Version 2.1 – Updated 14.01.2025

Flyte is the trading name of Cloud Cover IT Services Ltd.

Flyte provide a variety of services to a wide range of organisations, in doing so we process data, a lot of data, some of which may contain personal information about the employees and customers of the organisations we provide services to.

Our lawful basis for processing such information, other than when there is a legal obligation, is legitimate interest. Our interest in processing personal information is in the delivery of services.

When collecting or processing personal information Flyte plays many roles. Sometimes we are the data controller, deciding the purpose of the processing; sometimes the data processor, processing on the instruction of a data controller; and in some cases, we are purely the receivers of personal information, we receive or have access to personal information, but do not process it.

Flyte have created this policy to explain to any interested parties how and why we:

• Collect
• Store
• Process
• Disclose

…any of your personal information we may need to process in delivery of our services.

Introduction and General Terms

Flyte is committed to protecting any personal information we may process. This Privacy Policy relates to our use of any personal information we may process via some of the following services Flyte provides:

• Bespoke Solution Development
• SaaS Solutions
• Solutions support
• Website Hosting

It also relates to our use of any personal information you provide to us by phone, SMS, email, via our website, in letters or other correspondence and in person. In order to provide you with the full range of Flyte services, we sometimes need to process information about you, this policy explains the following…

• What information Flyte may process about you
• How Flyte may use information we process about you
• When Flyte may use your details to contact you
• Whether Flyte will disclose your details to anyone else
• Your choices regarding personal information you provide to us.

Flyte are committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use your information in line with all applicable laws concerning the protection of personal information, including the General Data Protection Regulations (these laws are referred to collectively in this Privacy policy as the “data protection laws”). All services provided by Flyte potentially hold an element of security risk, if you have any concerns that the accounts of services Flyte provide have been compromised, please contact compliance@flyte.cloud to report this as soon as possible.

We will not use any of your personal data for automated decision–making or profiling.

Who are we?

About us

What information will Flyte process about me?

When your business participate in, access or sign up to any of Flyte’s services, activities or online content we may receive personal information about you. This can consist of information such as your name, email address, postal address, telephone or mobile number, gender or IP address, as well as information provided for the provision and use of Flyte provided services. (such as email address if we provide a hosted exchange service or telephone number if we provide hosted voice or telephony services, we also need to hold basic information such as name, email and telephone numbers within our CRM system for supporting services provided by Flyte).

How will Flyte use the information it processes about me?

Flyte may use your personal information for a number of purposes including the following:

• to deliver the services we provide to you and your business.
• to provide you with information about your services and to deal with your requests and enquiries in relation to your services.
• to improve and provide you with the most user-friendly service experience.
• for “service administration purposes”, which means that Flyte may contact you for reasons related to the service, activity or requests regarding additional services (e.g. to provide you with password reminders, to notify that a particular service has planned maintenance, to notify you of updates to our privacy policy or general terms & conditions).
• for analysis and research purposes so that we may improve the services offered by Flyte.
• to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.

Where Flyte proposes using your personal information for any other uses other than in the delivery of services provided by Flyte we will ensure that you are notified.

When will Flyte contact me?

Flyte may contact you:

• in relation to any service that Flyte delivers to you/your organisation, in order to ensure that Flyte can deliver the services. (e.g if you report a bug, or we determine a bug, we may contact you to investigate the issue further, Flyte may send you reports or information in relationship to services provided)
• in relation to any correspondence, we receive from you or any comment, feedback or complaint you make about Flyte products or services
• to invite you to participate in surveys about Flyte services (participation is always voluntary)
• to update you in any changes to Flyte policies and practices
• for marketing purposes and promotional offers relating to services Flyte provide

Will Flyte share my personal information with anyone else?

Flyte will never share your personal information without your approval, except where disclosure is required or permitted by law (for example government bodies, law enforcement agencies or emergency services), if it is inherent in the function of the service being delivered (such as visibility of an e-mail address on a hosted mail service to other hosted service users) or as described below.

Offensive or inappropriate content

If you post, submit or send content which may reasonably be deemed to be offensive, inappropriate or objectionable anywhere on or to Flyte systems or websites or otherwise engage in any disruptive behaviour on any Flyte service, Flyte may remove and if applicable, report such content.

3rd party sharing

When there is a requirement for Flyte to share data with a 3rd party in delivery of a service, and this sharing has been approved by the Data controller as a requirement of the Service to be provided, Flyte will take appropriate steps to ensure the integrity of the 3rd party’s security.

How long will Flyte keep my information?

We will hold your information on our systems for as long as is necessary for the relevant service, or for as long as it is set out in any relevant contract you / your organisation hold with Flyte.

Can I delete my data?

In some circumstances you can ask us to delete your data. Any requests to delete data that Flyte may process on behalf of your organisation or that may contain personal information about you should be made to compliance@flyte.cloud.

Can I find out what personal information Flyte holds about me?

I hope that the information provided has given a good understanding of the potential personal information Flyte may hold about you.

If under the Data Protection Law you wish to request a copy of the personal information about you, that Flyte may hold about you, or if you wish to have any inaccuracies corrected you can contact us at compliance@flyte.cloud.

Please note, we will require you to prove your identity with 2 pieces of approved identification. We will use reasonable efforts consistent with our legal duty to supply, correct, modify or delete personal information about you on files that do not relate to or negatively impact a direct service in delivery and for which consent has previously been determined.

The two forms of approved identification can include:

• Valid Passport
• Valid Driving licence
• Birth certificate
• Utility bill (from the last 3 months)
• Current vehicle registration document
• Bank statement (from the last 3 months)

Processing in line with your rights

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party.

Please contact compliance@flyte.cloud for any requests.

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact compliance@flyte.cloud.

Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Data Transfers

Personal data may be transferred to or stored outside of the UK or European Economic Area (EEA) for the purposes of transfers to service providers who may be located outside of the UK or EEA. Before any transfer takes place, we’ll take steps to make sure your personal information will be adequately protected, as required by the UK Data Protection Act, with safeguards such as standard contractual clauses being in place.

Changes to Flyte’s Privacy Policy

This privacy policy may be updated from time to time so you may wish to check it each time you submit personal information to Flyte. The date of the most recent revisions will appear on this page. If you do not agree to these changes or how Flyte process data containing personal information on behalf of your organisation, please liaise with the data protection officer of your organisation. If material changes are made to the Privacy Policy, for instance affecting how we would like to use your personal information, we will provide a prominent notice (including, for certain services, email notification for privacy policy changes).

Contact Details

If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the details below.

Cloud Cover IT Services Limited t/a Flyte
Email address: info@flyte.cloud
Postal address: Kirkstane House, 139 St. Vincent Street, Glasgow, G2 5JF

To report any form of abuse activity (spam, phishing, adware etc.) with respect to any of our services, please contact us by email: compliance@flyte.cloud.

Information Commissioners Office (ICO)

If you are unhappy with anything we have done with your data, you have the right to complain to the Information Commissioners Office.

To make a complaint to the Information Commissioners Office use the link below or call their hotline on Tel No.: 0303 123 1113. https://ico.org.uk/concerns/