MRS Web Solutions Ltd (trading as MRS Digital) Privacy Policy
July 2026
1. Introduction
MRS Web Solutions Ltd, trading as MRS Digital, respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store and protect your personal data when you visit our website, contact us, request our services, subscribe to our marketing, or otherwise interact with us.
For the purposes of UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are a data controller for the personal data we process:
Our details
MRS Web Solutions Ltd
1 Blue Prior Business Park
Redfields Lane
Church Crookham
Fleet
Hampshire
GU52 0RJ
Email: [email protected]
It is important that the personal data we hold about you is accurate and current. Please keep us informed of any changes to your personal data during your relationship with us.
2. Information we collect
We may collect and process the following personal data:
- Name;
- Email address;
- Phone number;
- Company name;
- Website URL
- Enquiry details and messages you send us;
- Marketing preferences;
- IP address, browser information, device information, and website usage data;
- Information collected through cookies and similar technologies;
- Images captured via our live video intercom system if you visit our offices, where applicable;
- Building access records, such as door entry logs or swipe card records where applicable.
We collect this information when you complete forms on our website, contact us by email or phone, subscribe to our newsletter, comment on our website, use our website, or otherwise provide information to us.
3. How we use your information
We use your personal data to:
- respond to your enquiries;
- provide information about services you have requested;
- manage newsletter subscriptions and marketing communications;
- improve our website, services and user experience;
- analyse website performance and visitor behaviour;
- protect our website and systems;
- protect our offices, staff, visitors, equipment and property;
manage access to our premises; - investigate security, health and safety, or misconduct incidents;
- comply with legal obligations;
- manage our business records and client relationships.
We will only use your information for the purpose for which it was collected, or for another lawful and compatible purpose. We do not use your personal data for solely automated decision making that has legal or similarly significant effects.
We do not knowingly collect or process any special category personal data, such as information about health, ethnicity, religion, political opinions, trade union membership or sexual orientation.
4. Lawful basis for processing
We process your personal data where we have a lawful basis to do so.
| Purpose / activity | Type of data | Lawful basis |
|---|---|---|
| Responding to enquiries or contact form submissions | Name, email address, phone number, company name, website URL, enquiry details | Legitimate interests to respond to your request and provide information about our services |
| Providing services to clients or taking steps before entering into a contract | Contact details, company details, service requirements, correspondence | Contract to perform our agreement with you or take steps at your request before entering into a contract |
| Sending newsletters and marketing communications | Name, email address, marketing preferences | Consent where you have opted in to receive marketing. You can withdraw consent at any time |
| Improving our website, services and user experience | Website usage data, enquiry trends, feedback and interaction data | Legitimate interests to understand how our website and services are used and improve them |
| Protecting our website, systems and business | IP address, technical data, security logs | Legitimate interests to keep our website and systems secure and prevent fraud or misuse |
| Office security, live video intercom, and visitor management | Visitor access information and images viewed via the live video intercom system, where applicable | Legitimate interests to protect our offices, staff, visitors, equipment and property, and manage access to our premises |
| Keeping business, accounting and tax records | Contact details, client/supplier records, invoices and correspondence | Legal obligation to comply with applicable legal, tax and accounting requirements |
5. Marketing communications
If you choose to receive email marketing from us, we may use your email address and related information to send newsletters, updates and service information. We will only send electronic marketing where permitted by law. This may be because you have consented, or because the soft opt-in applies for similar products or services. You can opt out at any time.
We currently use third party systems, such as Zoho, to manage email marketing. Your information will remain in those systems for as long as you remain subscribed, we continue to use the relevant service, or until you ask us to remove it.
6. Cookies used by MRS Web Solutions
Cookies are small electronic files that are placed on your computer when you visit a website. They are often needed to ensure that the website works efficiently. Some cookies are essential. Others, such as analytics or advertising cookies, will only be used where required consent has been obtained. Please refer to our cookie policy for more detail of the cookies we use and how to opt out of using them https://mrs.digital/cookies/
7. Sharing your information and international transfers
We may share your personal data with trusted third party service providers who process data on our behalf. These may include providers of:
- website hosting and security;
- analytics;
- email marketing;
- landing page and form tools;
- customer relationship management systems;
- building management, reception, facilities and security providers;
- website performance and behaviour analysis tools.
We may also share personal data where required to comply with the law, enforce our terms, protect our rights or safety, prevent fraud, or in connection with a business sale, merger, acquisition or restructuring.
We require our processors to protect personal information and only process it in accordance with our instructions and applicable data protection law.
Some of our third party providers may process personal information outside the United Kingdom or European Economic Area.
Where this happens, we will take appropriate steps to protect your personal information, such as approved contractual safeguards, including the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or other lawful transfer mechanisms.
We currently transfer data to the following third party providers:
| Third party providers | Purpose |
| Google (Analytics, Workspace) | Website analytics and business operations |
| Cloudflare | Content delivery, security and DDoS protection |
| Zoho | Email marketing and CRM |
| Unbounce | Landing page hosting and conversion tracking |
| Microsoft (Clarity) | Visitor session recording and heatmaps for UX improvement |
8. How long we keep your information
We only keep your personal data for as long as necessary for the purpose it was collected. We continually review the data records we have and should we receive on opt out from you we may keep a limited suppression record to make sure we do not contact you again.
For general website enquiries and marketing records, we usually keep personal data for up to 24 months from our last meaningful contact with you, unless we need to keep it longer for legal or legitimate business reasons.
9. Security
We take appropriate technical and organisational steps to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. MRS Digital has ISO/IEC 27001 certification, which supports our approach to information security management. Although we work hard to protect your information, no internet transmission is completely secure. Any information you send through our website is sent at your own risk.
10. Your rights
You have rights under data protection law. These may include the right to:
- access the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete your personal information;
- ask us to restrict how we use your information;
- object to certain types of processing;
- request data portability;
- withdraw consent where processing is based on consent;
Please note that these rights are not absolute. If you would like to exercise any of these rights, please email [email protected].
11. Children
Our website and services are aimed at businesses and are not directed at children. We do not knowingly collect personal data from children under the age of 13. If you believe we have inadvertently collected such data, please contact us so that we can delete it.
12. Contact information and complaints
If you have any questions or concerns or complaints regarding our use of your personal data or if you wish to exercise any of your rights described in this Privacy Policy, please email [email protected]. You also have the right to lodge any complaints you may have regarding our processing of your personal data to the Information Commissioner’s Office.
13. Links to other websites
Our website may contain links to third party websites. We are not responsible for how third-party websites collect or use your personal information, and we recommend that you read their privacy policies. We do encourage you to read the Privacy Policy of all websites that you visit.
14. Data Protection Lead
Our Data Protection contact is Carol Blackford-Mills, Managing Director of MRS Web Solutions Limited.
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page. Where appropriate, we may also notify you by email or through a notice on our website.