Privacy Policy
1.Who we are
SeekaHost.email is a service operated by SeekaHost Technologies Ltd (“SeekaHost”, “we”, “us”, “our”), a company registered in England & Wales under company number 16026964 (VAT registration 485829729), with its registered office at Bartle House, Oxford Court, Manchester, M2 3WQ, United Kingdom.
For personal data we process as a controller, SeekaHost Technologies Ltd is the data controller. You can reach our privacy team at privacy@seekahost.email and our data protection contact at dpo@seekahost.email.
2.Scope of this policy
This policy covers the personal data for which we are the controller — that is, data about website visitors, account holders, prospective customers and people who contact us. It is governed by the UK GDPR and the Data Protection Act 2018 (as amended by the Data (Use and Access) Act 2025) and PECR.
It does not cover the subscriber data you upload and send to through the platform. For that data you are the controller and we are your processor, under the terms of our Data Processing Agreement.
3.Data we collect
| Category | Examples |
|---|---|
| Account data | Name, business name, email address, password (hashed), account settings. |
| Billing data | Billing name and address, VAT number, plan, and the last four digits and card type. Full card details are handled by our payment providers, not stored by us. |
| Usage & technical data | IP address, browser and device information, pages viewed, actions taken in the app, and diagnostic logs. |
| Communications | Messages you send us by email, chat or forms, and our replies. |
| Marketing data | Your preferences for receiving updates from us, and whether you opened or clicked our emails. |
4.How and why we use it
We use personal data on the following lawful bases under Article 6 UK GDPR:
| Purpose | Lawful basis |
|---|---|
| Providing and running your account and the service | Performance of a contract |
| Taking payment, invoicing and tax records | Contract; legal obligation |
| Support, security, fraud and abuse prevention, and improving the service | Legitimate interests (running a secure, reliable service) |
| Sending you service and account messages | Contract; legitimate interests |
| Marketing our products to you | Consent, or the “soft opt-in” for existing customers; direct marketing is also a recognised legitimate interest under the DUAA 2025 |
| Meeting legal and regulatory obligations | Legal obligation |
Where we rely on legitimate interests, we have balanced those interests against your rights and freedoms. You can object to processing based on legitimate interests at any time — see Your rights.
5.Cookies
We use cookies and similar technologies that are strictly necessary to run the website and the app (for example, to keep you signed in and to keep the service secure). These do not require consent. Where we use non-essential cookies — for analytics or to remember preferences — we ask for your consent first, in line with PECR (as updated by the DUAA 2025). You can change your choice at any time in your browser settings or via our cookie controls.
6.Marketing emails
We only send you marketing about SeekaHost products where you have opted in, or where you are an existing customer and the messages relate to similar services (the PECR “soft opt-in”). Every marketing email includes a one-click unsubscribe, and we act on unsubscribe requests immediately. Managing your marketing preferences has no effect on the service messages we must send to run your account.
7.Who we share it with
We do not sell your personal data. We share it only with the parties below, and only as needed:
- Infrastructure and email delivery — Amazon Web Services (Amazon SES), which we use to host the platform and deliver email, primarily in the London (eu-west-2) region.
- Payment processing — our payment providers (such as Stripe and PayPal), who process your payment securely.
- Business tools — providers that help us with support, analytics and communications, acting on our instructions as processors.
- Group companies — other companies in the SeekaHost group, for internal administration.
- Authorities and advisers — where required by law, to enforce our terms, or to protect our rights, users or the public.
Our processors are bound by contract to protect personal data and use it only as we direct. A current list of key sub-processors is set out in our Data Processing Agreement.
8.International transfers
Your data is stored and processed in the UK and, where relevant, the EU. Where any transfer of personal data outside the UK does take place — for example to a supplier’s support operations — we rely on an appropriate safeguard, such as UK adequacy regulations, the UK International Data Transfer Agreement (IDTA), or the UK Addendum to the EU Standard Contractual Clauses, together with any additional measures needed to protect your data.
9.How long we keep it
We keep personal data only as long as we need it for the purposes above. Account and billing records are generally kept for the life of your account and then for up to seven years to meet tax and accounting obligations. Diagnostic logs are kept for a short period. When you close your account, we delete or anonymise your personal data within a reasonable period, except where we must retain certain records (such as suppression and financial records) by law.
10.Your rights
Under UK data protection law you have the right to: access your data; have inaccurate data corrected; have data erased; restrict or object to processing; data portability; and, where we rely on consent, to withdraw it at any time. Exercising these rights is free, and we will respond within one month (which we may extend for complex requests, telling you if we do).
To exercise any of these rights, email privacy@seekahost.email. If your request concerns subscriber data you have uploaded, please contact the sender who holds that list, as they are its controller.
11.Complaints
If you are unhappy with how we have handled your personal data or a data-rights request, please contact us first at privacy@seekahost.email. In line with the Data (Use and Access) Act 2025 we operate an internal complaints procedure and will acknowledge your complaint within 30 days and respond without undue delay.
You also have the right to complain to the UK regulator, the Information Commissioner’s Office (ICO), at ico.org.uk or 0303 123 1113. We would appreciate the chance to resolve your concern first.
12.Security
We take appropriate technical and organisational measures to protect personal data, including encryption in transit (TLS), access controls, network protection, and regular review of our practices. No system is completely secure, but we work to protect your data and to respond quickly to any incident, including notifying you and the ICO where we are required to.
13.Children
SeekaHost.email is a business service and is not intended for children. We do not knowingly collect personal data from anyone under 18. If you believe a child has provided us with personal data, contact us and we will delete it.
14.Changes to this policy
We may update this policy from time to time. When we make material changes, we will update the “last updated” date above and, where appropriate, tell you by email or in the app. Please check back for the latest version.
15.Contact us
Privacy questions or requests: privacy@seekahost.email
Data protection contact: dpo@seekahost.email
By post: SeekaHost Technologies Ltd, Bartle House, Oxford Court, Manchester, M2 3WQ, United Kingdom.
See also our Terms of Service, Acceptable Use Policy and Data Processing Agreement.