Website Privacy Policy

EFFECTIVE DATE: 13th April 2026

This privacy notice informs you of the policies regarding the collection, use, and disclosure of personal data by BatchHeader Ltd t/a EncodeDotHost ("we", "our", or "us").

We are company number 07159623 registered in England and Wales. Our registered office is at 10 Ivy Lane, Ettington, Warwickshire, CV37 7TD, United Kingdom.

This policy applies to information we collect when you visit our website, create an account, or contact our support team. In these instances, we act as a Data Controller. (Note: For information regarding how we process data hosted on our servers on behalf of our customers, please refer to our Data Processing Agreement (DPA)).

1. The Bases on Which We Process Information 

   The law requires us to determine under which defined bases we process different categories of your personal information. If a basis on which we process your personal information is no longer relevant, we shall immediately stop processing your data.
   

   1. Contractual Obligation: When you create an account, buy a product or service, or otherwise agree to our Master Services Agreement (MSA), a contract is formed. We process your information to:

      • Verify your identity for security purposes.
      • Sell products and provide services to you.
      • Provide necessary account and service communications.

   2. Consent: Through certain actions, such as when you browse our website or ask us to provide you with more information, you provide your consent to us to process information. We aim to obtain explicit consent (e.g., cookie banners). You may withdraw your consent at any time by contacting us, though this may limit your ability to use our website.

   3. Legal Obligation: We may process your information to comply with a statutory or legal obligation, such as providing information to legal authorities upon receipt of a proper authorization (e.g., search warrant or court order) or retaining accounting records for tax purposes.

   4. Legitimate Interests: We may process information on the basis there is a legitimate interest to us or to you, such as tracking communication histories to provide high-quality support or protecting our network against fraud and cyber-attacks.

2. Specific Uses of Information 

   1. Payment Information: We store information about your debit or credit card or other means of payment when you first provide it to us to make repeat purchasing easier and to prevent fraud.

      • We use a token-based system operated by Stripe or GoCardless.
      • Only the last 4 digits of your card are stored on our servers.
      • We keep your payment information encrypted and automatically delete it when a card expires.

   2. Support & Complaints: When you contact us (by telephone, website, or email), we collect the data you have given to us in order to reply and resolve your query. We keep personally identifiable information associated with your message to track our communications and provide a high-quality service.

   3. Affiliate Information: Information given to us by you in your capacity as an affiliate allows us to recognize visitors you have referred and to credit your commission. This information is not used for any other purpose.

   4. Job Applications: If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you at a later date.

3. Automated Data Collection & Cookies 

   1. Browsing Activity: Requests by your web browser to our servers are recorded. We record information such as your geographical location, Internet service provider, IP address, device type, and screen resolution. We use this information in aggregate to assess webpage popularity and network performance.
      
      
   2. Cookies: Our website uses cookies (small text files placed on your device) to track website usage, keep you signed in, and record survey answers or live chat threads. For full details on the types of cookies we use and how to manage your preferences, please review our standalone Cookie Policy.

4. Disclosure and Sharing of Your Information 

   We do not sell or rent your personal information to third parties. We only share information in the following circumstances:
   
   • Sub-Processors: We use select third-party service providers to facilitate our services (e.g., payment gateways, domain registries, analytics). These partners are strictly bound by confidentiality and data protection agreements.
   • Credit Reference: To assist in combating fraud, we may share information with credit reference agencies if a customer initiates an unjustified chargeback or payment cancellation.
   • Legal Authorities: We will share data when legally compelled by a recognized authority.

5. International Data Transfers 

   Our primary websites and servers are hosted within the UK and the European Economic Area (EEA). However, we may use outsourced services or software developed in countries outside the UK/EEA (e.g., the United States).

   We use strict safeguards for data transferred outside the UK/EEA, ensuring our contracts with data processors include transfer clauses approved by the relevant supervisory authorities (such as the UK Addendum to the EU Standard Contractual Clauses).

6. Your Rights 

   Under the UK GDPR, you possess several rights regarding your personal data:

   • Access & Update: You may review or update personally identifiable information we hold about you by signing into your account.
   • Request a Copy: You may request a copy of the data we hold on you by contacting our support team.
   • Removal: You may request that we delete your personal information. Note that this may limit the services we can provide and may not be possible if you have active services or if we are legally required to retain the data (e.g., for tax records).

   To protect your data, we will take reasonable steps to verify your identity before granting access or taking action on these requests.

7. Data Retention 

   Except as otherwise mentioned, we keep your personal information only for as long as required to:

   • Provide you with the services you have requested.
   • Comply with legal and tax obligations.
   • Support a claim or defense in court.

8. Contact & Complaints

   If you have any questions about this Privacy Policy, or if you wish to make a complaint about how we handle your data, please contact us at [email protected].

   If you remain dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). This can be done at https://ico.org.uk/concerns/.