Data Privacy Framework (the "UK–US data bridge")
• → The transfer is covered by the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses

Our HubSpot account is hosted in HubSpot's EU data centre, which keeps most of that data in the European Economic Area. Google Analytics and Cloudflare may process data in the United States and elsewhere.

You can ask us for details of the safeguard used for any provider at privacy@tophhie.cloud.

Lawful basis under UK GDPR

Under the UK General Data Protection Regulation (UK GDPR), we rely on the following lawful bases for processing your information:

a — Your consent.

You can remove your consent at any time by contacting privacy@tophhie.cloud. For analytics cookies on our website, you can also use the Cookie settings link at the bottom of every page.

b — Necessary to perform a task.

We need it to carry out a specific function on your behalf.

c — Necessary to provide services.

We need it to provide you with the services you have requested.

d — Legitimate interest.

We have a legitimate interest in processing this information.

Our website

• → Analytics cookies (Google Analytics and HubSpot): your consent, given through the cookie banner. The Privacy and Electronic Communications Regulations also require it.
• → Hosting and security: our legitimate interest in keeping our website available and secure.
• → Replying to enquiries: necessary to take steps you ask for before entering into a contract, or our legitimate interest in answering your question.
• → Customer and prospect records: our legitimate interest in managing our relationships with customers and prospects.
• → Contacting business prospects: our legitimate interest in telling organisations about products that are relevant to them. We only email work addresses at companies and similar organisations, we collect only what we need to make a relevant approach, and we stop as soon as you ask. We do not send this kind of email to sole traders or partnerships without their consent.

How we store your information

Your information is securely stored for the duration in which you continue to use our services.

Website and enquiry information

• → Website request logs (Cloudflare): a few days, for security and troubleshooting
• → Google Analytics usage data: up to 14 months, then deleted automatically
• → Enquiries: 2 years after our last contact, unless you become a customer
• → HubSpot contact records and linked website visits: while we have an active relationship, and deleted after 2 years with no contact
• → Business prospects: deleted 2 years after our last contact, unless you become a customer. If you ask us not to contact you, we keep your email address and the date of your request on a suppression list for as long as we carry out outreach, so that we do not contact you again
• → Customer records: for the length of the contract, plus 6 years for tax and legal claims

Cookies expire as described in the Cookies section above.

Retention & deletion

Upon receiving a deletion request, we will dispose of your personal information within 30 days.

To request deletion

Contact us at privacy@tophhie.cloud. We have one month to respond to any data subject request.

Your data protection rights

Under UK data protection law, you have the following rights. You are not required to pay any charge for exercising them, and we have one month to respond.

Right of access

Ask us for copies of your personal information.

Right to rectification

Ask us to correct inaccurate or incomplete information.

Right to erasure

Ask us to erase your personal information in certain circumstances.

Right to restriction

Ask us to restrict processing of your personal information.

Right to object

Object to the processing of your personal information.

Right to portability

Ask us to transfer your data to another organisation or to you.

Withdrawing consent

Where we rely on your consent, you can withdraw it at any time. For analytics cookies on our website, use the Cookie settings link at the bottom of every page, or contact us. Withdrawing consent does not affect processing that took place before.

Objecting to legitimate interests

Where we rely on legitimate interests, you can object, and we will stop unless we have compelling grounds to continue.

Objecting to marketing

You can object to us contacting you about our products at any time, and we will always stop. Reply "no thanks" to any of our emails, or contact us at privacy@tophhie.cloud.

To exercise any of these rights, contact us at privacy@tophhie.cloud.

How to complain

If you have concerns about our use of your personal information, you can contact us directly at privacy@tophhie.cloud.

You can also complain to the ICO if you are unhappy with how we have handled your data: