top of page

PRIVACY AND COOKIE POLICY

1. Introduction

Arlio Limited, a company incorporated in England and Wales (Company Number: 16612965), with its registered office at 66 Paul Street, London, EC2A 4NA (“Arlio”, “we”, “us” and “our”), respects the privacy of the people we deal with and we uphold high standards of privacy practice and security.

​

This Privacy and Cookie Policy (the “Policy”) explains how we handle personal information, how we collect it, what we do with it, how it is stored, and who we might share it with. This Policy also describes how you can access or correct information we hold about you, how you can ask further questions or make a complaint, and information about our website and online activities.

​

Whenever we handle personal information, we take steps to ensure that appropriate standards of privacy practice and security are applied.

2. Data Protection Principles

We comply with data protection law. This means that the personal information we hold about you must be:

  • Used lawfully, fairly and in a transparent way

  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes

  • Relevant to the purposes we have told you about and limited only to those purposes

  • Accurate and kept up to date

  • Kept only as long as necessary for the purposes we have told you about

  • Kept securely

3. The Information We Collect

3.1 Website Visitors

If you are a user of our website, we process personal data that you provide to us and limited information captured by cookies (see the “Cookies” section below). This typically includes:

  • Your name

  • Your telephone number

  • Your email address

  • Your occupation or job title

  • Your organisation name

  • Your domain and IP address

We do not automatically link your domain and IP address to any personal data which you choose to provide to us.

3.2 Clients and Service Users

Where you or your organisation engages Arlio to provide IT services, we may also collect:

  • Contact details of designated contacts and authorised users

  • IT system and device information necessary to deliver our services

  • User account information, login records, and access credentials

  • Support ticket information and correspondence

  • Billing and payment information

  • Information contained in IT systems we manage on your behalf

3.3 Job Applicants

We collect personal information from you if you apply for a job with Arlio, including your CV, employment history, qualifications, and references.

4. If You Do Not Provide Personal Data

If you are a user of our website and you do not provide us with relevant personal data or personal data which we request from you, our ability to respond to your query in a useful or timely manner may be compromised. If you are a client or prospective client, failure to provide necessary information may affect our ability to deliver services to you.

5. How We Collect Your Information

We collect personal information about you directly from you. This can be in person, in documents you give us, from telephone calls, emails, through our service desk portal, or from your access to our website. We take reasonable steps to be transparent about how and why we collect personal data.

6. How We Store Your Information

We keep personal information in physical and electronic records, at our premises and the premises of our service providers, which may include processing or storage in the cloud. Where data is stored outside the United Kingdom, we take steps to ensure that appropriate safeguards are in place in accordance with UK data protection law.

​

We also keep records of our interactions with you (including by telephone, email, and online) and of your service and transaction history.

7. How We Use Your Information

We use personal information about you for the purpose for which it was provided to us, including to:

  • Provide, manage, and improve our IT services

  • Respond to support requests and resolve technical issues

  • Monitor and maintain the security and performance of your IT systems

  • Manage user accounts and access permissions

  • Communicate with you about our services, including service reports and recommendations

  • Process job applications

  • Communicate with you and deal with or investigate any complaints or enquiries

  • Comply with our legal and regulatory obligations

We may also:

  • Anonymise your data for our own purposes including service improvement and capacity planning

  • Use personal information for the prevention and mitigation of fraud and other financial crimes

  • Use personal information to fulfil our contractual obligations to you

​

We do not sell personal information for marketing purposes to other organisations.

8. When Your Information Is Disclosed

Subject to applicable law, we may share personal information within Arlio and may disclose personal information outside Arlio:

  • With third-party service providers who assist us in delivering our services (including cloud hosting providers, remote monitoring tool providers, ticketing system providers, and security tool providers)

  • To our sub-processors as listed in our Data Processing Agreement

  • To software vendors and publishers where necessary to provision and manage your licences and subscriptions

  • To our professional advisers, including accountants, auditors, and lawyers

  • To comply with any legal or regulatory obligation

  • For the prevention and mitigation of fraud and other financial crimes

Where we disclose personal information to third parties, we take steps to ensure that appropriate data protection safeguards are in place.

9. Keeping Information Accurate and Up to Date

We take reasonable steps to ensure that all information we hold is as accurate as possible. You are able to contact us at any time and ask for its correction if you feel the information we have about you is inaccurate or incomplete.

10. Keeping Information Secure

We use security procedures and technology to protect the information we hold. Access to and use of personal information within Arlio is controlled to prevent misuse or unlawful disclosure of the information. This includes internal policies, auditing, training, and monitoring of staff.

​

Our security measures include encryption of data in transit and at rest, multi-factor authentication, role-based access controls, regular security testing, and staff security awareness training.

​

If other organisations provide support services, we require them to take appropriate technical and organisational measures to secure the privacy of the information provided to them.

11. How You Can Access or Correct Your Information

You can contact us to request access to or to correct your personal information. In normal circumstances we will give you full access or make the requested corrections to your information. However, there may be some legal or administrative reasons to deny these requests. If your request is denied, we will provide you with the reason why (if we can). Where we decide not to make a requested correction to your personal information and you disagree, you may ask us to make a note of your requested correction with the information.

12. Your Rights Under UK Data Protection Law

Under the UK General Data Protection Regulation, you have the following rights:

  • The right to access your personal data

  • The right to correct or rectify your personal data

  • The right to have your personal data deleted, subject to applicable law

  • The right to have your personal data processed only in accordance with applicable law

  • The right to receive copies of your personal data in a portable format

  • The right to object to our processing your personal data otherwise than in accordance with the law

  • The right to withdraw any consent to our processing your personal data at any time

Please email privacy@arlio.co.uk to exercise any of these rights.

13. Cookies

13.1 What Are Cookies

A ‘cookie’ is a small text file placed on your computer or device by a website for record keeping purposes. Cookies are generally used on our website to:

  • Access online services: if you log into secure areas on our website, we will use cookies to authorise your access and save your preferences

  • Monitor traffic: we use anonymous information to track how people are using our website, including time of visit, pages visited, and some system information about the type of device you are using

  • Improve your experience: cookies help us remember your preferences and provide a more personalised experience

13.2 Types of Cookies We Use

We use the following categories of cookies:

  • Strictly Necessary Cookies: These are essential for the website to function and cannot be switched off. They are usually set in response to actions you take, such as setting your privacy preferences, logging in, or filling in forms.

  • Analytics Cookies: These allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us understand which pages are the most and least popular and how visitors move around the site.

  • Functional Cookies: These enable the website to provide enhanced functionality and personalisation, such as remembering your preferences.

13.3 Managing Cookies

Most web browsers allow you to manage your cookie preferences. You can set your browser to refuse cookies or to delete certain cookies. However, if you choose to block or delete cookies, some features of our website may not function properly.

14. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. When personal data is no longer needed, we will securely delete or anonymise it.

For clients, we retain service records, billing information, and contract records for a period of six years following the end of the business relationship, in accordance with our legal and regulatory obligations.

15. International Data Transfers

Some of our service providers and sub-processors may be based outside the United Kingdom. Where personal data is transferred outside the United Kingdom, we ensure that appropriate safeguards are in place, such as standard contractual clauses approved by the UK Government, or transfers to countries that have been recognised as providing an adequate level of data protection.

16. Children’s Privacy

Our services are not directed at children under the age of 16, and we do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child under 16, we will take steps to delete that information.

17. Changes to This Policy

We may update this Policy from time to time. Any changes will be posted on our website with an updated effective date. We encourage you to review this Policy periodically.

18. Contact Us

If you have any questions or complaints regarding privacy or information handling, please contact us:

​

Email: notices@arlio.co.uk

​

Post: Arlio Limited, 66 Paul Street, London, EC2A 4NA

​

We will respond as soon as we are able to let you know who will be handling your matter and when you can expect a further response.

​

If your concerns are not resolved to your satisfaction, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). You can contact the ICO at ico.org.uk or by telephone on 0303 123 1113.

bottom of page