Privacy notice

Last updated 21 October 2026

This notice explains what personal information NorthOps collects, why we use it, who we share it with, how long we keep it and the rights you have. We've written it in plain English. If anything is unclear, email [email protected].

1. Who we are

NorthOps is the "controller" of your personal information. That means we decide how and why it's used.

• Business: NorthOps, a sole trader business run by Maros Cincura, Ashford, Kent, United Kingdom
• Trading status: sole trader
• Contact: [email protected]

We haven't appointed a Data Protection Officer. Maros Cincura handles all privacy questions directly.

2. What we collect and why

When you contact us

When you email, call or message us, we receive your name, email address, phone number (if you give it), your business details and whatever you tell us about your enquiry. Some quote buttons on our website open your own email app with a message addressed to [email protected]. If you use the enquiry form, see "Enquiry form" below.

We use this to reply, to prepare a quote and to provide any service you ask for. Lawful basis: taking steps at your request before entering into a contract, and our legitimate interest in responding to business enquiries.

Enquiry form

Our website has an enquiry form. When you send it, we collect:

• your name and email address
• your phone number, if you choose to give it
• the service you're asking about
• your message
• the page of our website you sent it from

We use these details only to reply to your enquiry and for any follow-up you ask for. We don't add you to a mailing list. Lawful basis: taking steps at your request before entering into a contract, and our legitimate interest in responding to business enquiries.

The form is delivered by email to [email protected] through our website host (Cloudflare) and our email provider (Google Workspace). If the form can't be sent, it opens your own email app with your enquiry filled in instead, and nothing is sent until you press send.

We keep enquiries only for as long as we need them to deal with your enquiry and any follow-up you ask for. If you become a customer, we keep your records as described in "How long we keep it" below.

NorthOps is a sole trader business, so your enquiry is read and answered by NorthOps directly.

Website chat assistant

Our website has a chat assistant that answers questions about NorthOps from the information on this website. When you use it:

• Your chat messages (and the assistant's recent replies, for context) are sent to our website host, Cloudflare, and processed only to answer you. When AI answers are switched on, this uses Cloudflare Workers AI. Otherwise, answers come from a fixed list of questions and answers.
• NorthOps doesn't use your chat messages to train AI models, and we don't keep a log of chats. The conversation is saved in your browser's session storage so it stays in place as you move between pages. It isn't a cookie, and it's cleared when you close the tab.
• Your contact details (name, email or phone number, business and what you need) are only sent to us if you fill in "Leave your details" and tick the consent box. They're delivered to [email protected] in the same way as the enquiry form, and we use them only to reply to you.

Please don't share sensitive information in the chat. Lawful basis: our legitimate interest in answering questions about our services and, for the details you send us, your consent. To ask us to delete anything you've sent through the chat, email [email protected].

When you buy the Trades Business Toolkit

Toolkit purchases are made through Payhip, with card payments processed by Stripe (or PayPal, if you choose it at checkout). We don't see or store your card details. We receive your name, email address and order details (what you bought, the price and the date). If you buy Toolkit + NorthOps Setup, we also receive the business details, rates, logo and customer or job records you send us for the setup.

We use this to deliver your purchase, provide setup and support, send fixes to the Toolkit, handle refunds and keep the records the law requires. Lawful basis: performing our contract with you, and our legal obligation to keep accounting records.

If you buy from us, we may occasionally email you about similar NorthOps products and services. You can opt out when you buy, and every email includes a simple way to unsubscribe. This is known as the "soft opt-in" under PECR. Lawful basis: our legitimate interest in telling customers about similar products and services. If you object, we'll stop.

Business-to-business outreach

We sometimes contact businesses we think could benefit from our services. We collect business contact details from public sources, such as company websites, Google Business listings and Companies House. This can include a person's name, job title, work email address, work phone number and business address.

• We only send unsolicited marketing emails to limited companies and limited liability partnerships (LLPs), as the Privacy and Electronic Communications Regulations (PECR) allow.
• We do not send unsolicited marketing emails to sole traders or partnerships.
• Every email we send tells you who we are and gives you a simple way to opt out. If you opt out, we stop and keep only a minimal record (for example, your email address) so we don't contact you again.

Lawful basis: our legitimate interest in promoting our services to businesses. We've weighed this against your rights, and you can object at any time. If you object to direct marketing, we will always stop.

When you visit our website

Our website is hosted by Cloudflare. Like any website host, Cloudflare processes technical information such as your IP address, browser type and the pages you request, so it can deliver the site and protect it from attacks and abuse. Lawful basis: our legitimate interest in running a secure website.

Our pages load fonts from Google Fonts, so your browser connects to Google's servers and your IP address is shared with Google when the page loads.

We don't use any analytics or advertising trackers on the site.

The example websites under /websites/ are for example businesses, not real clients. Their forms and contact buttons don't send anything anywhere.

3. Cookies and similar technologies

The NorthOps website doesn't set its own cookies, and we don't use advertising or analytics cookies.

• Cloudflare security cookies: Cloudflare may set cookies such as __cf_bm or cf_clearance to tell people apart from bots and keep the site secure. These are strictly necessary, so they don't need your consent.
• Interactive example system: our interactive example system saves your changes in your browser's session storage, so the example keeps your place while you click around. This stays on your device, isn't sent to us, and is cleared when you close the tab. It's strictly necessary for the feature you're using.
• Payhip checkout: when you click a buy button, you go to Payhip's checkout, which uses its own cookies under Payhip's own policies.

4. Who we share it with

We don't sell your personal information. We use these service providers ("processors") to run the business. They may only use your information to provide their service to us:

If you choose PayPal at checkout, PayPal processes that payment under its own privacy policy.

We may also share information with our accountant or professional advisers, or where the law requires it.

International transfers

Some of these providers may process data outside the UK. Where they do, they use the legal safeguards required by UK data protection law.

5. How long we keep it

We keep personal information only for as long as we need it for the purposes described above. In particular:

• Outreach contacts who don't respond: deleted after 12 months.
• Opt-outs: a minimal "do not contact" record, kept for as long as we do outreach, so we respect your choice.
• Enquiries: kept only for as long as we need them to deal with your enquiry and any follow-up you ask for.
• Customers: purchase and transaction records kept for 6 years, as accounting and tax law requires.

6. Your rights

Under UK data protection law you have the right to:

• Access: ask for a copy of the personal information we hold about you.
• Rectification: ask us to correct information that's wrong or incomplete.
• Erasure: ask us to delete your information, where there's no good reason for us to keep it.
• Object: object to us using your information on the basis of legitimate interests. Your right to object to direct marketing is absolute: if you object, we will stop.
• Restriction: ask us to limit how we use your information, for example while we check a correction.
• Portability: ask for information you gave us in a common digital format, where we use it on the basis of contract or consent.

To use any of these rights, email [email protected]. There's normally no charge, and we'll reply within one month.

Complaints

If you're unhappy with how we've handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator: ico.org.uk, or call 0303 123 1113.

7. Keeping your information safe

We use reputable providers and keep access to your information limited to what's needed to do the work.

8. Changes to this notice

We'll update this notice if the way we handle personal information changes. The date at the top shows when it was last updated.