HostXNow Privacy Policy

Trusted. Transparent. Secure.

Effective Date: 25 May 2018

We at HostXNow respect your privacy and are committed to protecting your personal data. This policy explains what data we collect, how it’s used, where and why it’s processed, and your rights.

By using our website and services, you agree to the practices outlined here.

1. Who we are

HostXNow is a web-hosting and domain-registration service owned and operated by Christopher Smith trading as HostXNow (Company Correspondence Address: 582-586 Kingsbury Road, Erdington, Birmingham, West Midlands, B24 9ND, United Kingdom).
If you are in the UK or EU, we act as the data controller in respect of your personal data.

2. What personal data we collect

We collect personal data when you:

  • purchase products or services from us (hosting, VPS, domains, backup, etc)
  • fill in forms (pre-sales, webinars, surveys)
  • open tickets or use our live chat
  • register via social-media integrations
  • use our website (via cookies and application logs)
Typical data includes:

  • Name, email address, postal address, phone number
  • Company/organisation details (if applicable)
  • Payment information (processed via a secure third-party; we do not store full card details)
  • Domain-registration data (when applicable): as required by domain-registries, this may include your name, address, telephone number and be publicly displayed.
  • Technical/log data: IP address, browser/OS, referring page, device identifiers, cookie identifiers, search terms, pages visited, etc.

3. How and why we use your personal data

We use your data for the following purposes:

  • Contract fulfilment: To provide you with the services you order (hosting, domains, certificates), manage renewals and billing.
  • Customer service & support: To respond to your pre-sales and post-sales queries, to administer your account and tickets.
  • Communications: To send you renewal notices, service-status updates, security alerts, product news, newsletters (when opted in).
  • Website & service improvement: To analyse usage trends, detect problems, improve user experience and infrastructure.
  • Legal/compliance: To comply with domain-registry requirements, law-enforcement requests, fraud-prevention and protecting our rights.
We rely on the following lawful bases: contract performance, legitimate business interests, and (where required) your consent. If you decline to provide certain data we may not be able to fulfil certain services.

4. Cookies and similar technologies

We use cookies to enable the full functionality of our website and to gather anonymous statistical data. We do not utilise third-party behavioural-advertising cookies. Specifically:

  • Essential cookies: required for site functionality.
  • Analytics (anonymous statistical) cookies: to monitor site performance and usage.
You can manage or block cookies via your browser settings, but doing so may reduce site-functionality.

5. Log data and diagnostics

Our servers record “Application Log Data” when you use our services. This may include IP address, browser type, operating system, referring page, pages visited, device IDs and cookie data. We retain such log-data for up to 12 months (or sooner anonymise it) unless required for longer for legal or business-purposes.

6. Sharing and transferring your personal data

  • We do not sell or trade your personal data to third-parties.
  • We may transfer your data to group companies, service-providers, domain-registries or technical partners in other countries (including outside the UK/EU). In those cases we ensure standard contractual protections (e.g., EU Standard Contractual Clauses) are in place.
  • We may disclose data when required by law, to protect our rights, or as part of a business asset-transaction (e.g., acquisition or restructure) — you will be notified if ownership/control of your data changes.

7. Data retention

We retain personal data only for as long as is necessary to fulfil the purposes for which it was collected (see Section 2 & 3) or as required by law.
For example: domain-registration/SSL certificate verification data may be retained up to 10 years depending on service type and regulatory obligations. After retention ends, data is securely deleted or anonymised.

8. Your rights

Under UK and EU data-protection laws, you have the following rights:

  • The right to access the personal data we hold about you and to obtain a copy.
  • The right to request correction of inaccurate or incomplete data.
  • The right to request erasure (“right to be forgotten”) — where legal obligations or legitimate business-interests do not require continuing storage.
  • The right to restrict or object to processing under certain circumstances.
  • The right to data-portability: receive your data in a structured, commonly-used format and reuse it elsewhere.
  • The right to withdraw your consent at any time (without affecting processing that was lawful before the withdrawal).
If you wish to exercise any of these rights, please contact us (see Section 10). We may require proof of identity to action your request.

9. Withdrawing consent & unsubscribing

When we rely on your consent (for example to send newsletters or marketing information), you may withdraw that consent at any time. Instructions to unsubscribe are included at the bottom of each marketing email.
If you withdraw consent you may still receive important service- or security-related communications that are necessary for the contract or for legal/regulatory reasons.

10. How to contact us

Data Protection Officer / Privacy Contact:
Christopher Smith
582-586 Kingsbury Road
Erdington
Birmingham
West Midlands
B24 9ND
United Kingdom
Phone: +44 (0) 800 689 1745
Ticket: via the “Submit Ticket”.

11. Changes to this Privacy Policy

We may update this policy occasionally to reflect changes in our services or legal/regulatory requirements. We will notify customers by email of any significant changes and post the updated version on our website with the “Last Updated” date. Please check back periodically.
We collect only the personal data we need to provide you with hosting and domain services, we don’t sell your data, we protect it with strong security measures, you have full rights under UK/EU law, and you can contact us at any time to view, correct or erase your data.
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