Privacy Policy
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HOW WE USE YOUR DATA
Like you, we care about your privacy. This privacy notice explains how, when, where, and why we use your information. It also provides you with advice on your rights regarding how your information is used.
In this privacy notice “we”, “us”, or “our” means:
ASK4 Limited
Devonshire Green House
14 Fitzwilliam Street
Sheffield S1 4JL
United Kingdom.
We can be contacted at: data-protection@ask4.com.
We are responsible as ‘the controller’ for the personal information about you that we collect or use. We also determine the purposes for which and how your personal information is processed.
If you are accessing our services and live or work outside of the UK, we may share this responsibility with one of our local branches or group companies. The details of these entities are set out at the end of this policy. In addition, we share this responsibility with ASK4 Solution Limited if you are taking IT support or a similar IT solution and with ASK4 Data Centres Limited if you take data centre products from us.
WHO DOES THIS POLICY APPLY TO?
This policy details how we process personal data on our clients or prospective clients. It does not apply to residents using our internet, parcel rooms or other services. If you’re a resident the following privacy policies apply:
ASK4: https://www.ask4.com/ask4-residential-privacy-policy
Clear Fibre: https://clearfibre.uk/privacy
Parcel Safe Place: https://parcelsafeplace.com/wp-content/uploads/202303-Privacy-Policy-PSP.pdf
The applicable policy will have been provided to you when registered for these services directly or by the owner or operator of your accommodation.
If you browse the mywire Datentechnik website this policy also applies: https://www2.my-wire.de/privacy-policy.html
This policy does not apply to information we collect as part of our recruitment processes or about our employees or shareholders.
Neither does it apply to how we handle the personal information we process for our IT solution customers when we provide IT support, cloud services, or similar IT solutions where we act only as a data processor. Our customer's internal privacy policies shall apply to this processing.
HOW DO WE COLLECT AND USE YOUR INFORMATION?
The information we collect about you will depend on how you interact with us and the type of products and services you take. We have explained the different ways we use your personal information below.
If you’re browsing our websites
We may use your personal information as detailed below:
How we use your personal information | Information we collect | Legal Basis for This Collection | How Long We Keep This Data |
To enable you to visit the website | Date and time of the visit to our site Content of the requirement Access Status / HTTP status code | It’s in our legitimate interests to ensure our website is functional and operational | Personal information is stored for the duration of your visit Cookies are usually deleted after leaving the website. More information is available in our cookies policy. |
To improve our website and ensure its security | Browser and operating system used Language and version of your browser How you interact with our site | It’s in our legitimate interests to offer an appealing, user-friendly, and secure website | Google Analytics cookies are stored for 24 months. More information is available in our cookies policy. |
When you interact with our channels and accounts on social media sites
We may use your personal information as detailed below:
How we use your personal information | Information we collect | Legal Basis for This Collection | How Long We Keep This Data |
To support customers who contact us and to manage our brand and reputation when people talk about us publicly | Contact details and address Where you “like” one of our posts | It’s in our legitimate interest to be able to support customers who contact us and to manage our brand and reputation when people talk about us publicly | This information is retained on the social media platforms; we do not retain this information separately on our system. |
If you’re taking a service as a business
We may use your personal information as detailed below:
How we use your personal information | Information we collect | Legal Basis for This Collection | How Long We Keep This Data |
To administer and provide services | Contact details (email address, phone number) Job role information Messages or other feedback you or your colleagues have raised about the service your business takes | To perform our contract | This information is retained for the duration of the contractual limitation period, normally being six years. |
To carry out service reviews | Messages or other feedback you or your colleagues have raised about the service your business takes | To perform our contract and it’s in our legitimate interests to improve our services | This information is retained for six years. |
To discuss and market our services | Contact details (email address, phone number) Job role information | It’s in our legitimate interests to market our services, we allow you to opt out | This information is retained for six years with marketing suppression information retained indefinitely. |
To comply with legal and regulatory obligations and to make and defend claims | Contact details (email address, phone number) Job role information | It’s in our legitimate interest to be able to defend legal claims and complaints made against us | This information is retained for the duration of the contractual limitation period, normally being six years. Records of receipt of payment are kept for 7 years. |
To conduct market research | Contact details (email address, phone number) Job role information Messages or other feedback you or your colleagues have raised about the service your business takes | To perform our contract and it’s in our legitimate interests to improve our services and understand which services potential customers would want | This information is retained for six years. |
To dispatch and ensure payment of invoices | Contact details (email address, phone number) Job role information | Performance of a contract | This information is retained for the duration of the contractual limitation period, normally being six years. Records of receipt of payment are kept for 7 years. |
If you interact with us in other ways
We may use your personal information as detailed below:
How we use your personal information | Information we collect | Legal Basis for This Collection | How Long We Keep This Data |
To generate leads for our business-to-business services | Job Title Company Email Phone Preferred language Sector Services events and information you have expressed an interest in | It’s in our legitimate interest to be able to market our services to other businesses provided we collect the information where you would have expected it could be used for this purpose and you haven’t objected – further details on this are set out below | Leads are deleted after 6 years if we are no longer working with you. |
To prevent, detect, and investigate unauthorised access | Identification documents, such as photos or CCTV footage when visiting our premises or third premises where we have equipment or other assets present | It’s in our legitimate interest to be able to protect premises, property, and people from crime and vandalism. We may also use it for monitoring of hazards and ensuring a safe environment. | CCTV footage is retained for up to one month for HQ and 90 days for the Data Centre and other locations where we have equipment located. Access logs to the Data Centre are retained for 21 months after your service and contract with us end. |
To invite you to events or let you know about our services | Publicly available contact information | It’s in our legitimate interests to market our services, we allow you to opt out | This information is retained for six years from the time you cease to be a relevant contact. |
WHO DO WE SHARE YOUR INFORMATION WITH?
We share information with the following recipients:
Suppliers
We use companies and individuals to perform functions on our behalf. These third-party service providers may access personal information needed to perform their functions but may not use it for other purposes. Details of the suppliers we use routinely to process personal information are set out below:
Supplier | Processing Purpose |
Thursday Studio Limited | To provide www.ask4.com. |
Zendesk Inc | To provide our omnichannel platform to allow you to contact us and to manage and aggregate your contacts into one place. |
DocuSign | To allow you to sign contracts with us. |
Calendly | To allow you to book meetings with our business development team. |
CANVA | To create and send you proposals. |
MailChimp | To send you service updates. |
SurveyMonkey | To send you surveys and carry out market research. |
Eventify | To provide you with information on events you are attending. |
Formagrid Inc Trading as Airtable | To provide us with contact and project management tooling. |
HubSpot | To allow us to manage our leads and sale opportunities. |
Glenigan | To capture leads and monitor market developments. |
Microsoft Suite | To carry out standard business day to day task such as email and project management. |
Service providers
If you are having issues accessing or using a third-party service via a service we provide or resell, we may share your information with that provider. We do this so we can jointly resolve the issue you are having. We aim to share as little personal information as possible. If you don’t wish us to do this, just let us know.
We require all accommodation providers to handle the information we share securely and to only use it for the above purposes.
Law enforcement agencies
We will share your data with law enforcement, other authorities, or authorised third parties if required by applicable law or court order or where we feel a criminal act is being committed.
Other group companies
We will share information across different parts of our group as part of the administration of our business.
A new business owner
If there is a change (or expected change) in who owns us or any of our assets, we might share personal information with the new (or prospective) owner. If we do, they will have to keep it confidential and handle it in accordance with applicable data protection laws.
WHERE DO WE TRANSFER YOUR DATA TO?
We guarantee that we will take the necessary measures to protect your personal information in compliance with applicable data protection laws in case of the transfer of your personal information to another country. Where data is collected from an individual within the European Union, this may include executing the standard contractual clauses approved by the European Commission to ensure your information is still protected and handled according to EU data protection laws.
You can ask us to demonstrate that these data transfers are carried out in a compliant manner unless doing so would undermine the security of the personal information transferred.
HOW DO WE KEEP YOUR INFORMATION SECURE?
We have taken technical and organisational measures to ensure data security. Among other things, these measures serve to prevent unauthorised access to the technical equipment used by us and ensure the protection of your personal information against unauthorised access by third parties.
The technical and organisational measures we use are constantly being developed and adapted to the current industry best practice.
WHAT ARE MY RIGHTS?
You have several important rights under applicable data protection laws in respect of how we handle your information.
In summary, your rights allow you to access your personal information, ask us to correct your information, ask us to stop processing your information, or to request the deletion of your information. We have provided more detail on each right below.
We may ask you for proof of identity when you exercise any of these rights. We do this so we know we’re dealing with the right individual.
We’ll not ask for a fee unless we think your request is unfounded, repetitive, or excessive. Where a fee is necessary, we’ll inform you before proceeding with your request.
We aim to respond to all valid requests within one month. However, it may take us longer if the request is particularly complicated or you have made several requests.
We may not always be able to do what you have asked. For example, we might not be able to provide you with information where doing so would impact another person’s right to privacy or delete information where we have a legal obligation to retain it.
Accessing personal information
You can ask us to:
- Confirm whether or not we have and are using your personal information.
- Provide a copy of your personal information.
You can also ask us to provide this information in a machine-readable form to you or another company but only where we use your personal information to perform a contract with you or where we asked for your consent to use your personal information. This right does not apply to any personal information that we hold, or process based on our legitimate interest or is not held in digital form.
Withdrawing consent
Where you have consented to us using your personal information (which generally you don’t have to do), you’ll always have the right to withdraw such consent.
Correcting/erasing personal information
You can ask us to:
- Correct inaccurate personal information about you, but we will need to verify the accuracy of it first.
- Erase your personal information if you think we no longer need to use it for the purpose for which we originally collected it.
- Erase your personal information. However, you cannot do this where we need the information to perform our contract with you.
We may not always be able to comply with your request, for example, if we need to keep using your personal information to comply with our legal obligations or where we may need to use it as part of legal claims.
Restricting our use of personal information
You can ask us to restrict our use of your personal information whilst we investigate if the information you think is inaccurate actually is or where the information is no longer required for the purposes it was collected.
We can continue to use your personal information following a request for restriction if we have your consent to use it, or you need to use it to establish, exercise, or defend legal claims or use it to protect the rights of another individual or a company.
Objecting to the use of personal information
You can object to the processing of your data where you believe your fundamental rights and freedoms to data protection outweigh our legitimate interest in using the information.
If you object, we may continue to use the personal information where we can demonstrate that we have compelling legitimate interests to use the information.
Objecting to direct marketing
You can also object to the use of your personal information for direct marketing purposes at any time.
To do this, please write to data-protection@ask4.com or Devonshire Green House, 14 Fitzwilliam Street, Sheffield S1 4JL if you live in the UK or Pinar 5, Madrid, Comunidad de Madrid 28006 if you live in the EU.
Alternatively, use the unsubscribe function on any communications that are sent to you.
Rights around automated decision making
We don’t currently make any decisions about you solely by automated means (i.e., with no human intervention) that would produce a legal effect concerning you or would significantly affect you.
If we were to make any such decision, you might have the right to contest that decision, express your point of view, and ask for a human review.
Right to dispose of your data
Where permitted under applicable data protection laws, in the event of death, the rights listed above relating to your personal information may be exercised by those who have an interest in your personal information or are acting on your behalf as an agent or for family reasons worthy of protection. You may expressly prohibit the exercise of some of the rights listed above by sending us a written declaration at the email address indicated below. The declaration may subsequently be revoked or modified in the same manner.
Links to third- party sites
Some sections of our website contain links to the web pages of third parties.
These websites are subject to their data protection policies. We are not responsible for their operation, including the data handling practices of their operators; you should review the privacy statements or policies of those sites before you submit any personal information.
Contact information
You can also contact our Data Protection Officer at: data-protection@ask4.com.
We hope that we can resolve any query or concern you raise about our use of your information.
If you do not believe we have managed to resolve your query or concern, you also have the right to complain to the data protection regulator. For the UK that’s the Information Commissioner.
If you live or work in the European Economic Area, you can file a complaint with the local data protection regulator in either the member state where you live or where the suspected infringement took place.
Our legal entities
The ASK4 branch or entity within your local country (as listed below) is responsible as a ‘data controller’ jointly with ASK4 Limited for processing your personal information and for complying with applicable data protection laws.
However, if you live in a country within the European Economic Area where we do not have a local establishment, ASK4 Internet Services Europe Limited, a company established in the Republic of Ireland, shall act as our EU representative.
UK
ASK4 Limited – For residential internet services, this privacy policy applies:
ASK4 Solution Limited – For IT support and other business-to-business services
ASK4 Data Centres Limited – For data centre and co-location services
Clear Fibre Limited - For residential internet services, this privacy policy applies: https://clearfibre.uk/privacy
Parcel Safe Place Limited - For residential parcel services, this privacy policy applies: https://parcelsafeplace.com/wp-content/uploads/202303-Privacy-Policy-PSP.pdf
Austria: ASK4 Internet Services Europe Limited
Denmark: ASK4 Nordics Limited via its Branch Office
France: ASK4 France Limited via its Branch Office
Germany
ASK4 Germany Limited via its Branch Office
mywire Datentechnik GmbH - For residential internet services, privacy information will be provided when you subscribe to the service directly or by your accommodation provider
Ireland: ASK4 Ireland Limited
Italy: ASK4 Italy Limited via its Branch Office
Netherlands: ASK4 Netherlands Limited via its Branch Office
Poland: ASK4 Poland Limited via its Branch Office
Portugal: ASK4 Portugal Limited via its Branch Office
Spain: ASK4 Internet Services Europe Limited via its Branch Office
Sweden: ASK4 Nordics Limited via its Branch Office
Policy updated: 01/10/2025
Change made are: This policy has been amended only apply to corporate customers. References to the individual product and brand policies that apply to residents are included. Change made to the resident policies are referenced within those policies. The previous version is available here.
Policy updated: 23/06/2025.
Changes made are: Minor changes to the CCTV language to reflect that it may also be deployed in sites outside of our data centre and HQ, and it may be used for protecting premises, property, and people from crime and vandalism and also monitoring for hazards and ensuring a safe environment.
Policy updated: 05/08/2024.
Changes made are: How we process and use data has been moved into tabular format to make it easier to use. This section has been updated to include the Quatro chatbot and the data processors section has been updated to include a reference to Zendesk. The previous version is available here.