Privacy Policy

1. Introduction

DYBS INTERNATIONAL LTD respects the privacy of every person who visits our website, contacts our office or engages our services. This Privacy Policy describes the personal information we collect, the reasons we collect it, the ways we use it and the choices available to you. It applies to our website at www.dybsintl.buzz, to our email and telephone communications, and to the professional services we deliver as a computer integrated systems design house.

This policy is published by the developer and operator DYBSIntl on behalf of DYBS INTERNATIONAL LTD. The company is registered in the United Kingdom with its office at 3rd Floor, 86-90 Paul Street, London - EC2A 4NE, United Kingdom (GB). We have written this document in plain English so that a reader without a legal background can understand how personal information moves through our business.

Because our work involves designing, integrating and supporting technology systems, we sometimes process personal data on behalf of our clients. In those situations the client remains the controller of the data and DYBS INTERNATIONAL LTD acts as a processor under a written agreement. This policy focuses on the data for which we are the controller, meaning the information we gather directly from visitors, enquirers, suppliers and prospective clients.

2. Who We Are

DYBS INTERNATIONAL LTD is a company operating in the computer systems design and related services industry, within the wider professional, scientific and technical services sector. Our registered office is 3rd Floor, 86-90 Paul Street, London - EC2A 4NE, United Kingdom (GB). We can be reached by email at chat@dybsintl.buzz and by telephone on +13466436838.

For the purposes of data protection law in the United Kingdom, DYBS INTERNATIONAL LTD is the data controller responsible for the personal information described in this policy. Where we act as a processor for a client, that client is the controller and we handle personal data only on documented instructions. Questions about this policy, or about the way we handle information, should be directed to the contact details above.

3. Scope of This Policy

This policy covers the personal information we process when you browse our website, complete our contact form, send us an email, call our office, request a proposal, subscribe to updates or engage us to deliver a service. It also covers information we collect from suppliers, partners and candidates during normal business activity.

This policy does not cover the practices of third party websites that you may reach through links on our pages. When you leave our website and visit another service, the privacy policy of that service applies. We encourage you to read those policies before providing personal information to any external organisation.

Where we process personal data on behalf of a client as part of a systems integration or managed support engagement, the terms of our processing agreement and the privacy notice of that client govern the handling of that data. Our internal controls still apply, but the client decides the purposes and the retention rules for their own records.

4. Data We Collect

We collect a limited set of personal information, and we keep the collection proportionate to the purpose. The categories of data we may hold are set out below.

• Identity data such as your name, job title and the organisation you represent.
• Contact data such as your email address, telephone number and postal address.
• Enquiry data such as the subject of your message and the content you choose to send us.
• Technical data such as your internet protocol address, browser type, device type and general location derived from that address.
• Usage data such as the pages you view, the links you select and the time you spend on each page.
• Contract data such as the services you request, the agreed scope, billing details and correspondence.
• Recruitment data such as a curriculum vitae and references where you apply to join our team.

We do not ask for special category data, such as information about health, ethnicity, religion or political opinions, and we do not seek it through our website. If you volunteer such information in a message, we will treat it with care and will not use it for any purpose beyond responding to your enquiry.

5. How We Collect Data

Most of the personal information we hold comes directly from you. You provide it when you complete the form on our contact page, when you send an email to chat@dybsintl.buzz, when you call +13466436838 or when you correspond with our team during a project.

A smaller amount of information is collected automatically when you use our website. Our hosting platform records technical data such as the internet protocol address of the requesting device, the browser type and the pages requested. This information helps us keep the site available, detect misuse and understand which pages are useful to visitors.

We may also receive information about you from a colleague who refers you to us, from a partner organisation that works with us on a programme, or from publicly available professional sources such as a company website. When we obtain information from a third party, we handle it under this same policy and we tell you about it when we first communicate with you.

6. Lawful Bases for Processing

Data protection law requires us to identify a lawful basis for each purpose for which we process personal information. We rely on the following bases.

Legitimate interests

We process contact, technical and usage data to respond to enquiries, operate and secure our website, and carry out normal business administration. We have balanced these interests against your rights and we limit the processing to what a reasonable person would expect from a technology services company.

Contract

Where you engage us to provide a service, we process identity, contact and contract data because it is necessary to enter into and perform that agreement, including billing and support.

Legal obligation

We may process and retain certain records because company law, tax law and accounting rules require us to do so. This includes records of invoices and business correspondence.

Consent

Where we rely on consent, for example for non-essential cookies or for marketing messages to individuals who are not existing clients, you may withdraw that consent at any time by contacting us. Withdrawal does not affect processing carried out before the withdrawal.

7. How We Use Information

We use personal information for the following purposes, and only to the extent needed for each one.

• To answer questions submitted through our contact form, email or telephone.
• To prepare proposals, statements of work and quotations for integration, cloud, support, data and security services.
• To deliver, manage and support the services our clients have engaged us to provide.
• To maintain business records, raise invoices and meet accounting and tax duties.
• To operate, secure and improve our website and its content.
• To detect and prevent fraud, misuse and security incidents.
• To send service updates to existing clients about work already underway.
• To assess applications from candidates who wish to join our team.
• To comply with lawful requests from courts, regulators and public authorities.

We do not use personal information for automated decision making that produces legal or similarly significant effects, and we do not build advertising profiles from the data collected on our website.

8. Cookies and Similar Tools

Our website uses a small number of cookies and similar browser storage tools. A cookie is a small text file placed on your device by a website. Cookies help a site remember your preferences and understand how visitors move through its pages.

We use strictly necessary cookies to keep the site functioning and to protect forms against misuse. We may use a limited analytics cookie to count visits and identify which pages are most helpful. We do not use advertising cookies and we do not sell cookie data to any third party.

You can control cookies through your browser settings. Most browsers allow you to block or delete cookies, and you can set your browser to warn you before a cookie is stored. If you disable all cookies, some parts of the website may not work as intended, but the main content remains available to read.

9. Sharing and Disclosure

We do not sell, rent or trade personal information. We share it only in the limited circumstances described below.

• With service providers who help us run our business, such as our website host, email provider and accounting platform, under contracts that restrict their use of the data.
• With professional advisers such as accountants, auditors and lawyers where necessary for advice or compliance.
• With a client, where the information relates to a programme we are delivering for that client and sharing is necessary for the work.
• With public authorities, courts or regulators where the law requires disclosure or where disclosure is necessary to establish, exercise or defend legal rights.
• With a buyer or successor in the event of a merger, acquisition or transfer of business assets, where personal information may be transferred as part of the transaction under continued confidentiality.

When we share information, we share the minimum needed for the stated purpose and we take reasonable steps to ensure the recipient protects it.

10. Service Providers

Like most technology companies, we rely on carefully selected suppliers to operate our business. These may include a website hosting provider, a business email provider, a cloud infrastructure provider, an accounting and invoicing platform, and a scheduling tool. Each supplier processes personal data only on our instructions and only for the purposes we have agreed.

We review our suppliers before onboarding them and we keep a record of the categories of data they handle. Where a supplier processes personal data on our behalf, we put a written data processing agreement in place that requires confidentiality, appropriate security and assistance with your rights. We do not allow any supplier to use our data for its own marketing purposes.

11. International Transfers

Our office and primary systems are located in the United Kingdom. Some of our suppliers operate infrastructure in other countries, so personal information may occasionally be transferred outside the United Kingdom as part of normal service delivery.

When we transfer personal data internationally, we take steps to ensure it receives an adequate level of protection. Those steps may include relying on an adequacy decision, using approved standard contractual clauses, or applying additional technical and organisational safeguards such as encryption and access controls. You may contact us for more information about the safeguards that apply to a specific transfer.

12. Data Retention

We keep personal information only for as long as we need it for the purpose for which it was collected, plus any period required by law. Retention periods vary according to the type of data and the reason we hold it.

• Enquiries that do not lead to an engagement are usually kept for up to twenty four months so that we can respond to follow up questions.
• Client contract and project records are kept for the duration of the engagement and for six years afterwards, in line with accounting and limitation rules.
• Financial records such as invoices are kept for at least six years to meet tax and company law duties.
• Recruitment records for unsuccessful candidates are kept for up to twelve months unless a longer period is agreed.
• Website technical logs are kept for a short period, typically no more than twelve months, unless needed for a security investigation.

When a retention period ends, we delete or anonymise the information securely. Where deletion is not immediately possible, for example because data sits in a backup archive, we isolate it and delete it when the archive next cycles.

13. How We Protect Data

Security is central to the work we do and to the way we run our own business. We apply technical and organisational measures designed to protect personal information against unauthorised access, alteration, loss and disclosure. These measures are reviewed as technology and threats evolve.

• Access to personal data is limited to staff and suppliers who need it for a defined purpose.
• Accounts are protected with strong authentication, and privileged access is granted sparingly and reviewed.
• Data is encrypted in transit and, where appropriate, at rest.
• Systems are kept patched and monitored for unusual activity.
• Backups are maintained and tested so that data can be restored after an incident.
• Staff receive guidance on handling personal information and on recognising security threats.

No method of transmission or storage is perfectly secure, but we work to reduce risk to a level appropriate to the sensitivity of the data. If a personal data breach occurs that is likely to result in a risk to your rights, we will notify the relevant regulator and affected individuals without undue delay, as the law requires.

14. Your Rights

Data protection law gives you a set of rights over the personal information we hold about you. We have summarised them below. These rights are not absolute, and some are subject to conditions set out in the law.

• The right of access, which allows you to request a copy of the personal data we hold about you.
• The right to rectification, which allows you to have inaccurate or incomplete data corrected.
• The right to erasure, which allows you to ask us to delete data in certain circumstances.
• The right to restriction, which allows you to ask us to limit how we use your data while a concern is resolved.
• The right to object, which allows you to object to processing based on legitimate interests.
• The right to data portability, which allows you to receive certain data in a structured, commonly used format.
• The right to withdraw consent, where processing is based on consent.
• The right to complain to a supervisory authority.

To exercise any of these rights, contact us at chat@dybsintl.buzz or write to DYBS INTERNATIONAL LTD, 3rd Floor, 86-90 Paul Street, London - EC2A 4NE, United Kingdom (GB). We will respond within one month, although complex requests may take longer and we will tell you if an extension applies. We may ask for proof of identity before acting, to protect your data from unauthorised access.

15. Marketing and Preferences

We send service updates and relevant information to existing clients as part of our ongoing relationship. We send marketing messages to other individuals only where we have a lawful basis, which usually means consent or a soft opt in permitted by law.

Every marketing message we send includes a way to opt out, and you can also tell us at any time that you no longer wish to receive messages. We honour opt out requests promptly and we keep a small suppression record so that we do not contact you again in error. Opting out of marketing does not affect messages that are necessary to deliver a service you have engaged.

16. Privacy for Children

Our website and services are intended for businesses and professional users. They are not directed at children, and we do not knowingly collect personal information from anyone under the age of sixteen. If you believe that a child has provided personal information to us, please contact us and we will take steps to delete the information promptly.

Where our client engagements involve systems that may hold information about children, for example in education or healthcare contexts, we act only on the documented instructions of the client and we support the client in meeting the higher standards that apply to such data.

17. Analytics and Monitoring

We use privacy conscious analytics to understand how visitors use our website. This helps us improve navigation, identify broken links and publish content that is genuinely useful. Where possible we configure analytics to avoid collecting information that could identify an individual, and we aggregate the results for reporting.

Our hosting and security tools may record technical details such as the time of a request and the address of the requesting device. We use this information to keep the site available, to investigate incidents and to protect against abuse. We do not combine these logs with other data to build individual profiles for marketing.

18. Changes to This Policy

We review this Privacy Policy regularly and we may update it to reflect changes in our services, our suppliers or the law. When we make a material change, we will update the effective date at the top of the page and, where appropriate, draw attention to the change on our website.

We encourage you to check this page from time to time so that you remain aware of how we protect personal information. Continued use of our website or services after an update means that the revised policy applies to you.

19. Contact Us

If you have a question about this Privacy Policy, or if you wish to exercise a right described above, you can reach us in any of the following ways.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner Office, which is the supervisory authority for data protection in the United Kingdom. We would, however, welcome the chance to resolve your concern directly first.