Plantek Privacy Policy

Marley Plant - Web Solutions

Got it. Here's the updated Privacy Policy for "Plantek," reflecting the email contact and the removal of a physical mail address, while keeping the UK context in mind for GDPR.

Privacy Policy for Plantek

Effective Date: July 3, 2025

At Plantek ("we," "us," or "our"), we are committed to protecting the privacy and security of our clients' and website visitors' personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our hosting services, interact with our website, and utilize our billing and client management system, FOSSBilling.

By accessing or using our services, you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect various types of information to provide and improve our services, manage your account, and comply with legal obligations.

1.1. Information You Provide Directly to Us:

  • Account Information: When you sign up for our services, we collect personal details such as your name, email address, postal address, phone number, and company name (if applicable).
  • Payment Information: To process payments, we collect billing details, which may include credit card numbers, PayPal information, or other payment method details. Please note that we utilize secure payment gateways, and we do not directly store full credit card numbers on our servers. FOSSBilling facilitates the secure transmission of this data to our payment processors.
  • Communication Information: Records of your correspondence with us, including emails, support tickets, and chat logs.
  • Service Configuration Information: Any data you provide when configuring your hosting services, such as domain names, DNS settings, and other preferences.

1.2. Information We Collect Automatically:

  • Usage Data: Information about how you use our services, including IP addresses, browser type, operating system, pages viewed, time spent on pages, and referring URLs.
  • Log Data: Server logs may collect information such as your IP address, browser type, referrer, exit pages, and timestamps.
  • Device Information: Information about the device you use to access our services, including device type, operating system, and unique device identifiers.
  • Cookies and Tracking Technologies: We use cookies, web beacons, and similar technologies to enhance your experience, track usage patterns, and personalize content. For more information, please see our "Cookies and Tracking Technologies" section below.

2. How We Use Your Information

We use the information we collect for the following purposes:

  • To Provide and Maintain Services: To deliver the hosting services you request, manage your account, process payments, and provide technical support.
  • To Improve Our Services: To understand how our services are used, conduct research and analysis, and develop new features and offerings.
  • To Communicate with You: To send you service-related announcements, updates, security alerts, and administrative messages.
  • For Billing and Client Management (FOSSBilling): FOSSBilling is an integral part of our operations. We use it to:
    • Manage your client account, including personal and contact information.
    • Process orders, invoices, and payments.
    • Track service subscriptions and renewals.
    • Handle support tickets and client communications.
    • Automate various aspects of our hosting business.
  • For Security and Fraud Prevention: To protect our services and users from fraud, unauthorized access, and other illegal activities.
  • To Comply with Legal Obligations: To meet our legal and regulatory requirements, including responding to lawful requests from public authorities.
  • For Marketing and Promotional Purposes: With your consent, we may use your information to send you promotional materials about our services, special offers, and other information we think may be of interest to you. You can opt-out of these communications at any time.

3. How We Share Your Information

We do not sell your personal information. We may share your information with third parties in the following circumstances:

  • Service Providers: We engage trusted third-party service providers who assist us in operating our business and providing our services. These may include:
    • Payment Processors: To process secure transactions (e.g., Stripe, PayPal).
    • Domain Registrars: To register and manage domain names on your behalf.
    • Data Centers and Infrastructure Providers: Where our servers and infrastructure are located.
    • Security Services: To help protect our systems and data.
    • Analytics Providers: To help us understand website usage (e.g., Google Analytics).
    • Communication Platforms: For email delivery and customer support.
    • FOSSBilling: As our billing and client management system, FOSSBilling processes and stores client data on our behalf within our controlled environment. We maintain full control over the data within FOSSBilling.
  • Legal Compliance and Protection: We may disclose your information if required to do so by law or in the good faith belief that such action is necessary to:
    • Comply with a legal obligation or respond to lawful requests from public authorities (e.g., subpoenas, court orders).
    • Protect and defend the rights or property of Plantek.
    • Prevent or investigate possible wrongdoing in connection with the services.
    • Protect the personal safety of users of the services or the public.
  • Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your personal information.
  • With Your Consent: We may share your information with third parties when we have your explicit consent to do so.

4. FOSSBilling and Data Processing

FOSSBilling is a self-hosted, open-source billing and client management system that we utilize to manage our client accounts and billing processes. All data processed by FOSSBilling is stored on our servers and under our direct control. FOSSBilling itself does not transmit your data to third parties unless specifically configured by us for integrations with other services (e.g., payment gateways, domain registrars, as described in Section 3). We are responsible for the data within our FOSSBilling instance and adhere to this Privacy Policy in its operation.

5. Data Security

We implement reasonable technical and organizational measures to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction. These measures include:

  • Encryption: Using SSL/TLS encryption for data in transit.
  • Access Controls: Restricting access to personal data to authorized personnel only.
  • Regular Security Audits: Conducting periodic security assessments and vulnerability scans.
  • Data Backup and Recovery: Implementing robust backup and recovery procedures.
  • Firewalls: Employing firewalls to protect our network.

While we strive to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

6. Data Retention

We retain your personal information for as long as necessary to provide the services you have requested, comply with our legal obligations, resolve disputes, and enforce our agreements. This typically means we keep your data for the duration of your active account and for a period thereafter as required by law or for legitimate business purposes.

7. Your Data Protection Rights (Relevant to UK residents and GDPR)

As we operate in the UK, we adhere to the General Data Protection Regulation (GDPR). Depending on your location, you may have the following rights regarding your personal information:

  • Right to Access: You have the right to request a copy of the personal information we hold about you.
  • Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal information we hold about you.
  • Right to Erasure ( "Right to be Forgotten"): You have the right to request that we delete your personal information under certain circumstances.
  • Right to Restriction of Processing: You have the right to request that we restrict the processing of your personal information under certain circumstances.
  • Right to Data Portability: You have the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit that data to another controller.
  • Right to Object: You have the right to object to the processing of your personal information under certain circumstances, including for direct marketing purposes.
  • Right to Withdraw Consent: Where we rely on your consent to process your personal information, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
  • Right to Lodge a Complaint: You have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, if you believe your data protection rights have been violated.

To exercise any of these rights, please contact us using the "Contact Us" details provided below. We may require you to verify your identity before processing your request.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies (e.g., web beacons, pixels) to track activity on our website and hold certain information.

  • Cookies: Small data files placed on your device. We use both session cookies (which expire when you close your browser) and persistent cookies (which remain on your device until they expire or you delete them).
  • How We Use Cookies: We use cookies for essential website functionality, remembering your preferences, analyzing website traffic, and for marketing purposes.
  • Your Choices: You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our services.

9. Children's Privacy

Our services are not intended for individuals under the age of 13. We do not knowingly collect personal information from children without parental consent. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us, and we will take steps to remove that information from our systems.

10. Links to Other Websites

Our website may contain links to other websites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

11. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top of this policy. We encourage you to review this Privacy Policy periodically for any changes. Your continued use of our services after any modifications to this Privacy Policy constitutes your acknowledgment of the modifications and your consent to abide and be bound by the modified Privacy Policy.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

  • By Email: marley@marleyplant.com
  • Through your Client Area (FOSSBilling): By opening a support ticket in your FOSSBilling client area.

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