Privacy Policy

1. Who We Are

Trodomains is a trading name of TROL LTD, a company incorporated in England and Wales.

For the purposes of UK data protection law, TROL LTD will normally be the data controller of personal information collected through the Trodomains website and in connection with our own customers, enquiries and business activities.

In some circumstances, particularly where we host, maintain or manage websites on behalf of customers, we may process personal information on behalf of a customer. In those circumstances, the customer may be the data controller and we may act as a data processor.

2. Personal Information We May Collect

Depending on how you interact with us, we may collect and process information including:

• your full name;
• business or organisation name;
• email address;
• telephone number;
• postal or billing address;
• account and customer reference information;
• details of products or services purchased from us;
• quotation, invoice and payment information;
• correspondence and communications with us;
• website project information and instructions;
• content or files you provide to us;
• domain name and hosting information;
• website administrator or technical-access details where required to provide a service;
• IP address and device information;
• browser type and website usage information;
• cookie and similar technology information; and
• any other information you choose to provide to us.

3. How We Obtain Your Information

We may obtain personal information:

• directly from you;
• when you complete a form on our website;
• when you contact us by telephone, email, messaging service or social media;
• when you purchase a product or service;
• when you request a quotation or proposal;
• when you create or manage an account;
• through cookies and similar technologies;
• from organisations acting on your behalf;
• from payment processors or service providers involved in delivering your order;
• from publicly available business sources where appropriate; or
• from third-party platforms you have asked us to work with.

4. Why We Use Your Personal Information

We may use personal information for the following purposes:

• responding to enquiries;
• preparing quotations and proposals;
• providing website design and development services;
• providing hosting, domain, email, SEO, maintenance or other digital services;
• setting up and managing customer accounts;
• processing orders and payments;
• raising invoices and maintaining accounting records;
• communicating about projects and services;
• providing customer and technical support;
• managing renewals and subscriptions;
• preventing fraud and misuse;
• maintaining the security of our systems;
• improving our website and services;
• complying with legal, accounting and regulatory obligations;
• establishing, exercising or defending legal claims; and
• sending marketing communications where permitted by law.

5. Our Lawful Bases for Processing

Under UK data protection law, we must have a lawful basis for using personal information. The basis we rely on will depend on why we are using the information.

Purpose	Typical Lawful Basis
Responding to enquiries and preparing quotations	Steps taken at your request before entering into a contract and/or legitimate interests
Providing products or services	Performance of a contract
Managing customer accounts and projects	Performance of a contract and legitimate interests
Billing, invoicing and accounting	Performance of a contract and legal obligation
Fraud prevention and system security	Legitimate interests and, where applicable, legal obligation
Keeping records and complying with law	Legal obligation and legitimate interests
Direct marketing	Consent or legitimate interests, where permitted by applicable law
Non-essential website cookies	Consent where required
Defending or pursuing legal claims	Legitimate interests and legal obligation where applicable

Where we rely on legitimate interests, we consider whether our interests are necessary and balanced against your rights and interests.

Where we rely on consent, you may withdraw that consent at any time. Withdrawal will not affect processing that was lawful before the consent was withdrawn.

6. Contractual Information

Certain personal information is required so that we can provide products or services or enter into a contract with you.

If you do not provide information reasonably required to supply a service, process an order or manage a project, we may be unable to provide the relevant product or service.

7. Payment Information

Payments may be processed by banks, card processors, payment gateways or other third-party payment providers.

Trodomains may receive payment-related information such as transaction references, payment status, amount paid and limited account information.

We do not necessarily receive or store complete debit or credit card details where payments are handled directly by an external payment processor.

Payment providers will process information in accordance with their own privacy policies and legal obligations.

8. Website Projects and Client Data

In order to develop, host, maintain or support a customer's website, we may occasionally have access to personal information held within that website.

This may include contact-form submissions, website-user information or other personal information controlled by the Client.

Where necessary, additional data-processing terms may be entered into between Trodomains and the Client.

9. Website Contact Forms

If you contact us through a website form, we may collect the information entered into that form, together with technical information necessary to process and protect the submission.

We use this information to respond to your enquiry, provide requested information, prevent spam and abuse, and maintain appropriate business records.

10. Cookies and Similar Technologies

Our website may use cookies and similar technologies.

Cookies may be used to:

• enable essential website functionality;
• maintain security;
• remember settings or preferences;
• understand how visitors use our website;
• measure website performance; or
• support advertising or marketing functionality where applicable.

Strictly necessary cookies may be used where they are required for the website or service to function.

Where consent is required for non-essential cookies or similar technologies, they should not be activated until appropriate consent has been obtained.

Further information can be provided through our Cookie Policy and cookie-consent controls.

11. Marketing Communications

We may contact existing or prospective customers about products or services where permitted by applicable law.

Where consent is required, we will seek appropriate consent before sending marketing communications.

You may unsubscribe from marketing emails at any time by using the unsubscribe option provided in the communication or by contacting us.

Even if you opt out of marketing communications, we may continue to send service-related or contractual communications where necessary.

12. Who We May Share Personal Information With

We do not sell personal information.

We may share information with trusted third parties where necessary for the operation of our business or delivery of services, including:

• website hosting providers;
• domain registrars;
• email service providers;
• cloud and data-storage providers;
• website software and plugin providers;
• payment processors and financial institutions;
• accountants, bookkeepers and professional advisers;
• IT and security providers;
• analytics providers;
• marketing and advertising platforms where applicable;
• subcontractors involved in delivering services;
• debt-recovery providers where lawful and necessary;
• regulators, courts or law-enforcement authorities where required; and
• other parties where disclosure is required by law.

Where appropriate, we require service providers processing information on our behalf to protect that information and use it only for authorised purposes.

13. International Transfers

Some of the service providers or technology platforms used by Trodomains may process or store personal information outside the United Kingdom.

Where UK data protection law requires safeguards for an international transfer, we will take reasonable steps to ensure an appropriate transfer mechanism or safeguard is used.

This may include UK adequacy regulations, approved contractual safeguards or another lawful transfer mechanism.

14. How Long We Keep Personal Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including meeting contractual, accounting, tax, regulatory and legal requirements.

Retention periods may vary depending on the type of information.

When deciding how long to keep information, we consider:

• the purpose for which it was collected;
• whether there is an active customer relationship;
• contractual obligations;
• legal and accounting requirements;
• potential legal claims;
• security requirements; and
• whether continued retention remains necessary.

Information that is no longer required will be deleted, anonymised or securely disposed of where reasonably practicable.

15. Security

We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, alteration, loss, disclosure or destruction.

Measures may include, where appropriate:

• password-protected accounts;
• access controls;
• secure hosting infrastructure;
• software and security updates;
• SSL/TLS encryption;
• firewalls and security monitoring;
• restricted access to customer information; and
• appropriate backup arrangements where included.

No online system can be guaranteed to be completely secure.

16. Your Data Protection Rights

Depending on the circumstances, UK data protection law may give you rights including:

• Right of access – to ask for copies of your personal information;
• Right to rectification – to ask us to correct inaccurate or incomplete information;
• Right to erasure – to ask us to delete personal information in certain circumstances;
• Right to restriction – to ask us to restrict how information is used in certain circumstances;
• Right to object – to object to certain processing, including some processing based on legitimate interests and direct marketing;
• Right to data portability – to receive or transfer certain information where the legal requirements are met;
• Right to withdraw consent – where processing is based on consent; and
• Rights relating to automated decision-making where applicable.

These rights are not absolute and may depend on the circumstances and the legal basis on which information is being processed.

17. Exercising Your Rights

To exercise a data protection right, contact us at:

info@trodomains.com

Please provide sufficient information to help us identify you and understand your request.

We may request additional information where reasonably necessary to verify identity or authority before disclosing personal information.

18. Data Protection Complaints

If you have concerns about how we have handled your personal information, please contact us first so that we have an opportunity to investigate the matter.

You also have the right to raise a complaint with the UK's data protection regulator, the Information Commissioner's Office (ICO).

Information about making a complaint is available from the ICO at:

ico.org.uk

19. Children

Trodomains' products and services are primarily intended for businesses and adults.

We do not knowingly seek to collect personal information from children through our general business website unless this is necessary and lawful for a particular service.

20. Automated Decision-Making

Trodomains does not ordinarily make decisions about customers based solely on automated processing that produce legal or similarly significant effects.

If this changes, we will provide any additional information required by law.

21. Third-Party Websites

Our website may link to third-party websites, platforms or services.

We are not responsible for the privacy practices of independent third parties. You should review their privacy information before submitting personal information to them.

22. Changes to This Privacy Policy

We may amend this Privacy Policy from time to time to reflect changes to our services, technology, business practices or legal requirements.

The current version will be published on our website.

Where a change materially affects how we use personal information, we will take reasonable steps to provide additional notice where required.