Privacy & Data Policy

Privacy & Data Protection Policy: NCA Digital Solutions

1. Who We Are

NCA Digital Solutions is an independent consultancy helping Cumbrian SMEs move to the cloud. We take your privacy seriously and comply fully with the UK Data Protection Act 2018 and UK GDPR.

• Contact: info@ncadigitalsolutions.co.uk

• Registered Office: CA2 7XY, Carlisle

2. Our Role: Who Is in Control?

• As a Controller: We are the "Data Controller" for our own business records (for example, your name and billing details when you hire us).

• As a Processor: When we audit your systems or train your staff, we act as a "Data Processor." Your data remains within your Google Workspace environment; we merely access it to perform our services. You own the data; we just help you optimise it.

3. The Data We Collect

We only collect the absolute minimum needed to do our job:

• Identity & Contact: Name, job title, email, and phone number.

• Technical Data: Your IP address (collected via basic website analytics to see how people find us).

• Project Data: Meeting notes or voice recordings (captured via Google tools) used solely to generate project summaries and "to-do" lists for you.

4. 2026 AI Transparency & Security

We use modern tools to stay efficient, but never at the expense of your security:

• Google Gemini (Professional Tier): We use AI to assist in summarising meetings and drafting documentation.

• The Privacy Shield: Because we use the "Business" tier of Google Workspace, your data is NOT used by Google to train their public AI models. Your business secrets stay secret.

• Human-in-the-Loop: Every AI-generated summary is reviewed and verified by a human before it is shared with you.

5. Storage: Cloud-Native & Local-Free

We practice what we preach. We are a 100% cloud-native operation:

• Your data is stored within Google’s secure UK/EEA data centres.

• No Hard Drives: We do not keep local copies of client data on physical hard drives.

• The Clean Slate: Once a project is complete and handed over, we purge any temporary working copies from our system.

6. Your Rights

Under UK law, you have the right to:

• Access: Ask for a copy of what we hold on you.

• Rectification: Ask us to fix any mistakes.

• Erasure: Ask us to delete your data (the "Right to be Forgotten").

• Withdraw Consent: If you’ve signed up for a update or newsletter, you can opt-out at any time.

7. Complaints

If you have any concerns, please talk to us first so we can put it right. You also have the right to contact the Information Commissioner’s Office (ICO) at www.ico.org.uk.

Last Updated: 23/04/2026