This Privacy Policy explains how hostingby.design processes personal data when you visit our website, create an account, order our services or contact us.
1. Who we are
hostingby.design is a brand of HNielsen Technologies ApS, Nørresundby, Denmark, CVR no. 43358936. We are the data controller for the personal data described in this policy.
You can contact us about privacy at support@hostingby.design or through the ticket system in our client area.
[TO CONFIRM: name and contact details of a Data Protection Officer, if one is appointed.]
2. Data you store on our services
This policy does not cover the data that you store or process on the servers, applications and other services that you rent from us. For that data, you are the controller and we act as a processor on your behalf. Article 13 of our Terms of Service describes how we treat that data.
[TO CONFIRM: whether a separate Data Processing Agreement is available for customers.]
3. Personal data we collect
| Category | Examples | Source |
|---|---|---|
| Account details | Name, email address, postal address, company name, VAT number | You, when you create an account |
| Billing data | Invoices, payment IDs, payment tokens | You and our payment providers |
| Support data | Support tickets, ticket attachments, emails that we send to you | You and us |
| Technical data | IP addresses, login history, service usage such as traffic | Our systems |
| Affiliate data | PayPal address for affiliate payouts | You, if you join the affiliate programme |
We do not ask for special categories of personal data, such as health data. Do not send such data to us in support tickets.
4. Why we use your data
| Purpose | Legal basis (GDPR) |
|---|---|
| Create and manage your account, deliver and support the services you order | Performance of a contract, Article 6(1)(b) |
| Send invoices, process payments and keep accounting records | Contract, Article 6(1)(b), and legal obligation, Article 6(1)(c) |
| Prevent fraud and abuse, protect our network and handle abuse complaints | Legitimate interest, Article 6(1)(f) |
| Answer questions from people who are not customers yet | Legitimate interest, Article 6(1)(f) |
| Comply with requests from authorities when the law requires it | Legal obligation, Article 6(1)(c) |
[TO CONFIRM: whether we send marketing emails. If yes, add the purpose and the legal basis, usually consent.]
[TO CONFIRM: whether orders go through automated fraud checks in WHMCS. If yes, describe them here.]
5. How long we keep your data
How long we keep data depends on your account status:
- Active client: you have at least one active service.
- Inactive client: you have had no active service and have not logged in for 3 months.
While you are an active client, we keep your data for as long as you have an active service. The only exception is ticket attachments.
For inactive clients, we remove data on this schedule:
| Data | Retention |
|---|---|
| Ticket attachments (also for active clients) | 1 month |
| Support ticket history (closed tickets only) | 3 months |
| Sent email history | 3 months |
| Payment tokens | 3 months |
| Billing items, such as invoices and payment IDs | 5 years |
| Account details, such as name and email address | 5 years |
After 5 years, we remove all data of inactive clients from our databases. Danish law obliges us to keep certain billing records for up to 5 years.
You can make your account inactive by closing all of your services. The schedule above then applies. This structure can change when regulations change.
[TO CONFIRM: how long web server and network logs, such as IP addresses, are kept.]
6. Who receives your data
We only share personal data when it is necessary for the purposes in section 4:
- Payment providers, to process your payments: PayPal, and [TO CONFIRM: card processor for Visa and Mastercard], [TO CONFIRM: cryptocurrency payment processor], [TO CONFIRM: provider for iDeal and EPS].
- Infrastructure partners, who host the hardware for our services, such as Leaseweb and Hetzner. [TO CONFIRM: partners for the Singapore and United States locations, and whether they receive any customer personal data.]
- Email and IT providers that we use to run our business. [TO CONFIRM: names.]
- Authorities, when the law requires us to share data.
We do not sell your personal data.
7. Transfers outside the EU and EEA
We offer services in Canada, Singapore and the United States. [TO CONFIRM: whether customer personal data, such as account and billing data, is stored or accessed outside the EU and EEA.]
If personal data is transferred outside the EU and EEA, we make sure that it is protected. We use an adequacy decision of the European Commission where one exists, or the European Commission’s Standard Contractual Clauses.
8. Cookies and our website
This website (hostingby.design) does not use cookies, analytics or third-party trackers. Fonts and images are served from our own servers.
The client area (my.hostingby.design) uses cookies that are necessary to log in, keep your session and remember your shopping cart. [TO CONFIRM: whether the client area uses any other cookies.]
9. Your rights
Under the GDPR, you have the right to:
- get access to your personal data;
- correct inaccurate data;
- have your data deleted, unless the law obliges us to keep it;
- restrict the processing of your data;
- receive your data in a structured, machine-readable format;
- object to processing that is based on our legitimate interest;
- withdraw your consent at any time, where we process data based on consent.
To use these rights, contact us at support@hostingby.design. We reply within one month. We can ask you to confirm your identity first.
10. Complaints
If you think that we process your personal data incorrectly, please contact us first. You also have the right to file a complaint with the Danish Data Protection Agency (Datatilsynet), www.datatilsynet.dk.
11. Security
We use technical and organisational measures to protect your personal data against loss and unauthorised access. [TO CONFIRM: a short description of the main measures, for example encryption in transit, access control and two-factor authentication for staff.]
12. Changes to this policy
We can change this policy, for example when regulations change. We announce important changes by email or in the client area.