Privacy Policy - Google Workspace

Last Updated: 20/10/2025

This Privacy Policy explains how Cross Valley IT LTD (“we”, “us”, “our”) collects, uses, and protects your personal data when you purchase or use our services, including Google Workspace subscriptions (“Service”).

We are committed to safeguarding your privacy and ensuring compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Cross Valley IT LTD is a company registered in England and Wales.
Registered Address: Titan House, Titan Business Centre, Victoria Court, Cleckheaton, United Kingdom, BD19 5DN
Company Number: 16476152
Email: support@crossvalleyit.com

We act as a data controller for customer account and billing data. For Google Workspace end-user data (emails, files, etc.), Google acts as the data processor under its own terms.

2. Personal Data We Collect

We collect and process only the personal data necessary to provide our services and manage customer relationships, including:

  • Contact details (name, company name, email address, phone number)

  • Billing details (payment information, invoicing address)

  • Account setup details (domain, user licences, admin contact)

  • Support communications (emails, chat records, support requests)

We do not collect or access user content stored within Google Workspace (e.g., emails, documents, Drive files).

3. How We Use Your Data

We use your personal data to:

  • Set up and manage your Google Workspace subscription

  • Process payments and maintain billing records

  • Provide technical and customer support

  • Send service-related communications and renewal reminders

  • Comply with legal and accounting obligations

We do not use your data for unsolicited marketing without your consent.

4. Legal Basis for Processing

We rely on the following lawful bases for processing:

  • Contractual necessity: to perform our obligations under your subscription agreement

  • Legal obligation: to meet tax, accounting, and regulatory requirements

  • Legitimate interests: to maintain service quality, prevent fraud, and manage business operations

5. Data Sharing and Transfers

We may share limited personal data with:

  • Google Ireland Ltd. (as your Workspace service provider)

  • Payment processors and invoicing systems (for billing and transaction management)

  • Professional advisers (accountants, auditors, legal counsel)

  • Regulators or authorities (where required by law)

All data is stored and processed within the United Kingdom or European Economic Area (EEA). If data must be transferred outside the UK/EEA, we ensure appropriate safeguards (e.g. Standard Contractual Clauses).

6. Data Retention

We retain personal data only for as long as necessary to:

  • Deliver our services and maintain your account

  • Comply with legal obligations (e.g. tax record retention)

  • Resolve disputes and enforce agreements

Typically, we keep billing and account data for up to 7 years after the end of your service.

7. Your Data Protection Rights

Under the UK GDPR, you have the right to:

  • Access a copy of your personal data

  • Request correction of inaccurate data

  • Request deletion (where legally permissible)

  • Object to or restrict processing in certain cases

  • Request data portability

To exercise any of these rights, contact us at support@crossvalleyit.com.
We will respond within one month, as required by law.

8. Security

We implement technical and organisational measures to protect your data from unauthorised access, disclosure, alteration, or loss. These include secure servers, access controls, and encrypted communications.

9. Cookies and Website Data

If our website uses cookies, a separate Cookie Policy will explain how they are used.
You can adjust your browser settings to refuse cookies, although some site features may not function properly.

10. Changes to This Policy

We may update this Privacy Policy periodically. The latest version will always be available on our website, and material changes will be communicated via email or notice on our site.

11. Contact and Complaints

If you have questions or concerns about how we handle your data, please contact us at:
Email: support@crossvalleyit.com
Post: Titan House, Titan Business Centre, Victoria Court, Cleckheaton, United Kingdom, BD19 5DN

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
https://ico.org.uk/make-a-complaint/