Privacy Policy

Who we are

DSH LIMITED is the data controller for the personal data described in this policy. Our business address is 24 Felstead Road, Waltham Cross - EN8 7HB, United Kingdom (GB). You can reach the team by email at help@dedicatedhub.lol or by telephone on +18289203867. The developer name associated with the build of this website is Dedicated Hub, and correspondence about the website itself may also be directed to the same email address.

We operate a small hosting floor in Waltham Cross where we lease single-tenant servers, let private rack suites and provide remote hands and hardware swap services. The personal data we handle is largely business contact data: names, work email addresses, telephone numbers and the records needed to deliver a tenancy. We do not run an advertising network, we do not sell data, and we do not build behavioural profiles of visitors for resale.

Where a client is an organisation, we usually hold the details of the individuals inside that organisation who act as technical contacts, billing contacts or authorised visitors. Those individuals are entitled to the same protections described here as any other person, and the client organisation is expected to make this policy available to them where appropriate.

Scope of this policy

This policy covers the public website, the enquiry form and the correspondence that follows an enquiry. It also covers the operational records we keep when a lease or a rack suite is live, including contact lists, visit logs, task sheets and ticket histories that contain a person name or email address.

The policy does not cover data that a client stores on a leased server or inside a private rack suite. When you rent a machine from us, the content on that machine remains under your control. We do not inspect it for our own purposes, we do not use it to train systems, and we do not market to the people whose data appears within it. If you process personal data on a leased server, you are the controller of that data and DSH LIMITED acts only as the provider of the underlying hardware and network.

Separate agreements may apply to a specific tenancy. Where a signed schedule or a master service agreement sets out terms that differ from this policy in relation to operational data, the signed document takes precedence for that tenancy. This policy continues to apply to the public website and to general enquiries.

Data we collect

We collect the following categories of personal data.

Contact and enquiry data

Your name, your email address, your telephone number, your organisation and the content of your message. If you use the contact form on the site, the form prepares an email that you send from your own mail client, so the message reaches us as ordinary correspondence.

Tenancy and billing data

The organisation name, the billing contact, the technical contact, the address used for invoices, the reference numbers of any purchase orders, and the payment references needed to keep an account in good standing. We do not store full card numbers on the website. Where card payment is used, the payment is handled by a regulated provider and we receive only a confirmation and the last few digits needed for reconciliation.

Operational records

Task sheets for remote hands windows, the name of the engineer who attended, the visit date, the equipment serial numbers involved, the ticket references, and any notes describing what was changed at the rack. These records exist so that a later visit can be understood without guesswork.

Access and visitor records

If you visit the floor, we record your name, the organisation you represent, the time of arrival and departure, and the name of the engineer who supervised the visit. This is a safety and security record for the building and the equipment held inside it.

Technical data from the website

The internet protocol address used to reach the site, the browser type and version, the operating system family, the pages requested and the time of the request. This data is generated by the web server as part of ordinary operation and is described further in the section on server logs.

How we collect data

Most of the data we hold comes directly from you. You type it into the contact form, you send it in an email, you give it during a telephone call, or you supply it when a tenancy is set up. We prefer direct collection because it is accurate and because it lets you see exactly what you have shared.

Some technical data is collected automatically when your browser requests a page from our web server. That data is generated by the server software and the network, not by a tracking script that we have added to the page.

A small amount of data comes from third parties. A payment provider may confirm that an invoice has been settled. A courier may confirm that a replacement part has been delivered to the floor. A referring colleague may send us your name and work email so that we can follow up on a project discussion. Where we receive data from a third party, we use it only for the purpose for which it was shared and we tell you about it if we make direct contact.

Why we use personal data

We use personal data for a short list of purposes that are all connected to running a hosting business lawfully.

• To answer an enquiry, prepare a written schedule and discuss a tenancy.
• To set up, operate and support a lease, a rack suite or a hands agreement.
• To schedule remote hands windows and hardware swap visits and to record what took place.
• To issue invoices, reconcile payments and keep proper accounting records.
• To maintain the safety and security of the floor and the equipment held there.
• To keep the website operating, to diagnose faults and to protect it from abuse.
• To meet legal, tax and regulatory obligations that apply to a United Kingdom company.
• To send service notices that affect a live tenancy, such as a planned maintenance window.

We do not use personal data for automated decision making that produces legal effects, and we do not use personal data to build advertising profiles. If we ever introduce a feature that changes that position, we will describe it here and give you a clear choice before it applies to you.

Lawful basis for processing

Under the United Kingdom data protection framework, every use of personal data must rest on a lawful basis. We rely on the following bases.

Contract

Where you or your organisation hold a tenancy with us, we process contact, billing and operational data because it is necessary to perform that contract. This includes racking a machine, booking a hands window, issuing an invoice and closing a ticket.

Legitimate interests

For general enquiries, website security, fraud prevention and the ordinary administration of a business, we rely on legitimate interests. We have considered the balance between our interests and your rights, and we keep the data we use for these purposes to what is necessary. You may object to processing based on legitimate interests, and we will assess your objection honestly.

Legal obligation

We keep certain accounting and tax records because the law requires it. We also cooperate with lawful requests from courts and regulators where an obligation applies.

Consent

Where we ask for consent, for example before sending occasional business updates that are not service notices, we rely on consent and you can withdraw it at any time. Withdrawing consent does not affect processing that already took place lawfully.

Cookies and similar technologies

This website is built to work without advertising cookies. The pages you are reading do not set a tracking cookie, do not load a third party advertising pixel and do not run a behavioural analytics script. The content is delivered as ordinary hypertext with a local stylesheet and a local script, and the visual effects are produced in the browser without contacting an external service.

Your browser may store small amounts of data on its own initiative, such as a cached copy of a stylesheet or a session record kept by the hosting platform. Those records are technical and are not used by us to profile you. If we later introduce a feature that requires a cookie, we will describe it here, explain its purpose and ask for consent where the law requires it.

You can control cookies through your browser settings. Blocking cookies does not prevent you from reading the pages, completing the enquiry form or reaching us by email or telephone.

Server logs and floor records

Our web server keeps a log of requests so that faults can be diagnosed and abuse can be identified. A typical entry contains the internet protocol address of the requester, the date and time, the page requested, the response code and the browser identification string. Logs are kept for a limited period and are reviewed only when there is a reason to do so, such as a spike in errors or a pattern of hostile requests.

On the floor, our records are physical as well as digital. Rack labels, cable tags, patch ledger entries and visit notes may contain the name of an engineer or a client contact. These records are kept because they make future work faster and safer. Access to them is limited to the floor team, and they are stored inside the building rather than in a public location.

We do not combine server logs with tenancy records to build a picture of individual browsing habits. The two sets of records serve different purposes and are handled by different people.

How we share information

We share personal data only where there is a clear reason and only to the extent needed. The main situations are set out below.

• With the engineer assigned to a hands window or a swap visit, so that the task can be completed.
• With a courier or delivery partner, so that a replacement part can reach the floor.
• With our accountant and payroll provider, so that invoices and statutory records are correct.
• With a payment provider, so that an invoice can be settled securely.
• With a legal adviser or an insurer, where a dispute or a claim requires it.
• With a court, regulator or law enforcement body, where the law requires disclosure.

We do not sell personal data. We do not rent contact lists. We do not pass enquiry details to marketing partners. If a client asks us to introduce them to another provider, we ask the client first before sharing any contact detail.

If the business is restructured, for example through a merger or a transfer of assets, personal data may form part of the records transferred. In that case the recipient would be bound by this policy or by terms that are at least as protective, and we would tell affected contacts before their data is used for a different purpose.

Service providers and processors

Like most small businesses, we use a handful of service providers. Each provider that handles personal data on our behalf is treated as a processor, and we require it to act only on our instructions, to keep the data secure and to return or delete it when the arrangement ends.

Typical providers include a hosting platform for the public website, an email provider for the help address, an accounting platform and a payment processor. We choose providers that offer reasonable security controls, and we review the arrangement when a provider changes its terms in a way that affects data protection.

We do not permit a provider to use our client contact data for its own marketing. Where a provider is located outside the United Kingdom, the section on international transfers explains how we protect the data in transit and at rest.

International transfers

Our floor is in the United Kingdom and most of our records stay here. Some providers, however, operate infrastructure in other countries. Where personal data leaves the United Kingdom, we rely on a recognised transfer mechanism, such as an adequacy decision or standard contractual clauses, and we take reasonable steps to confirm that the recipient applies appropriate safeguards.

For a client tenancy, the location of the hardware is fixed at our Waltham Cross floor. A transfer question usually concerns administrative records rather than the server itself. If you need to know where a particular category of record is stored, ask us and we will answer specifically rather than in general terms.

How long we keep data

We keep personal data only as long as we need it for the purpose it was collected for, or as long as the law requires. The periods below describe our normal practice.

• Enquiry correspondence that does not lead to a tenancy is normally removed within twenty four months.
• Tenancy and support records are kept for the duration of the agreement and for six years afterwards, to match accounting and limitation periods.
• Invoice and tax records are kept for six years from the end of the relevant accounting period.
• Visitor records for the floor are kept for twelve months, unless a security incident requires a longer hold.
• Server logs are kept for a short operational period, normally no more than ninety days, unless they are needed to investigate an incident.

When a retention period ends, the data is deleted or irreversibly anonymised. If a legal hold applies, we keep the relevant records until the hold is lifted and then resume the normal schedule.

How we protect data

We apply technical and organisational measures that are proportionate to a small hosting operator handling business contact data and operational records.

Access control

Only the people who need a record can reach it. Administrative accounts are individual, not shared, and access is withdrawn when a person leaves the team. The floor is a controlled space, and a visitor is always accompanied.

Transport and storage

Website traffic is served over an encrypted connection where the hosting platform supports it. Records are stored in systems that require authentication, and backups are protected in the same way as the primary records.

Physical measures

Rack suites are locked, cable runs are labelled, and the cold aisle is kept clear so that an engineer can work without disturbing neighbouring equipment. These measures protect availability as well as confidentiality.

Incident response

If we become aware of a personal data breach that is likely to result in a risk to rights and freedoms, we will assess it promptly, take steps to contain it, and notify the Information Commissioner and affected individuals where the law requires it. We keep a record of the incident and the action taken.

Your rights

You have a set of rights over the personal data we hold about you. We will honour them without charge in ordinary circumstances, and we will respond within one month unless the request is complex, in which case we will explain the extension.

• The right to be informed about how your data is used, which this policy provides.
• The right of access, so that you can receive a copy of the data we hold about you.
• The right to correction, so that inaccurate details can be fixed.
• The right to erasure, where there is no continuing lawful reason to keep the data.
• The right to restrict processing, so that data is held but not actively used.
• The right to object to processing based on legitimate interests.
• The right to data portability, where processing is based on consent or contract and is carried out by automated means.
• The right to withdraw consent, where consent is the basis for processing.

To exercise a right, write to help@dedicatedhub.lol with enough detail for us to identify you and the data concerned. We may ask for proof of identity where the request concerns sensitive records or where there is a risk of disclosing data to the wrong person. We will not charge a fee unless a request is manifestly unfounded or excessive.

Marketing and updates

We send service notices to live clients because those notices affect the operation of a tenancy. A service notice might announce a maintenance window, a change to a bandwidth ceiling or a new hands booking process. Service notices are not marketing and are sent on the basis of the contract.

Occasional business updates, such as a note about a new rack suite becoming available, are sent only where we have a lawful basis to do so. Every update includes a way to stop receiving it, and a request to stop is honoured promptly. We do not buy contact lists and we do not share our list with anyone else.

Privacy for Children

Our services are designed for businesses and professional users. We do not knowingly collect personal data from children, and the website is not directed at children. If you believe that a child has sent personal data to us, contact help@dedicatedhub.lol and we will delete the record promptly once we have confirmed the circumstances.

Where a client organisation employs or engages a person under the age of eighteen in a technical role, the organisation is responsible for ensuring that the arrangement is lawful and appropriate. We will handle the resulting contact data in the ordinary way, but we will not seek additional personal details from a minor.

Third party sites and links

Our pages may link to a payment provider, a courier tracking page or a documentation resource operated by another organisation. Those sites have their own privacy notices, and we do not control what they collect. We encourage you to read the notice on any site before sharing personal data.

A link from our site is not an endorsement of the privacy practices of the destination. If you reach a site from a link here and you are unsure about its practices, contact us and we will tell you what we know about the provider.

Changes to this policy

We review this policy from time to time. When we make a material change, we update the date at the top of the page and, where the change affects a live tenancy in a significant way, we notify the relevant contacts by email. Minor changes, such as a clarification of wording, may be made without a separate notice.

The version published on this page is the current version. If you need a copy of an earlier version, ask us and we will provide it where we still hold it.

Complaints and supervisory authority

If you are unhappy with how we have handled your personal data, please tell us first. Write to help@dedicatedhub.lol with the details and we will investigate. Most concerns can be resolved quickly once the facts are clear, and we would rather hear from you than have a problem sit unresolved.

You also have the right to complain to the Information Commissioner Office, the United Kingdom supervisory authority for data protection. You can reach the office through its website or by post. We will cooperate fully with any inquiry it makes.

How to contact us

For any question about this policy, a request to exercise a right or a concern about a record we hold, use the details below. Please include your name, your organisation and a clear description of the request so that we can route it to the right person.

We aim to acknowledge a data protection request within two working days and to complete it within one month. If we need more time, we will tell you why and when to expect a final answer.