Privacy policy

Who I am

SuiteMentor is an independent consultancy providing Zoho migration, implementation and training services to clients in the US, UK and EU. Under applicable data protection law (including UK and EU GDPR) I am the data controller for data collected through this website, and a data processor for client data handled during an engagement.

Contact for any privacy matter: contact@suitementor.com.

What this website collects

This site is a static site. It loads one advertising script, the Meta Pixel, which sets cookies and tells Meta which pages were viewed. It runs no other analytics. See the cookie policy for detail.

Personal data reaches me only when you choose to send it:

• Booking a call — name, email, and anything you type into the booking form. Processed through Zoho Bookings.
• The inquiry form — name, email, company, and the details of your inquiry. Processed through Zoho Forms and stored in Zoho CRM.
• Email — whatever you include when you email me directly.

My hosting provider keeps standard server access logs, including IP addresses, for security and troubleshooting. I do not use those logs to build any profile of you.

Lawful basis

• Legitimate interests — responding to an inquiry you sent me, and keeping records of the conversation.
• Contract — delivering work you have engaged me for.
• Legal obligation — retaining invoices and financial records as tax law requires.

How long I keep it

• Inquiries that do not become work: deleted after 24 months.
• Client records and correspondence: retained for the engagement plus 6 years.
• Invoices and financial records: 6 years, as tax law requires.
• Copies of client data taken during a migration: deleted within 30 days of project sign-off unless you ask in writing for a longer retention.

Who else sees it

I do not sell personal data. Nothing you send me is shared for marketing; the only marketing data leaving this site is the page-view information the Meta Pixel sends to Meta. Otherwise, data is processed by a small number of service providers acting on my instructions:

• Zoho Corporation — CRM, Bookings, Forms, Mail and Books. Data is held in the Zoho data center region the account is hosted in (US or EU).
• My hosting provider — serves this website and keeps access logs.
• Meta Platforms — receives page-view data from the Meta Pixel to measure and target advertising. See the cookie policy.
• My accountant — sees invoices, not client system data.

Where data is transferred outside the UK or EEA, it is covered by UK International Data Transfer Agreements or Standard Contractual Clauses.

Client data during an engagement

During a migration or implementation I necessarily access data belonging to your organization, which may include personal data about your customers and staff. In that relationship you are the controller and I am the processor. I act only on your documented instructions, under a written data processing agreement, and I do not use your data for any purpose of my own. Working copies are held on encrypted storage and destroyed on sign-off.

Your rights

Wherever you are based, you can ask me to give you a copy of the data I hold about you, correct it, delete it, restrict how I use it, or object to my using it. You can also ask for it in a portable format. Email contact@suitementor.com and I will respond within one month.

If you are in the UK or EU and are unhappy with how I have handled your data, you can complain to your data protection authority — in the UK that is the Information Commissioner's Office at ico.org.uk — though I would appreciate the chance to put it right first.

Security

Access to client systems uses multi-factor authentication. Credentials are held in a password manager, never in email or shared documents. Devices are encrypted at rest. Where a migration requires an export of your data, that export lives on encrypted storage for the duration of the project only.

Changes

If this policy changes materially I will update the date at the top. Continued use of the site after that means you accept the revised policy.