Effective Date:

Thursday, 16 April 2026.

Last Updated:

Thursday, 16 April 2026.

This Privacy Policy explains how Cypher Technology (“we”, “us”, “our”) collects, uses, stores, and protects personal information gathered through cyphertechnology.com and in the course of delivering our IT services. By using our Site or engaging our services, you agree to the practices described in this policy.

1. What Information We Collect

When you contact us, request a consultation, or enter into a service agreement with us, we collect personal information including your name, job title, company name, email address, telephone number, and billing details. Payment information is processed directly by our payment provider and is never stored on our systems.

We also collect standard technical data when you visit our Site — IP address, browser type, pages visited, and referral source — through cookies and analytics tools. This helps us understand how people use our Site and how we can improve it.

2. How We Use Your Information

We use your information to respond to your enquiries and consultation requests; set up, deliver, and manage the IT services we provide to you; communicate with you about your account, service updates, and support issues; process invoices and payments; and improve our services and website. We do not send marketing emails without your consent.

3. Client System Access and Data

To deliver IT services, we may be granted access to your IT systems, internal data, and confidential business information. We treat all such access and information with strict confidentiality. We only access what is necessary, we document our access, and we do not retain client data beyond what is needed to deliver the service. Data handling obligations specific to your engagement are set out in your service agreement.

4. Legal Basis for Processing

We process personal data under the following bases: performance of a contract (delivering the services you have engaged us for); our legitimate interests in running and improving our business; legal and regulatory compliance; and your consent where specifically required.

5. Sharing Your Information

We do not sell or rent your personal information. We share it only with third-party providers essential to our operations — including our billing platform, cloud hosting provider, and ticketing system. All providers are bound by data processing agreements and required to handle your information securely.

6. How Long We Keep Your Information

We keep personal and business data for as long as necessary to fulfil our contractual and legal obligations. Client records are generally retained for seven years after the end of an engagement. You can ask us to delete your personal data at any time by emailing [email protected], subject to any legal requirements that require us to retain it.

7. Your Rights

You have the right to see what personal data we hold about you, to have it corrected if it is wrong, and to ask us to delete it. You can also ask us to stop or limit how we process your data, or request a copy in a portable format. To exercise any of these rights, just email [email protected] and we will respond within 30 days.

8. Cookies

We use cookies to keep our Site working properly, analyse how it is being used, and improve the experience for visitors. You can manage cookie settings in your browser. Turning some cookies off may affect how parts of the Site behave.

9. Keeping Your Data Safe

We take data security seriously and apply appropriate technical and organisational measures to protect the information we hold. All client system access is controlled, logged, and subject to regular security review.

10. Changes to This Policy

We may update this policy from time to time. If we make significant changes, we will update the date at the top of this page. Continuing to use our Site or services after any update means you accept the revised policy.

11. Questions?

If you have any privacy-related questions, just email us at [email protected] and we will be happy to help.

REFUND POLICY

Effective Date:

[INSERT DATE]

We want every Cypher Technology client to feel confident about working with us. This policy explains how payments and refunds work across our different service types. If you ever have a question about a specific situation, just get in touch and we will talk it through with you.

1. Project-Based Services

For one-off projects — such as network installations, cloud migrations, software development, and consulting projects — we require a deposit before work begins. The deposit amount is confirmed in your written proposal. Once we have started work, the deposit is non-refundable as it covers the upfront planning, scoping, and preparation work we do before active delivery begins.

2. Milestone-Based Projects

For larger projects broken into milestones with staged payments, any payment made after a milestone has been completed and approved is non-refundable. Approving a milestone — whether you do so explicitly or by asking us to proceed to the next stage — means you are happy with what has been delivered.

3. Managed Service Contracts

Monthly managed service fees are charged in advance at the start of each billing period. Once the period has started and service is being delivered, the fee for that period is non-refundable. If you want to end a managed service contract, you will need to give us the written notice period specified in your service agreement. Your service continues through to the end of the final paid period.

4. Cancelling an In-Progress Project

If you need to cancel a project after work has started, you will be charged for the proportion of work completed up to that point. If you have already paid more than that amount, we will refund the difference within 14 business days of confirming the cancellation in writing.

5. Consulting Retainers

Consulting retainer fees cover a set number of advisory hours per period. These fees are non-refundable for periods in which the hours have been made available to you, regardless of whether you used them all. Hours cannot be carried forward to the next period unless your agreement specifically allows for this.

6. How to Request a Refund

If you think you are entitled to a refund under this policy, email us at [email protected] with your company name, account or project reference, and a brief explanation of your request. We will acknowledge your email within 2 business days and aim to reach a resolution within 10 business days.

7. Disputes

We always aim to resolve any disagreements fairly and directly. If you are not happy with how we have handled a refund request, please let us know and we will do our best to find a resolution that works for everyone.