Privacy notice
Machines On Shift (company registration in progress). We will add our company details to this page once registration is complete.
Last updated: 14 October 2026
This notice explains what personal information Machines On Shift collects, why we collect it, and what we do with it. It also explains your rights.
1. Who we are
Machines On Shift is a business based in Cambridgeshire, England. Company registration is in progress. Once it is complete, we will add our company name, company number and registered office here.
We are the "controller" of the personal information described here. This means we decide how and why it is used.
If you have a question about this notice or your information, email us at [email protected].
We are not required to have a data protection officer.
2. What information we collect
We collect only a small amount of personal information. Most of it you give us. Section 3A explains what we collect from public sources.
When you email us. We collect your name, your email address, and anything you choose to put in your message. This may include your job title, your company and your phone number.
When we work with you. If your organisation becomes a client, we keep the business contact details of the people we work with. We also keep the emails, notes and documents we share during the work.
When you visit our website. We use Cloudflare Web Analytics to count visits. It does not use cookies. It does not collect information that identifies you. It tells us things like which pages are read and which country a visit comes from. Our host, Cloudflare, also handles technical data such as your IP address so it can deliver the site and protect it from attack.
We do not ask for sensitive information, such as health details. Please do not send it to us.
3. Why we use it, and our lawful basis
The law says we must have a "lawful basis" for each use of your information. Here are ours.
| What we do | Why | Lawful basis |
|---|---|---|
| Reply to your email or booking | To answer your question and talk about how we might help | Legitimate interests. We have a business interest in replying to people who contact us. |
| Prepare a proposal or agree a contract | To set up work your organisation has asked for | Legitimate interests. Our client is usually your organisation, not you personally. If a client is a sole trader, the basis is contract. |
| Deliver our services | To run audits, training and projects | Contract, where you are the client. Otherwise legitimate interests, so we can deliver what your organisation asked for. |
| Keep business and tax records | To meet our legal duties | Legal obligation |
| Contact business people who may want our services | To tell them about our services (business-to-business marketing) | Legitimate interests. See section 3A. |
| Run and protect the website | To keep the site working, secure and fast | Legitimate interests |
| Understand how the site is used | To improve our pages | Legitimate interests. No personal information is collected. |
We have checked that our interests are balanced against yours. We only use your information in ways you would reasonably expect.
You do not have to give us any information. If you don't, we may not be able to reply to you or work with you.
We do not make decisions about you by automated means alone. We do not use your information for profiling.
We do not sell your information.
3A. Information we collect from public sources
Sometimes we collect information about people who have not contacted us. We do this to find businesses that may want our services.
What we collect. Your name, job title, employer, work email address, work phone number and business location. We may also note public information about your company, such as news, hiring or growth.
Where we get it. We only use sources that are open to the public or that are lawfully provided to us. These include:
- company websites
- public business directories
- Companies House
- the public pages of professional networks
- news articles and press releases
- business data providers, which supply business contact details
Why we use it. To contact you about our services, in a business setting (business-to-business marketing).
Our lawful basis. Legitimate interests. We have an interest in telling businesses about services that may help them. We keep this to work details. We only contact people whose role makes our services relevant. Our first email tells you where we found your details and links to this notice.
Your right to stop it. You can tell us to stop at any time. Reply "unsubscribe" to any email or write to [email protected]. We will stop straight away. We will add you to a "do not contact" list, so we don't contact you again.
4. Who we share it with
We use a few trusted companies to run our business. They handle information only on our instructions. They are:
- Cloudflare, Inc. hosts our website.
- Google LLC provides our email.
- Cloudflare, Inc. also provides our website analytics.
- Our accountant sees business records when preparing our accounts.
- Email-sending services we may use for outreach send our business emails on our behalf.
We may also share information if the law requires us to, for example with HMRC.
5. Transfers outside the UK
Some of these companies store or handle information in the United States or elsewhere outside the UK.
When this happens, we make sure your information stays protected. We rely on one of these:
- The UK–US "data bridge", where the company is certified to it.
- UK adequacy regulations, which cover the European Economic Area.
- Standard contract terms approved for UK transfers. These are the ICO's International Data Transfer Agreement or the UK Addendum to the EU's standard contractual clauses.
You can ask us for a copy of these safeguards by emailing [email protected].
6. How long we keep it
| Information | How long |
|---|---|
| Information we collect for business outreach (section 3A) | 24 months after our last contact, unless you become a client. If you ask us to stop, we keep only what we need to make sure we don't contact you again. |
| Emails and booking details from people who don't become clients | 24 months after our last contact, then deleted |
| Client contact details and project records | For as long as we work together, then 6 years for legal and tax reasons |
| Accounting records | 6 years from the end of the financial year they relate to, as the law requires |
| Website technical data held by Cloudflare | As set by Cloudflare, usually a short time |
7. Your rights
You have rights over your personal information. You can ask us to:
- give you a copy of your information
- correct information that is wrong or incomplete
- delete your information
- limit how we use your information
- move your information to another organisation, in some cases
Your right to object. You can object at any time to our use of your information based on legitimate interests. We will stop unless we have a strong reason to carry on. You can object to direct marketing at any time. If you do, we will always stop. There are no exceptions. Reply "unsubscribe" to any of our emails or write to [email protected].
You don't usually have to pay to use these rights. We will reply within one month.
To use any of these rights, email [email protected].
8. How to complain
If you are unhappy with how we use your information, please tell us first at [email protected]. We will look into it and reply.
You can also complain to the Information Commissioner's Office (ICO):
- Website: https://ico.org.uk/make-a-complaint/
- Phone: 0303 123 1113
- Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
9. Cookies
Our website does not use cookies that need your consent. We do not use advertising or tracking cookies. Our analytics tool works without cookies.
Cloudflare may set a strictly necessary cookie to protect the site from attack. The law does not need your consent for this.
10. Changes to this notice
We may update this notice. When we do, we will change the date at the top. Please check this page from time to time.