Last updated
17 Dec 2025
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.
We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR). We are also subject to the EU General Data Protection Regulation (EU GDPR) in relation to goods and services we offer to individuals in the European Economic Area (EEA).
Our services and website are not aimed specifically at children. If you are a child and you want further information about how we might use your data, please contact us (see “How to contact us” below).
It would be helpful to start by explaining some key terms used in this policy:
| We, us, our | Krystal Hosting Ltd, trading as Krystal, and our group companies |
|---|---|
| Our Data Protection Officer | David Kimberley Telephone: +1 833 858 1337 Email: dave@krystal.io Address: Krystal Hosting Ltd, 124 City Road, London, EC1V 2NX |
| Personal data | Any information relating to an identified or identifiable individual |
| Special category personal data | Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership, genetic data, biometric data (where used for identification purposes) and/or data concerning health, sex life or sexual orientation |
| Data subject | The individual who the personal data relates to |
| You, your | As the context dictates, our customers and individuals associated with them, contacts, suppliers and any individuals whose personal data we receive in the course of providing our services |
The personal data we collect about you depends on the particular services we provide to you. We will collect and use the following personal data about you:
- your name and contact information, including email address and telephone number and company details
- information to check and verify your identity, e.g. your date of birth
- your gender, if you choose to give this to us
- timezone setting and location data, if you choose to give this to us
- technical data including internet protocol (IP) address, your login data, browser type and version, browser plug-in types and versions, operating systems and platform
- your billing information, transaction and payment card information
- your personal or professional interests
- your professional online presence, e.g. LinkedIn profile
- your contact history, purchase history and saved items
- information from accounts you link to us, e.g. Facebook
- information to enable us to undertake credit or other financial checks on you
- information about how you use our website, IT, communication and other systems
- your responses to surveys, competitions and promotions
- your preferences in receiving marketing from us and our third parties and your communication preferences
We collect and use this personal data for the purposes described in the section “How and why we use your personal data” below. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you.
We collect most of this personal data directly from you - in person, by telephone, text or email and/or via our website. However, we may also collect information:
- from publicly accessible sources, e.g. Companies House;
- directly from a third party, e.g. sanctions screening providers, fraud prevention providers;
- from a third party with your consent, e.g. a payment processor such as Stripe or GoCardless;
- from cookies on our website - for more information on our use of cookies, please see our cookie policy
- via our IT systems, e.g. through automated monitoring of our website and other technical systems, such as our computer networks and connections, access control systems, communications systems, email and instant messaging systems.
Under data protection law, we can only use your personal data if we have a proper reason, e.g.:
- where you have given consent
- to comply with our legal and regulatory obligations
- for the performance of a contract with you or to take steps at your request before entering into a contract, or
- for our legitimate interests or those of a third party
A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests.
The table below explains what we use your personal data for and why.
| What we use your personal data for | Our reasons |
|---|---|
| Providing services to you | To perform our contract with you or to take steps at your request before entering into a contract |
| Preventing and detecting fraud against you or us | For our legitimate interest, i.e. to minimise fraud that could be damaging for you and/or us |
| Depending on the circumstances:
|
| To enforce legal rights or defend or undertake legal proceedings | Depending on the circumstances:
|
| Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies | To comply with our legal and regulatory obligations |
| To send you information relating to the contract between us | To ensure you receive important information about the contract between us |
| Ensuring business policies are adhered to e.g. policies covering security and internet use | For our legitimate interests, i.e. to make sure we are following our own internal procedures |
| Operational reasons, such as improving efficiency, training and quality control | For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price |
| Ensuring confidentiality of commercially sensitive information | Depending on the circumstances:
|
| Statistical analysis to help us manage our business, e.g. in relation to our financial performance | For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price |
| Preventing unauthorised access and modifications to systems | Depending on the circumstances:
|
| Protecting the security of systems and data used to provide the services | To comply with our legal and regulatory obligations. We may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests, i.e. to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us |
| Updating and enhancing customer records | Depending on the circumstances:
|
| Statutory returns | To comply with our legal and regulatory obligations |
| Ensuring safe working practices, staff administration and assessments | Depending on the circumstances:
|
| To deal with complaints or claims | Depending on the circumstances:
|
Marketing our services and those of selected third parties to:
| Depending on the circumstances:
|
| External audits and quality checks, e.g. for ISO accreditation and the audit of our accounts to the extent not covered by “activities necessary to comply with legal and regulatory obligations” above | Depending on the circumstances:
|
| To share your personal data with members of our group and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency. In such cases information will be anonymised where possible and only shared where necessary | Depending on the circumstances:
|
See Who we share your personal data with for further information on the steps we will take to protect your personal data where we need to share it with others.
We will use your personal data to send you updates by email about our services, including exclusive offers, promotions or new products.
With the exception of special category personal data, we may share your personal data with third parties to perform ad measurement services on our behalf. Any personal data that is shared with third parties to perform ad measurement services will be automatically formatted and hashed before it is sent to the third party, using the hash algorithm SHA256. This is an irreversible one-way hashing mechanism. The resulting data is sent to the third party’s servers via encrypted HTTPS. The third party then compares the data with its own data in order to display targeted advertising to you.
We have a legitimate interest in using your personal data for marketing purposes (see above “How and why we use your personal data”). This means we do not usually need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.
You do, however, have the right to opt out of receiving marketing communications at any time by:
- contacting us at marketingteam@krystal.io; or
- using the ‘unsubscribe’ link in emails.
We may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
We will always treat your personal data with the utmost respect and never sell it to other organisations for marketing purposes.
Personal data may be held at our suppliers’ data centres and those of our group companies, third party agencies, service providers, representatives and agents as described above (see above: Who we share your personal data with).
Some of these third parties may be based outside the UK/EEA. For more information, including on how we safeguard your personal data when this happens, see below: “Transferring your personal data out of the UK and EEA”.
We will not keep your personal data for longer than we need it for the purpose for which it is used. For example, people who sign up to a Krystal marketing mailing list at an event we attend will have their personal data removed from our systems after 6 months have elapsed, unless we need to keep their personal data for a separate reason. Different retention periods apply for different types of personal data.
If you no longer have an account with us or we are no longer providing services to you, we will usually delete or anonymise your account data after seven years.
Following the end of the relevant retention period, we will delete or anonymise your personal data.
It is sometimes necessary for us to transfer your personal data to countries outside the UK and EEA. In those cases we will comply with applicable UK and EEA laws designed to ensure the privacy of your personal data.
We will transfer your personal data to our service providers located outside the UK. We will also transfer your personal data from the EEA to the UK.
Under data protection laws, we can only transfer your personal data to a country outside the UK/EEA where:
- the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR. A list of countries the UK currently has adequacy regulations in relation to is available here. We rely on adequacy regulations for transfers to the United States of America
- in the case of transfers subject to EEA data protection laws, the European Commission has decided that the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy decision’) further to Article 45 of the EU GDPR. A list of countries the European Commission has currently made adequacy decisions in relation to is available here. We rely on adequacy decisions for transfers to the United States of America
- there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you, or
- a specific exception applies under relevant data protection law
Where we transfer your personal data outside the UK or EEA, we do so on the basis of an adequacy regulation or (where this is not available) legally-approved standard data protection clauses recognised or issued further to Article 46(2) of the UK GDPR and/or EU GDPR. In the event we cannot or choose not to continue to rely on either of those mechanisms at any time, we will not transfer your personal data outside the UK/EEA unless we can do so on the basis of an alternative mechanism or exception provided by UK data protection law and reflected in an update to this policy.
Any changes to the destinations to which we send personal data or in the transfer mechanisms we rely on to transfer personal data internationally will be notified to you in accordance with the section on Changes to this privacy policy below.
If you would like further information about data transferred outside the UK/EEA, please contact our Data Protection Officer (see “How to contact us” below).
You have the following rights, which you can exercise free of charge:
| Access | The right to be provided with a copy of your personal data |
|---|---|
| Rectification | The right to require us to correct any mistakes in your personal data |
| Erasure (also known as the right to be forgotten) | The right to require us to delete your personal data - in certain situations |
| Restriction of processing | The right to require us to restrict processing of your personal data in certain circumstances, e.g. if you contest the accuracy of the data |
| Data portability | The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party - in certain situations |
| To object | The right to object:
|
| Not to be subjected to automated decision making | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you |
| The right to withdraw consent | If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any time. You may withdraw consent by emailing marketingteam@krystal.iofor marketing communications purposes or by emailing dave@krystal.io for all other purposes. Withdrawing consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn |
For more information on each of those rights, including the circumstances in which they apply, please contact us (see “How to contact us” below) or see the Guidance from the UK Information Commissioner’s Office (ICO).
If you make a request, we must respond to you without undue delay and in any event within one month.
If you would like to exercise any of those rights, please email, call or write to us - see “How to contact us”, and:
- provide enough information to identify yourself (eg your full name, postal address, email address, invoice number(s) and associated domain name) and any additional identity information we may reasonably request from you; and
- let us know what right you want to exercise and the information to which your request relates.
We have appropriate security measures to prevent personal data from being lost accidentally, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your personal data will do so only in an authorised manner and are subject to a duty of confidentiality. We continually test our systems and are ISO 27001 certified, which means we follow top industry standards for information security.
We require our business partners, suppliers and other third parties to implement appropriate security measures to protect personal data from unauthorised access, use and disclosure.
We also have procedures to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
We take many technical measures to protect your data such as making extensive use of strong TLS encryption for protecting communication to and between our services, using and supporting multi-factor authentication across our platforms, implementing rigorous role based access controls which are regularly reviewed. As well as this we also ensure devices with internal access to our systems are always protected by endpoint security and management tools.
Please contact us if you have any queries or concerns about our use of your personal data (see below “How to contact us”). We hope we will be able to resolve any issues you may have.
You may also have the right to lodge a complaint with the Information Commissioner (the UK data protection regulator) and/or the relevant supervisory authority in your jurisdiction. Please contact us if you would like further information.
For a list of EEA data protection supervisory authorities and their contact details see here.
This privacy notice was published on 11 Dec 2025 and last updated on 17 Dec 2025.
We may change this privacy notice from time to time. When we make any significant changes we will email you to let you know. Smaller changes may be made and published on our website from time to time and we recommend you check this page every so often.
We take reasonable steps to ensure your personal data remains accurate and up to date. To help us with this, please let us know if any of the personal data you have provided to us has changed, e.g. your surname or address - see below “How to contact us”. You can also update your personal data yourself by logging in to your client area and editing the appropriate details.
You can contact us and/or our Data Protection Officer by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.
Our contact details are as follows:
| Data Protection Officer | David Kimberley |
|---|---|
| Postal address | Krystal Hosting Ltd, 124 City Road, London, EC1V 2NX |
| Email address | dave@krystal.io |
| Telephone number | +1 833 858 1337 |
If you would like this notice in another format (for example audio, large print, braille) please contact us (see “How to contact us” above).