Privacy notice
Who we are
Z-Drive Ltd (“Z Drive”, “we”, “us”) is the data controller for the personal data described in this notice.
- Registered in England and Wales, company number 13626476
- Registered office: 12 Charnor Road, Leicester, LE3 6LH
- Registered with the Information Commissioner’s Office (ICO), registration reference ZC255847
- Contact: david.zencuch@z-drive.uk · 07999 641063
Data Protection Officer: David Zencuch, who can be contacted at david.zencuch@z-drive.uk or 07999 641063. Please send any question about your personal data to him.
What we collect and why
| When | What we collect | Why, and our lawful basis |
|---|---|---|
| You use our contact form | Your name, email address, company name, the service you are interested in, what you tell us about your operation, and the date you sent it. | To reply to your enquiry and arrange a conversation. Lawful basis: legitimate interests (responding to a business enquiry you sent us), or steps before entering a contract if you ask us for a quote. |
| We keep in touch with you as a prospective or current client | Name, email, phone number, job title, company, and a record of our conversations and any proposals. | To manage our business relationship with you. Lawful basis: legitimate interests, or contract once you are a client. |
| You become a client | Contact details of your staff, invoicing details, and records we review during an audit or health check (for example maintenance, driver and tachograph records). | To deliver the service you engage us for and keep the records required for tax and accounting. Lawful basis: contract and legal obligation. We use information seen during an audit only for that engagement. |
| You visit our website | Our web host, IONOS, records technical information: the page you requested, the site you came from, your browser, operating system and device type, the time of access, and an anonymised IP address. This is anonymised when it is collected and deleted after 8 weeks. | To keep the website secure and working properly. Lawful basis: legitimate interests. |
We do not sell your data, share it with advertisers, or use it for automated decision-making.
Who processes your data for us
We use these service providers, each under a data processing agreement, and only as far as needed to run the business:
| Provider | What for | Where data is held |
|---|---|---|
| Airtable (Formagrid Inc.) | Our enquiry, client and audit records | United States. Transfers are protected by standard contractual clauses in Airtable’s data processing agreement. |
| Google Workspace (Google) | Email and document storage | Google’s data centres, which may be outside the UK. Transfers are covered by Google’s Cloud Data Processing Addendum. |
| IONOS | Hosting this website | Within the EU. IONOS states that website visitor data is not transferred outside the EU. |
We also share invoicing information with our accountant, and may share information where the law requires it, for example with HMRC.
How long we keep it
- Enquiries that do not lead to work: deleted 12 months after our last contact.
- Client records and invoices: kept for 6 years after the end of the financial year they relate to, to meet accounting obligations and in case of a dispute.
Cookies
This website does not use cookies. If that changes, we will update this notice and ask for your consent where the law requires it.
How we protect it
We protect your data with the following measures:
- Encryption in transit: this website and our email use encrypted (TLS/HTTPS) connections.
- Encryption at rest: our records in Airtable are protected with 256-bit AES encryption, and data held in Google Workspace is encrypted at rest by Google.
- Access: only Z-Drive Ltd can access our records, and every account is protected by two-factor authentication.
- Sharing files: we share documents through access-restricted links, not open email attachments.
Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal data we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete your data
- ask us to restrict how we use it
- object to us using it on the basis of legitimate interests
- ask for your data in a portable format
To use any of these rights, email david.zencuch@z-drive.uk. We will respond within one month.
Complaints
If you are unhappy with how we have handled your data, please tell us by emailing david.zencuch@z-drive.uk with “Data protection complaint” in the subject line. We will acknowledge your complaint within 30 days, look into it without undue delay, and keep you updated until it is resolved.
You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint or 0303 123 1113.
Sources and further information
You can check the facts in this notice with these sources:
- ICO register of fee payers: Z-Drive Ltd, ZC255847
- Companies House: Z-DRIVE LTD, company number 13626476
- Airtable: GDPR at Airtable (data location and transfers)
- Airtable: Security practices (encryption)
- Google: How Google Workspace uses encryption
- Google Workspace: Privacy compliance and the Cloud Data Processing Addendum
- IONOS: Data processing by Web Hosting products
- ICO: Your right to be informed
- ICO: Make a complaint
Changes to this notice
We will update this notice if the way we handle personal data changes. The date at the top shows when it was last revised.