Privacy Policy & Cookie Notice

1. Who We Are

Fiolta Digital is a professional document scanning and digitisation service based in Northern Ireland. We are the data controller responsible for your personal data.

We are registered under the UK Data Protection Act 2018 and comply with the UK General Data Protection Regulation (UK GDPR).

2. What Personal Data We Collect

We only collect information that is necessary to respond to your enquiry and provide our services. This includes:

Contact enquiry data (via our website form)

• Your full name
• Email address
• Phone number (if provided)
• Details of the materials you wish to have digitised
• Any other information you choose to include in your message

Customer project data

• Postal address (for collections and returns)
• Physical materials you send or hand over to us for digitisation
• Invoice and payment information

We do not collect sensitive personal data unless it is contained within documents you submit to us for scanning (for example, medical records or legal papers). In these cases the data is processed solely for the purpose of digitisation and is not read, copied, or used for any other purpose.

3. How We Use Your Data

We use your personal data for the following purposes:

• To respond to your enquiry and provide a quote
• To carry out the digitisation services you have requested
• To arrange collection and return of your materials
• To send you your completed digital files
• To issue invoices and process payments
• To comply with legal and regulatory obligations

Legal basis for processing

Under UK GDPR, we process your data on the following legal bases:

• Contractual necessity — to fulfil the services you have requested
• Legitimate interests — to respond to enquiries and manage our business
• Legal obligation — to comply with financial and tax record-keeping requirements

4. How Long We Keep Your Data

• Enquiries that do not proceed to a project: deleted within 12 months
• Customer project records and invoices: retained for 6 years in line with HMRC requirements
• Your physical materials: returned to you promptly upon project completion — we do not retain originals
• Your digital files: held securely for 30 days after delivery, then permanently deleted unless you request otherwise

5. Who We Share Your Data With

We do not sell, rent or trade your personal data. We share it only where necessary:

• Formspree (formspree.io) — our website contact form is processed through Formspree, a GDPR-compliant form processing service. Your enquiry data is transmitted securely and stored briefly before being forwarded to us. View their privacy policy at formspree.io/legal/privacy-policy
• Google Fonts — our website loads fonts from Google's servers. This may result in your IP address being transmitted to Google. View Google's privacy policy at policies.google.com/privacy
• Legal authorities — we may disclose data if required to do so by law or a court order

All third-party providers we use are required to handle your data securely and in accordance with data protection law.

6. Your Rights

Under UK GDPR you have the following rights regarding your personal data:

• Right of access — you can request a copy of the personal data we hold about you
• Right to rectification — you can ask us to correct inaccurate data
• Right to erasure — you can ask us to delete your data where there is no lawful reason to retain it
• Right to restriction — you can ask us to limit how we use your data
• Right to object — you can object to processing based on legitimate interests
• Right to data portability — you can request your data in a portable format

To exercise any of these rights, please contact us at info@fioltadigital.co.uk. We will respond within 30 days.

7. How We Protect Your Data

We take the security of your personal data seriously. Our measures include:

• All physical materials are stored in a secure, CCTV-monitored facility
• Digital files are transferred via encrypted, password-protected links
• Access to your data is restricted to Stephen Loye only
• Email and digital communications use industry-standard encryption
• Project files are permanently deleted from our systems within 30 days of delivery

8. Cookie Notice

Cookies are small text files placed on your device when you visit a website. Here is what our website uses:

We do not currently use advertising cookies, tracking cookies, or analytics cookies (such as Google Analytics). If this changes, this notice will be updated and your consent will be requested.

How to control cookies

You can control and delete cookies through your browser settings. Please note that disabling cookies may affect the functionality of some websites. For guidance, visit allaboutcookies.org.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The date at the top of this page will always show when it was last updated. We encourage you to check back periodically.

10. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please get in touch: