How we look after your information

The short version

• If you choose to keep your AI and data check private, your answers never leave your device.
• We only keep what you choose to share with us, and only for as long as we need it.
• We never sell your information, and we never use it to train AI.
• You can ask us to see, change or delete your information at any time.

Who we are

HoneyCombe4 provides IT support, security and governance services to businesses and care providers. We are the data controller for the information described here, which means we decide how it is used and we are responsible for looking after it.

HoneyCombe4 is the trading name of Honeycombe4 Ltd, a company registered in England and Wales, company number 16062860. You can contact us about anything in this notice at hello@honeycombe4.com.

The AI and data check

Our eight question check gives you a score. You choose what happens to your answers.

Keep it private (by default)

Your score is worked out in your own web browser. We do not store your answers, and they are not sent to us or anyone else. When you close or leave the page, the data is removed.

Share anonymously

We store your eight answers, your score and the date. We do not store your name, contact details or internet address with them. We use them to understand what businesses need, and to show combined figures on our website. Combined figures only appear once at least 20 checks have been shared, so no single organisation can be picked out. We rely on our legitimate interests to do this.

Share and contact me

We store your answers and score with your name, organisation and the email address or phone number you give us. One of our team reviews them and contacts you to talk them through. We rely on your consent, which you give by ticking the box. You can withdraw it at any time by emailing us, and we will delete your details.

Your score is calculated automatically, but it is only a helpful guide. It is not a formal audit and no decision about you is made from it.

The IT health check

We send businesses we are talking to a link to our IT health check, which asks ten questions about your IT, security and data. Your ratings are worked out in your own web browser while you answer.

When you send your answers, we store them with any comments, your name, business name, role, email address and phone number, and the staff numbers and goals if you give them. They are emailed to our team and kept securely in our website system, and one of our team calls you to talk them through. We rely on taking steps you have asked for before any agreement with us, and on our legitimate interests in helping you understand your IT. You can ask us to delete your details at any time by emailing us.

If you download your report, it is created in your own web browser and is not sent to us. The ratings are a helpful guide and not a formal audit, and no decision about you is made from them.

The Say hello chat and email

When you message us, we collect the details you choose to share: usually your name, your organisation, an email address or phone number, and your message. We use them to reply and to talk about how we might help. Messages are emailed to us and kept securely in our website system. We rely on our legitimate interests in answering enquiries, and on taking steps you have asked for before any agreement with us.

The AI assistant in our chat

Our chat includes an AI assistant that answers questions about our services. When you type a question, your message and the conversation so far are sent to Anthropic, the company that provides the AI, so that it can write a reply. Anthropic handles these messages on our behalf and does not use them to train its AI models.

We do not keep the conversation unless you choose to leave your details with us. If you do, we keep the conversation with your enquiry so our team can see what you asked, for the same time as other chat messages. Please do not share sensitive personal information, such as health details, in the chat. We rely on our legitimate interests in answering your questions.

Keeping the website safe

To stop automated bots sending fake answers and messages, we use a quick check provided by Cloudflare Turnstile when you share answers. It looks at technical information such as your internet address and browser to tell people from bots. It is not used for advertising.

We also briefly note the internet address that sent each message so we can limit repeated submissions. This note is deleted automatically within 24 hours. Like all websites, our hosting company keeps standard technical logs to keep the site secure and working. We rely on our legitimate interests in keeping the website safe.

To understand which pages are useful, our website counts how many times each page is viewed and which website or search engine a visitor came from, such as Google or LinkedIn. It does this without cookies, and it does not record your internet address or anything else that could identify you. The counts are kept as daily totals for up to 13 months. We rely on our legitimate interests in improving our website.

Cookies

We do not use advertising or tracking cookies, and we do not use analytics that follow you around the web. Our fonts and images are stored on our own website, so visiting us does not share your details with font or image companies. The bot check may use strictly necessary technical data to work. People who edit our website use a login cookie, which is not used for visitors.

Who we share information with

We never sell your information. We only use trusted companies that help us run our services, under contracts that require them to keep it safe:

• 123 Reg, which hosts our website in Europe.
• Microsoft, which provides our email through Microsoft 365.
• Cloudflare, which provides our bot check.
• Anthropic, which provides the AI assistant in our chat.

Some of these companies may process information outside the UK. Where they do, appropriate legal safeguards are in place, such as UK approved contract terms. We may also share information if the law requires us to.

How long we keep it

• If you keep your AI and data check private, we never keep your answers.
• If you share your AI and data check anonymously, we keep your answers while they are useful for our combined figures, and they contain no personal details.
• If you share your AI and data check with your contact details, send us your IT health check answers, or send us a chat message or email, we keep it for up to two years from when we last spoke, unless you ask us to delete it sooner.
• If you become a customer, we keep your information for as long as we work together, and afterwards for as long as the law requires, for example six years for financial records.

Your rights

Under UK data protection law you can ask us to:

• see the information we hold about you.
• correct anything that is wrong.
• delete your information.
• limit how we use it, or object to us using it.
• give you a copy to take elsewhere.
• withdraw your consent at any time.

Just email hello@honeycombe4.com. It is free, and we will reply within one month. Our services are for organisations and are not aimed at children.

Concerns and complaints

If you are worried about how we have handled your information, please tell us first and we will put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

We will update this notice if anything changes, and the date at the top will always show when it was last updated.