Privacy Policy

Last updated: 27 December 2025
This Privacy Notice explains how BEYONDWMS LTD (“we”, “us”, “our”) collects and uses personal data when you use our website, contact us, or interact with website features such as embedded content, comments, media uploads, or user accounts (where available).
We are committed to protecting your personal data and being transparent about how we use it.
Some features described below (such as comments or user registration) may not be enabled on our website at all times.

1. Who we are (Data Controller)

BEYONDWMS LTD is the controller of the personal data collected via this website.
Registered office: 1110 Elliott Court, Coventry Business Park, Herald Avenue, Coventry, West Midlands, United Kingdom, CV5 6UB
Company number: 13617433
Email: privacy@beyondwms.com
If you have any questions about this notice or how we use your personal data, please contact us using the details above.

2. What personal data we collect

Depending on how you use our website, we may collect the following personal data:

A) Contact form enquiries

When you submit our contact form, we collect the information you provide, which may include:

    • Name
    • Email address
    • Telephone number (if provided)
    • Company name (if provided)
    • Message content (any information you include)

B) Comments

When visitors leave comments on the site, we collect:

    • the data shown in the comments form
    • the visitor’s IP address
    • the browser user agent string
    • This helps with spam detection.

If Gravatar is enabled, an anonymised string created from your email address (a “hash”) may be provided to the Gravatar service to check if you are using it. The Gravatar service privacy policy is available at: https://automattic.com/privacy/. After approval of your comment, your profile picture may be visible to the public in the context of your comment.

C) User accounts

If you register for an account on our website (if available), we store the personal information you provide in your user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

D) Media uploads

If you upload images or other files to the website (if available), you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

E) Technical data (server logs)

We may collect limited technical information through standard server logs used for security and troubleshooting (for example IP address, date/time of access, and requested pages). This information is typically collected by our hosting provider as part of normal website operations.
We do not intentionally collect special category data (such as health information) via our website. Please avoid including sensitive personal information in your message.

3. Embedded content from other websites

Articles on this site may include embedded content (e.g., videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if you visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

4. How we use your personal data (and our lawful basis)

We use personal data for the purposes below:

A) To respond to enquiries and communicate with you

We use your details to respond to your message, answer queries, and provide information requested.
Lawful basis: Legitimate interests — we have a legitimate interest in responding to enquiries and maintaining communication with potential and existing customers.
Where your request relates to pre-contract steps (for example requesting a quote or service information), processing may also be necessary for contract purposes.

B) To maintain website security and prevent misuse

We may use technical data (such as server logs) and anti-spam features (if enabled) to protect our website from fraud, abuse, and cyber threats.
Lawful basis: Legitimate interests — protecting our website and business.

C) To manage user accounts and website functionality

If we enable account registration, we use account-related data to provide account access and administer the website.
Lawful basis: Contract (where you register for an account), and/or legitimate interests (administering the site).

D) To moderate comments

If comments are enabled, we use comment data for moderation, spam prevention, and publishing visitor contributions.
Lawful basis: Legitimate interests — maintaining a safe and functional website.

5. Who we share your personal data with

We may share personal data with trusted third parties that help us operate our website and communicate with you. These include:

    • Website hosting provider: 20i
    • Email and communications provider: Microsoft 365 (Microsoft)
    • Spam detection services: (used only if enabled, for example built-in WordPress anti-spam features)
    • Gravatar: (only if enabled, for comment profile images; see section 2B)

These providers process personal data only on our instructions and are required to protect it.
We do not sell your personal data and do not share it with third parties for advertising or marketing purposes.

Password resets

If you request a password reset, your IP address may be included in the reset email.

6. International transfers

Some of our service providers (including Microsoft and other technology providers) may process personal data outside the UK.
Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, such as:

    • the UK International Data Transfer Agreement (IDTA), and/or
    • the UK Addendum to the EU Standard Contractual Clauses (SCCs), and/or
    • other lawful transfer mechanisms recognised under UK data protection law.

You can request more information about these safeguards using the contact details above.

7. How long we keep your personal data

We keep personal data only for as long as necessary for the purposes described above.

Contact form enquiries

We retain contact form enquiries for up to 24 months from the date of the last communication, unless we need to keep it for longer to comply with legal obligations or to establish, exercise, or defend legal claims.

Comments

If you leave a comment, the comment and its metadata may be retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

User accounts

For users that register on our website (if any), we store the personal information they provide in their user profile. Users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information. We retain account information for as long as the account remains active and for a reasonable period afterwards, where necessary for security and administrative purposes.

8. What rights you have over your data

You have rights in relation to your personal data under UK GDPR, including:

    • Right of access (request a copy of your personal data)
    • Right to rectification (correct inaccurate or incomplete data)
    • Right to erasure (request deletion in certain circumstances)
    • Right to restrict processing
    • Right to object to processing based on legitimate interests
    • Right to data portability (in certain circumstances)

 If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

To exercise your rights, contact us at privacy@beyondwms.com. We may need to verify your identity before responding.

9. Complaints

If you are unhappy with how we handle your personal data, please contact us first and we will do our best to resolve the issue.
You also have the right to lodge a complaint with the UK supervisory authority:
Information Commissioner’s Office (ICO)
Website: https://ico.org.uk/
Telephone: 0303 123 1113

10. Cookies and tracking

We do not currently use advertising trackers on our website.
We may use essential cookies or similar technologies that are necessary for the website to function properly and securely (for example, login/session cookies for administrators and security cookies).
If we introduce analytics or marketing cookies in the future, we will update this Privacy Notice and (where required) provide a cookie banner to obtain consent before those cookies are set.

11. Security

We take appropriate technical and organisational measures to protect personal data, including access controls and secure systems. However, no method of transmission over the internet is completely secure.

12. Changes to this Privacy Notice

We may update this Privacy Notice from time to time. The latest version will always be published on this page and the “Last updated” date will be revised.

13. Privacy Summary

Summary: We use the details you submit via our contact form to respond to enquiries. We don’t use advertising trackers. We retain contact enquiries for up to 24 months. Some site features (like embedded content and comments, if enabled) may involve additional data collection as described above. Contact us at privacy@beyondwms.com to exercise your data rights.