Privacy Policy

Effective Date: 1st August 2024

1. Introduction

NkaiHost (“we”, “us”, “our”) is the trading name of NKAI SYSTEMS LIMITED, registered in England and Wales (Company No. 15054372), with its registered office at 124 City Road, London, EC1V 2NX, United Kingdom.

We are committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, store, and protect your data when you use our website, products, and services (“Services”). We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

2. Data Controller

NKAI SYSTEMS LIMITED is the Data Controller of your personal data for the purposes of data protection law.

3. What Data We Collect

Depending on your interactions with us, we may collect and process the following types of information:

3.1. Personal Identification Data

Full name
Email address
Phone number
Postal address
Company name (if applicable)
Usernames

3.2. Account and Transaction Data

Account registration details
Service usage records
Orders and purchase history
Payment information (payment card details are handled securely by payment processors and not stored by us)

3.3. Technical Data

IP address
Browser type and version
Operating system and device type
Log files and diagnostic information

3.4. Usage Data

Website interaction logs
Support requests and correspondence
Preferences and settings

3.5. Cookies and Tracking Technologies

We use cookies and similar technologies to collect data about how you use our website and services. For details, please see our Cookie Policy.

4. How We Collect Your Data

We may collect personal data from:

Information you provide directly, such as when registering an account, placing an order, submitting a support ticket, or contacting us.
Data collected automatically when you access our website or services, via cookies, log files, and analytics tools.
Third-party sources, such as payment processors, domain registries, or business partners where permitted by law.

5. How We Use Your Data

We process your personal data for the following purposes:

To provide, manage, and improve our services.
To register and administer your account.
To process orders, payments, and fulfil contractual obligations.
To communicate with you regarding your account, orders, updates, and service information.
To respond to your support requests and queries.
To ensure the security and integrity of our website, infrastructure, and services.
To comply with legal, regulatory, and tax obligations.
To send you marketing communications (with your consent, where required).
For analytics, quality assurance, and service improvement.

6. Legal Bases for Processing

We only process your personal data when we have a valid legal basis to do so, including:

Contractual necessity: Processing required to fulfil our contract with you (e.g. to deliver hosting services, register a domain).
Legal obligation: Processing required to comply with applicable laws (e.g. tax or accounting requirements, responding to lawful requests from authorities).
Legitimate interests: Processing necessary for our legitimate business interests, provided these do not override your data protection rights (e.g. to improve our services, prevent fraud, ensure security).
Consent: For non-essential cookies, direct marketing, or where required by law. You can withdraw your consent at any time.

7. How We Share Your Data

We may share your data with:

Service providers: Such as payment processors, data centres, domain registries, technical support partners, and email delivery platforms. These providers are bound by data protection obligations and act on our instructions.
Legal authorities: Where disclosure is required by law, court order, or to respond to lawful requests from regulatory or public authorities.
Business transfers: If our business or assets are sold, merged, or acquired, your data may be transferred as part of that transaction. We will ensure appropriate safeguards remain in place.
Other third parties: Only with your explicit consent, or as required to deliver specific services you request.

We do not sell or rent your personal data to third parties for their marketing purposes.

8. International Data Transfers

We may process or transfer your data outside the United Kingdom and European Economic Area (EEA), including to countries which may not have the same data protection standards. Where we do so, we will ensure that appropriate safeguards are in place, such as Standard Contractual Clauses, International Data Transfer Agreements, or reliance on adequacy regulations.

9. Data Security

We implement a range of technical and organisational measures to protect your personal data, including:

Encryption of data in transit and at rest where applicable
Secure server environments and firewalls
Access controls and staff training
Regular security monitoring and vulnerability assessments

Despite these measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

10. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to comply with legal, regulatory, accounting, or reporting requirements. Typically, account and transaction data are kept for up to seven years after the end of your relationship with us, unless a longer period is required by law.

11. Your Rights

Under the UK GDPR, you have the following rights:

Access: Request a copy of the personal data we hold about you.
Rectification: Ask us to correct inaccurate or incomplete data.
Erasure: Request deletion of your data (“right to be forgotten”) in certain circumstances.
Restriction: Request that we restrict processing of your data in certain situations.
Objection: Object to processing of your data based on our legitimate interests, or for direct marketing.
Data portability: Request transfer of your data to another provider in a machine-readable format.
Withdraw consent: Where we process data based on your consent, you may withdraw your consent at any time.

To exercise your rights, please contact us using the details at the end of this policy. We may request proof of identity before acting on your request. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).

12. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance user experience, enable website functionality, analyse traffic, and provide marketing.
For further details, including the types of cookies we use and how to manage your preferences, please review our Cookie Policy.

13. Third-Party Websites

Our website and services may contain links to third-party websites, products, or services. We are not responsible for the privacy practices of those third parties. Please review their privacy policies before providing personal data.

14. Children’s Privacy

Our services are not directed at children under 16. We do not knowingly collect personal data from anyone under 16. If you believe we may have inadvertently collected such data, please contact us for prompt deletion.

15. Automated Decision-Making and Profiling

We do not make decisions based solely on automated processing or profiling that produce legal or similarly significant effects on you.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our practices, or services. Updated versions will be posted on this page with a revised “Effective Date.” If changes are significant, we will notify you by email or through our website. Your continued use of our services after such changes constitutes your acceptance of the updated policy.

17. Contact Us

If you have questions, concerns, or requests regarding your personal data or this Privacy Policy, please contact:
NkaiHost (NKAI SYSTEMS LIMITED)
124 City Road, London, EC1V 2NX, United Kingdom
Email: info@nkaihost.com