Privacy Policy

This Privacy Policy explains how Host Pulse Limited ("HostPulse", "we", "us", or "our") collects, uses, and protects personal data when you visit our website, use our customer portal, or purchase our VPS hosting or custom software services.

We are the data controller for the personal data described in this policy. We are based in the United Kingdom and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We collect the following categories of personal data:

• Account information: name, email address, company name, and password (stored as a salted hash, never in plain text) when you register for the customer portal.
• Billing information: invoice details, payment status, and transaction references. We do not store full payment card or account details ourselves — payments are processed directly by our payment processors, PayPal and Stripe.
• Service data: details of the VPS servers or software services we provide to you, including server status, configuration, and order history.
• Support data: the content of support tickets, replies, and any attachments or information you provide to us when requesting help.
• Technical data: IP address, browser type, and basic usage logs collected automatically when you use our website or portal, for security and diagnostic purposes.

We use personal data to:

• Create and manage your customer account and the services you order.
• Process payments and generate invoices.
• Provide customer support and respond to tickets.
• Send transactional emails, such as invoice notifications, payment confirmations, and ticket updates.
• Maintain the security, integrity, and reliability of our infrastructure.
• Comply with our legal and regulatory obligations, including tax and accounting rules.

We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects.

We process personal data on the basis of: performance of a contract (to provide the services you order), legitimate interests (to operate and secure our infrastructure and respond to support requests), and legal obligation (such as retaining invoices for tax purposes). Where required, we will ask for your consent before processing, for example for optional marketing communications.

We do not sell your personal data. We share personal data only with service providers who help us run HostPulse, under appropriate contractual safeguards:

• Supabase — database hosting and authentication.
• Resend — delivery of transactional emails.
• PayPal — payment processing.
• Stripe — payment processing.

We may also disclose personal data where required by law, court order, or to protect the rights, property, or safety of HostPulse, our customers, or others.

Some of our service providers may process data outside the UK. Where this happens, we rely on adequacy decisions or appropriate safeguards, such as Standard Contractual Clauses, to ensure your data remains protected to UK GDPR standards.

We retain account and billing data for as long as your account is active, and for a further period afterwards as required to meet our legal and tax obligations (typically up to six years for financial records). Support ticket data is retained for as long as reasonably necessary to provide ongoing support and maintain service records, or until you ask us to delete it, subject to our legal retention obligations.

Under UK GDPR, you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your data, subject to our legal retention obligations.
• Request that we restrict or object to certain processing.
• Request a portable copy of data you provided to us.
• Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at support@host-pulse.com. You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.

We use industry-standard measures to protect personal data, including encrypted connections, access controls, and password hashing. No system is completely secure, but we take reasonable steps to protect your data against unauthorised access, loss, or misuse.

Our website and portal use only the cookies strictly necessary to keep you signed in and to operate core functionality. We do not use third-party advertising or tracking cookies.

We may update this Privacy Policy from time to time. Material changes will be communicated by email or via a notice on our website. The "last updated" date below reflects the most recent revision.

Questions about this policy or how we handle your data can be sent to support@host-pulse.com.