Last updated: October 2026

Who we are

365 Techies Limited (“we”, “us”) is an IT support company registered in England & Wales (company number 11073501), based in Bournemouth, Dorset. Our registered office is 71-75 Shelton Street, London, Greater London, WC2H 9JQ, United Kingdom, and we operate this website, 365techies.co.uk. We are the data controller for the personal information described in this policy. You can reach us at help@365techies.co.uk.

What information we collect

Contact details you give us — name, email address, phone number and address, when you enquire, book, or join a support plan.
Details of your enquiry, your devices and your IT systems, so we can actually help you.
Booking details when you book a visit — the service, the time, and the contact details you enter.
Account and billing information needed to manage your plan and collect payment.
From the 365 PC Manager app, once you link it to us: the PC’s health summary and specification, so your techie can see them — a machine identifier, the PC’s name, its health score and the reasons behind it, antivirus and backup state, Windows version, the PC’s maker and model, processor, memory, drives and their temperatures, battery health, its start-up security certificates, Office licence state, the free courses you have ticked off, how far an email move has got, your reminder settings and the jobs we have run on it — never your files, emails or passwords. It checks in hourly, and within 15 minutes of a change. Copies that are not linked send only what the install count below describes. And — on a support plan — the result of the broadband speed test we run at each service visit (download, upload, response time, wired or Wi-Fi, and your provider), kept on your service record so we can tell a slowing line from a slowing PC. Screen captures are only ever sent if you choose to send one. If you use Family View, the mobile number you enter for your trusted contact is stored so we can text them the reminder you asked for.
Website analytics, only after you accept analytics cookies. If you start a booking and do not finish it, we keep the phone number you entered for 24 hours so we can help you complete it, and your browser stores which page and campaign brought you here so an enquiry can be attributed correctly.
A live count of who is on the site right now, without cookies or anything stored on your device: the page being read, a rough town from your internet provider, where the visit came from (Google, Facebook and so on — never what was searched for), and the kind of device — phone, tablet or PC, the system and the browser, as any website sees. No names or IP addresses are kept, and it is all forgotten after five minutes.
A count of 365 PC Manager installs. The app checks with us for updates when it starts and every hour, whether or not you have linked it to us. For copies that are not linked, we keep only an anonymous install number, the app version, whether the PC runs Windows 10, the days it was first and last seen, and the country — worked out from the internet address at that moment; the address itself is not kept. A copy with a key (a free month, or one you bought) also sends that key, which we hold as described below. Country data: IP geolocation by DB-IP, licensed under CC BY 4.0.
A count of Techies One Mail installs. Our Techies One Mail email program checks with us for updates when it starts and every few hours. It sends a random install number it made up for itself, the app’s version, the version of Windows, and which kinds of email provider it is set up for (for example BT or Gmail) — never your email addresses, your emails, your contacts or your passwords. We keep those, the days it was first and last used and the country, worked out from the internet address at that moment; the address itself is not kept. An install we have not heard from for a year is deleted.
A free month of 365 PC Manager. If we give a copy that is not linked to us a free month of everything, we keep a key for it against its anonymous install number until the month is over, and then only a scrambled record that it has had one. Its service reports stay on your PC. Only if you press “Send my report to 365 Techies for a free look-over” and tick to agree do we receive that report, with the name, email address and (if you give one) phone number you type, so a techie can look it over and email you. We keep it for 120 days.
Ordering Business Care on our website. When you order Business Care (our support with Microsoft 365) on our website we keep what you ordered; the business’s name, address and company number; your name, email address and phone number; what you use for email today and anything you write to us; and, as our record of the agreement, the time you agreed to the Microsoft Customer Agreement, the 12-month term and our terms and the internet address you agreed from. Pax8, the distributor we buy Microsoft licences from, and Microsoft receive the business’s details and the name and email address of the person who agreed, to set up the licences. GoCardless receives your name, email address and the business’s address to set up your Direct Debit, and your bank details go only to them. We keep the order for as long as we supply the licences, and after that only as long as the law requires us to keep business records.

Moving your email: the 365 Email Mover add-on and 365 PC Manager

If you use our email move (for example from Virgin Media to Gmail):

The 365 Email Mover browser add-on reads your mailbox inside your own browser, where you are already signed in, and saves a copy of your emails to the Downloads folder on your own PC. It does not send your emails, your contacts or your password to us or to anyone else. To carry on after an interruption it keeps its progress — which folders and emails it has copied, the counts, and the mailbox address — in your browser’s own storage on your PC; removing the add-on deletes that. It works only on the Virgin Media webmail site, and it never changes, moves or deletes anything in your mailbox.
365 PC Manager then copies those emails from your PC into your Gmail account, signing in with the Gmail app password you give it. That password is stored encrypted on your PC and is never sent to us. While a move runs, the app tells us only how far it has got — numbers, never email addresses or the content of your emails — so we can help if it gets stuck.
The copy in your Downloads folder stays on your PC until you delete it.
If you press “Stuck? We’ll do it for you”, the details you enter (your name, phone number, email addresses and the size of your mailbox) come to us so we can ring you.

The 365 Get Help browser add-on

The 365 Get Help add-on puts a “Ring me back” button in your browser. When you press Ring me back, it sends us your name, your phone number, which of its choices you picked (for example “A scary warning or pop-up”) and any note you type, so one of our technicians can ring you. It sends nothing until you press that button.

The page you are on is sent only if you tick “Tell 365 which page I’m on”, and then only its address without the part after a “?” or “#”, which can hold sign-in links or codes. The add-on does not read the page itself or anything else in your browser.
Your name and number are remembered in your browser on your computer if you leave “Remember my name and number” ticked, so you don’t have to type them again. Untick it, or remove the add-on, and they are deleted.
The add-on also keeps a random number in your browser so we can limit how many requests one computer sends in a day. It is not linked to you.
Your request comes to our team’s message channel so we can ring you back. We use it only for that, and handle it like any other enquiry, as described below.

Our free games

Our free games keep your scores and settings in your browser on your own computer — they are never sent to us unless you choose to put a score in the Hall of Fame or ask for My code (both below). Opening a game is counted like any other page (see the live count above), once a day for each game.

If you send us feedback or ask for a game, what you write comes to our team’s message channel, and we keep it for up to 12 months to help us improve the games. Your first name, town and email address are all optional.
We mention your first name and town (for example “asked for by Jean in Poole”) only if you tick the box that says we may.
We use your email address only to reply to you or, if you ticked the box, to tell you when what you asked for is ready — never for marketing.
So that one computer cannot send a flood of messages, we keep a scrambled code made from your internet address for one day; the address itself is not kept.
Sharing a game opens WhatsApp, Facebook or your email in the usual way. We see nothing of what you share or who you share it with.
The Hall of Fame is only for players who tick “show my initials and town”. It shows your initials (up to three letters) and the town you picked — never your name, email or full postcode — next to your time or score. To check a win is real, a card game sends its moves with it. Our arcade games can’t be checked that way, so each game asks us for a one-off game number as it starts — it holds only which game and the time, nothing about you, and is deleted within a day — and a score you choose to send goes with that number, how far you got and how long you played. Your browser keeps a random player number and key so that only you can change or remove your entry; “Take my name off” removes your initials and all your scores at once. Scores are kept for up to two years.
Keeping your game scores in your 365 account is only for players who sign in or join (free, with a 6-digit code we email you — the same account as our customer portal and 365 PC Manager). We then keep the same game progress as My code (below) against your account, so it follows you to any phone or computer you sign in on, and update it after every win. Joining creates your free 365 account with your name and email address (see “What information we collect”, above); we only send you tips and offers if you ticked the box that asks.
My code is only for players who ask for one. We keep a copy of your game progress — scores, settings, streaks, trophies, Journey stars and your Hall of Fame initials and town — under that code, so you can bring it to another phone or browser. Nothing else about you is in it: no name, email or phone number. Anyone who has the code can see or change that progress, so keep it to yourself. “Stop using this code” deletes our copy; otherwise it is deleted two years after it was last updated. So that codes can’t be found by guessing, we count tries for an hour against a scrambled code made from your internet address; the address itself is not kept.
If you’re signed in to your 365 account on that computer, the Hall of Fame uses the initials of your name and the town from your postcode area, with a “365 member” badge — again, only once you’ve ticked the box.

Our tips by email

If you sign up for our tips by email (tips, news and offers from us), we keep your email address, your first name if you give one, which page you signed up on, and when you agreed and the exact words you agreed to. We send one email first, asking you to confirm: you are only on the list once you press the button on the page it opens. If you don’t, we delete your address after a week.

Once you have confirmed, your details move from our website to our own email program on our office computer, and are deleted from the website. Our tips are sent from there, from our own email account, not through a mailing-list company.
We send about one email a month. Each one has an unsubscribe link, and you can also reply “STOP”. We keep a note that you unsubscribed so that you are never added again by mistake.
Our tips emails contain nothing that tracks whether you open them or what you click.
So that one computer cannot sign up a flood of addresses, we keep a scrambled code made from your internet address for an hour; the address itself is not kept.

Buying “Unlock everything” for 365 PC Manager

365 PC Manager offers an optional paid key, “Unlock everything” (see licence and refunds): outside the UK, and in the UK for a PC that isn’t on one of our support plans. We, 365 Techies Ltd, sell it, and PayPal takes the payment under its own privacy statement. Your card or PayPal account details stay with PayPal: we never see them.

What PayPal tells us about your payment: your name, your email address, the payment and order numbers and the amount you paid. We keep your email address, those numbers and the amount, with the anonymous install number of the PC you bought from and whether it was a test. We don’t keep your name.
What we use it for: emailing you your key, sending a new one if you lose it, refunds and card disputes, and keeping each key to its three PCs. We keep the key itself only in scrambled form.
Our legal basis: performing our contract with you, our legitimate interest in stopping fraud and key sharing, and our legal duty to keep financial records.
How long we keep it: the order record for six years, like our other financial records (see below).
No marketing: buying a key never puts you on a mailing list. We only email you about your key, unless you separately ask for our tips.

Buying a refurbished computer from our website

When you buy one of our refurbished Dells in stock, the payment is taken by PayPal (by PayPal or card), under its own privacy statement, or by Stripe (by card, Apple Pay or Google Pay), under its own privacy policy. Your card or PayPal account details stay with them: we never see them.

What PayPal or Stripe tells us: your name, email address, the delivery address you chose, a phone number if you gave one, the order and payment numbers and the amount you paid.
What we use it for: sending you the computer and its tracking number, your 14-day right to change your mind, your guarantee, refunds, and our accounts. The courier gets your name, address and phone number to deliver it.
Our legal basis: performing our contract with you, and our legal duty to keep financial records.
How long we keep it: the order record for six years, like our other financial records (see below).
No marketing: buying a computer never puts you on a mailing list.

How we use your information

To provide, manage and improve our IT support and services.
To respond to your enquiries and provide customer support.
To manage your account, plan and payments.
To send you service-related messages, including appointment reminders by text if you have asked for them.
To meet our legal and regulatory obligations.

We do not sell your data, and we do not use it to build advertising profiles.

Our legal basis

We process your data to perform our contract with you, for our legitimate interests in running and improving our business, to comply with legal obligations, and — for analytics cookies and marketing messages — with your consent, which you can withdraw at any time.

Who we share it with

We never sell your data. We share it only with the service providers who help us run the business, and only as far as each one needs:

SiteGround — website and email hosting, where this site and its data live.
Microsoft — Microsoft 365 email and, where you buy licences through us, your account.
SimplyBook.me — our booking system: your name, email, phone and appointment details.
GoCardless — Direct Debit collection for support plans.
Intuit (QuickBooks) — our accounts, for invoicing and tax records.
TextMagic — sending and receiving the text messages we exchange with you.
HubSpot — the enquiry forms on this site and the record of your enquiry.
Slack — our own internal team channel, where new enquiries and messages are relayed so somebody picks them up.
Google — Analytics (only with your consent), and the mapping data behind our free tools. Google’s own attribution appears on any map we show.
Partnerize — the affiliate network behind the small number of clearly-labelled sponsored links on this site.
PayPal — takes the payment for 365 PC Manager’s “Unlock everything” key outside the UK, and tells us your email address and payment, as described above.

We may also share information where the law requires it. Some of these providers are based outside the UK, or process data outside it; where that happens we rely on the UK’s approved transfer safeguards, and we will tell you more if you ask.

How long we keep it

Financial records (invoices, payments, plan history) — six years after the end of the relevant accounting period, which is what UK tax law requires of a limited company.
Customer and service records — while you are a customer, and for a reasonable period afterwards so we can answer questions about work we did.
Enquiries that do not become work — kept only as long as we may reasonably need to follow up.
An unfinished booking — the phone number is deleted after 24 hours.
Emails our website sends you automatically (booking confirmations and reminders, review requests, service reports, payment links, sign-in emails, and the email with a 365 PC Manager key) — we keep a copy for 90 days so our team can see what you were sent. Any sign-in code or private link in them is hidden in our copy.
Analytics — held by Google under their own retention settings.

If you would like your data removed sooner, ask us and we will do it wherever we are not required to keep it.

Keeping your data safe

We use appropriate technical and organisational measures to protect your personal information, and we only keep it for as long as necessary for the purposes above or to meet legal requirements. We never ask for your passwords, and we always phone you before connecting to your computer remotely.

Your rights

You have the right to access, correct, erase, restrict or object to our use of your data, to data portability, and to withdraw consent where we rely on it. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk), though we would rather you told us first so we can put it right.

Cookies

Our website uses cookies. See our cookie policy for details.

Changes to this policy

We may update this policy from time to time. The date at the top changes automatically whenever the wording does, so it always tells you when this text last changed.

Contact us

For any privacy question or to exercise your rights, contact help@365techies.co.uk or call 01202 775566.

Privacy policy