Privacy Policy

This policy explains how SuiteHeroes.com Ltd ("SuiteHeroes", "we", "us", "our") collects, uses, stores and protects personal information when you visit suiteheroes.com, contact us, or engage us as a client. We are committed to handling your data lawfully and transparently in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

1. Who we are

SuiteHeroes.com Ltd is a UK company registered in England and Wales (company number 17230499). Our registered office is 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. We provide NetSuite consultancy services — implementation, project recovery, data migration, custom development, integrations, end-user training, administration and support, and agentic AI integrations.

For the purposes of UK data protection law, SuiteHeroes.com Ltd is the data controller of the information described in this policy.

2. What information we collect

2.1 Information you give us directly

• Contact form submissions: name, email address, company name (if provided), and the content of your message.
• Call bookings: if you book a call through our scheduler, your name, email address, the time you choose and any notes you add.
• Email and phone correspondence: any information you send us by email at privacy@suiteheroes.com or raja@suiteheroes.com or by phone.
• Client engagement information: if we work together, we may handle your business information, finance system data, employee records, and other operational information necessary to deliver the agreed services. This is governed by a separate Data Processing Agreement.

2.2 Information collected automatically

• Technical data: IP address, browser type and version, device type, operating system, and approximate location (city level) — collected by our hosting provider (Cloudflare) for security and performance.
• Usage data: pages visited, time spent, referring website, and interactions with the site — collected by Google Analytics 4 via Google Tag Manager (only if you have consented to analytics cookies, where required).

3. Why we collect it and our lawful basis

We rely on the following lawful bases under UK GDPR Article 6:

• Legitimate interests (Article 6(1)(f)): responding to your enquiries, providing requested information, running our consultancy business, and analysing site traffic to improve our service. We have assessed that these interests do not override your fundamental rights and freedoms.
• Contract (Article 6(1)(b)): where you engage us as a client, processing your information is necessary to perform our contract with you.
• Legal obligation (Article 6(1)(c)): we may process information to comply with UK law (e.g. tax records, anti-money-laundering checks where relevant).
• Consent (Article 6(1)(a)): for non-essential cookies and analytics tracking, where required by PECR.

4. How we use your information

• To reply to your enquiry and follow up where you have asked us to.
• To deliver consultancy services if we engage with you commercially.
• To send you invoices, contracts, and other operational documents related to our work.
• To improve our website, content, and services through aggregated analytics.
• To detect, prevent and respond to security threats, fraud, or technical issues.
• To comply with our legal, accounting and regulatory obligations.

We do not use your information for automated decision-making or profiling that produces legal or similarly significant effects, and we do not sell your personal information.

5. Who we share it with

We share personal information only with carefully chosen service providers who help us run the business, and only as necessary. Current providers include:

• Cloudflare, Inc. — website hosting and security (suiteheroes.com is served via Cloudflare Pages), plus Cloudflare Web Analytics, which counts visits without cookies and without building profiles of individual visitors.
• Web3Forms — contact form processing.
• Cal.com, Inc. — call scheduling. The booking calendar is provided by Cal.com and only loads when you open it or visit our contact page.
• Google LLC — Google Tag Manager and Google Analytics 4 (with your consent where required).
• Microsoft Corporation — Outlook for email correspondence.
• LinkedIn Corporation — professional networking (if you connect with us via LinkedIn).
• Our accountants and other professional advisers — where strictly necessary for accounting, tax and legal compliance.

We may also disclose your information where required by law, court order, or regulatory authority, or to protect the rights, property or safety of SuiteHeroes, our clients, or others.

6. International transfers

Some of our service providers (e.g. Google, Cloudflare) are based outside the UK. Where personal data is transferred outside the UK, we rely on the UK government's "adequacy regulations" (for transfers to the EEA and other approved countries) or on Standard Contractual Clauses combined with the UK Addendum to ensure equivalent protection.

7. How long we keep it

• Contact form enquiries: up to 24 months from last contact, unless we enter into a commercial engagement.
• Client engagement records: for the duration of the engagement plus 6 years afterwards, in line with UK accounting and tax record requirements.
• Website analytics data: retained by Google Analytics under default settings (currently 14 months), then automatically deleted.
• Server logs and security data: typically 30 days, longer where required for security investigations.

8. Cookies and analytics

Our website uses the following categories of cookies and similar technologies:

• Strictly necessary cookies: required to make the website work (e.g. Cloudflare security cookies, our cookie consent preference itself). These do not require consent under PECR.
• Analytics cookies: set by Google Tag Manager and Google Analytics 4 to help us understand how visitors use the site. These are only set if you click "Accept all" on the cookie banner shown on your first visit. If you click "Reject analytics", no analytics cookies are set and no analytics data is sent to Google.

Booking calendar: when you open the booking calendar, Cal.com loads its scheduler in a frame on our site and may use cookies or similar storage needed for the booking to work.

We use Google's Consent Mode v2 to enforce your choice: by default, analytics storage is denied, and Google Tag Manager is only loaded after consent is granted. Your choice is remembered in your browser's local storage so you are not asked again on subsequent visits.

To change your decision later: clear your browser's site data for suiteheroes.com (or use a private/incognito window) and the banner will reappear. You can also opt out of Google Analytics across all sites using Google's opt-out browser add-on.

9. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate or incomplete data.
• Erase your data ("right to be forgotten"), in certain circumstances.
• Restrict processing of your data, in certain circumstances.
• Object to processing carried out under legitimate interests or for direct marketing.
• Data portability — receive your data in a structured, machine-readable format.
• Withdraw consent at any time where we rely on consent as our lawful basis.
• Complain to the UK Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

To exercise any of these rights, email us at privacy@suiteheroes.com. We will respond within one month.

10. Security

We take appropriate technical and organisational measures to protect personal information, including TLS encryption in transit, access controls, regular software updates, and use of reputable hosting and email providers. No system is perfectly secure; if you believe your information has been compromised, please contact us immediately.

11. Changes to this policy

We may update this policy from time to time. The "Last updated" date at the top reflects the most recent version. We encourage you to review this page periodically. Material changes affecting how we use your existing data will be communicated to active clients by email.

12. How to contact us

If you have any questions about this policy or how we handle your personal information, please contact us:

• Privacy/data requests: privacy@suiteheroes.com
• General enquiries: raja@suiteheroes.com
• Phone: +44 7912 042 952
• Post: SuiteHeroes.com Ltd, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ