This privacy policy explains how Utilicom (a trading name of MM Business (UK) Ltd) collects, uses, stores, and protects your personal data when you use our website or engage with our services. We are committed to handling your data responsibly and in compliance with UK GDPR and the Data Protection Act 2018.
The data controller for this website is:
As the data controller, we determine the purposes and means of processing your personal data. If you have any questions about how we handle your data, please contact us using the details above or in section 13.
Depending on how you interact with us, we may collect and process the following categories of personal data:
We do not knowingly collect or process special category data (such as health, political, religious, or biometric data) or data relating to criminal convictions unless specifically required to deliver a contracted service, in which case we will notify you separately.
We collect data through the following means:
Under UK GDPR, we must have a lawful basis for processing your personal data. The table below sets out the activities for which we process data and the lawful basis we rely on for each:
| Processing activity | Lawful basis |
|---|---|
| Responding to your enquiry or contact form submission | Legitimate interests — responding to a direct approach from you |
| Providing IT support, cyber security, or other contracted services | Performance of a contract |
| Sending service-related communications (invoices, updates, renewals) | Performance of a contract / Legitimate interests |
| Sending marketing emails to existing clients about similar services | Legitimate interests (soft opt-in under PECR) |
| Sending marketing emails to new prospects | Consent |
| Analysing website usage to improve our service | Legitimate interests |
| Complying with legal or regulatory obligations | Legal obligation |
| Keeping records for tax and accounting purposes | Legal obligation |
Where we rely on legitimate interests as our lawful basis, we have assessed that our interests do not override your rights and freedoms. You have the right to object to processing based on legitimate interests — see section 8.
We use your personal data for the following purposes:
Marketing: We will only send you marketing communications if you are an existing client (under the soft opt-in rule) or if you have given us explicit consent. You can opt out at any time by clicking "unsubscribe" in any email or by contacting us at info@utilicomgroup.co.uk.
We do not sell your personal data. We may share your data with carefully selected third parties in the following circumstances:
We use third-party companies to help us deliver our services and operate our business. These include:
All third-party processors are required to handle your data securely and only for the purposes we specify. We have data processing agreements in place with all sub-processors where required by UK GDPR.
We may disclose your data to law enforcement, regulatory authorities, or other third parties if required to do so by law, court order, or to protect our legal rights.
If Utilicom or MM Business (UK) Ltd is involved in a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you if this occurs and explain your options.
We will never share your data with third parties for their own marketing purposes without your explicit consent.
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Our standard retention periods are:
| Data type | Retention period | Reason |
|---|---|---|
| Contact form enquiries (non-clients) | 12 months | To follow up on enquiries and legitimate business interest |
| Client contact and account data | Duration of contract + 6 years | Contract management and legal obligation (Limitation Act 1980) |
| Financial and invoicing records | 7 years | HMRC requirement under the Companies Act 2006 |
| Support tickets and service records | 3 years post-contract | Service history and dispute resolution |
| Marketing opt-out records | Indefinitely | To ensure we respect your preference and do not re-contact you |
| Website analytics data | 26 months | Standard analytics retention period |
When data is no longer required, it is securely deleted or anonymised in accordance with our internal data retention policy.
Under UK GDPR, you have the following rights in relation to your personal data:
Request a copy of the personal data we hold about you (a Subject Access Request).
Ask us to correct inaccurate or incomplete personal data we hold about you.
Request that we delete your personal data where there is no compelling reason for us to keep it.
Ask us to restrict how we process your data while a query or objection is resolved.
Receive your data in a structured, machine-readable format to transfer to another provider.
Object to processing based on legitimate interests, including direct marketing, at any time.
To exercise any of these rights, please contact us at info@utilicomgroup.co.uk. We will respond within one calendar month of receiving your request. We may need to verify your identity before processing your request.
Right to complain: If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) — the UK's data protection regulator. You can contact the ICO at ico.org.uk or by calling 0303 123 1113. We would, however, appreciate the opportunity to address your concerns before you contact the ICO.
As an IT and cyber security specialist, we take data security seriously and have implemented appropriate technical and organisational measures to protect your personal data, including:
In the event of a personal data breach that is likely to result in risk to your rights and freedoms, we will notify the ICO within 72 hours and inform affected individuals without undue delay, as required by UK GDPR.
Where possible, we store and process your data within the UK or European Economic Area (EEA). Some of our third-party service providers (such as Microsoft) may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as:
You can request further information about international transfers and the safeguards in place by contacting us at info@utilicomgroup.co.uk.
We review and update this privacy policy periodically to reflect changes in our data processing activities, legal requirements, or business operations. The date at the top of this page shows when the policy was last updated.
Where changes are significant, we will take reasonable steps to notify you — for example, by posting a notice on our website or contacting existing clients directly. We encourage you to review this policy periodically to stay informed about how we protect your data.
If you have any questions, concerns, or requests relating to this privacy policy or how we handle your personal data, please get in touch:
MM Business (UK) Ltd trading as Utilicom
Stockton-on-Tees, Teesside, England
If you wish to make a Subject Access Request or exercise any of your data protection rights, please email us with "Data Rights Request" in the subject line. We will acknowledge your request within 5 working days and respond in full within one calendar month.
To contact the Information Commissioner's Office (ICO):
🌐 ico.org.uk |
📞 0303 123 1113 |
✉️ Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF