Privacy Policy
Last updated: 11 September 2026
Cloudtopia Ltd (“Cloudtopia”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal information responsibly.
This Privacy Policy explains what personal information we collect, how we use it, who we may share it with, how long we keep it and the rights you have in relation to your information.
This policy applies when you visit our website, contact us, enquire about our services, become a client, interact with us through one of our partners or otherwise provide personal information to Cloudtopia.
1. Who we are
Cloudtopia Ltd is a company registered in England and Wales.
Company name: Cloudtopia Ltd
Company number: 09744273
Registered address: 33 Cratchit Crescent, Northampton, Northamptonshire, England, NN4 0BE
Telephone: 01280 817565
Email: info@cloudtopia.co.uk
For personal information collected through our website, enquiries and our own business activities, Cloudtopia Ltd is normally the data controller. This means we decide how and why that personal information is processed.
When we work within a client’s Salesforce environment or another system on their behalf, we may instead act as a data processor. In those circumstances, the client remains responsible for determining how the personal information within their systems is used, and our processing is governed by our agreement with that client.
2. Personal information we collect
The information we collect depends on how you interact with Cloudtopia.
Information you provide to us
This may include:
- Your name.
- Your company or organisation.
- Your job title or professional information.
- Your email address.
- Your telephone number.
- Information you provide within an enquiry, contact form or Salesforce health check request.
- Information contained within emails, telephone calls, meetings or other communications with us.
- Information relating to services you purchase or ask us to provide.
- Billing, invoicing and transaction information.
- Your communication and marketing preferences.
Information collected when you use our website
When you visit our website, some technical information may be collected automatically. This can include:
- Your IP address.
- Browser and device information.
- Pages you visit and how you interact with the website.
- The date and time of your visit.
- The website or source that referred you to us.
- Cookie and analytics information, where you have provided any consent required for this.
Information we receive from other sources
We may receive personal information from third parties where appropriate. For example, this may happen where a business partner, existing client, Salesforce or another referral partner introduces you to Cloudtopia.
We may also use publicly available business information where this is necessary and appropriate for legitimate business purposes.
3. How we use your personal information
We only use personal information where we have a lawful reason to do so.
| How we use your information | Our lawful basis |
|---|---|
| Responding to enquiries, contact requests and Salesforce health check requests. | Taking steps at your request before entering into a contract and our legitimate interests in responding to prospective customers. |
| Preparing proposals, quotations and discussing potential services. | Taking steps before entering into a contract and our legitimate business interests. |
| Providing Salesforce consultancy, implementation, support, maintenance, training and related services. | Performance of our contract with you. |
| Managing our relationship with clients and maintaining records of work undertaken. | Performance of our contract and our legitimate interests in managing our business and client relationships. |
| Managing invoices, payments, accounting and financial records. | Performance of our contract and compliance with our legal obligations. |
| Operating, protecting and improving our website and services. | Our legitimate interests in operating a secure, effective and useful website. |
| Understanding how people use our website through analytics and similar technologies. | Your consent where this is required for non-essential cookies or similar technologies. |
| Sending relevant news, updates or marketing communications. | Your consent where required, or our legitimate interests where direct marketing is otherwise permitted by law. |
| Protecting Cloudtopia, our clients and our systems against fraud, misuse, security incidents or other unlawful activity. | Our legitimate interests and, where applicable, compliance with legal obligations. |
| Establishing, exercising or defending legal claims and complying with regulatory requirements. | Our legitimate interests and compliance with legal obligations. |
4. Our legitimate interests
Where we rely on legitimate interests, we only do so where we believe the processing is reasonably necessary for our business and where those interests are not overridden by your rights and freedoms.
These interests can include responding to business enquiries, managing relationships with existing and prospective clients, improving our services, protecting our systems, maintaining appropriate business records and communicating with organisations that may reasonably be interested in our services.
5. Website enquiries and Salesforce
Our website allows you to contact Cloudtopia about our services, request information and, where available, request a Salesforce health check or submit a service-specific enquiry.
Information submitted through these forms may be transferred to and stored within Cloudtopia’s Salesforce environment so that we can manage your enquiry, maintain appropriate records and communicate with you.
Where your enquiry develops into a client relationship, information relating to that enquiry may become part of our ongoing client and service records.
6. Chat, support and Intercom
Where our website provides live chat, messaging, support content or similar functionality through Intercom, information you provide through those features may be processed by Intercom on our behalf.
This may include your contact details, the content of your messages and technical information relating to your interaction with the website.
We use this information to respond to questions, provide support and improve the experience of people using our website and services.
7. Cookies and analytics
Our website may use cookies and similar technologies to operate correctly, remember preferences, understand how visitors use the website and support features such as analytics or online chat.
Essential cookies
Some cookies are required for the website to function correctly or securely. These do not require your consent where they are strictly necessary.
Analytics and non-essential cookies
We may use services such as Google Analytics to understand how visitors use our website. This can help us understand which pages are useful, how people find Cloudtopia and how the website can be improved.
Analytics and other non-essential cookies will only be used where permitted by law and, where consent is required, after you have made your cookie preferences.
You can change or withdraw your cookie preferences using the cookie controls available on our website.
If we introduce additional analytics or user-experience tools, such as heat-mapping or session-analysis services, we will ensure they are appropriately reflected within our cookie controls and privacy information.
8. Marketing communications
From time to time, we may send information about Cloudtopia, our services, Salesforce developments or other information we believe may be relevant to you.
We will only send electronic marketing where we have an appropriate lawful basis and where the requirements of applicable electronic marketing laws are satisfied.
You can opt out of marketing communications at any time by using the unsubscribe option provided within the communication or by contacting us at info@cloudtopia.co.uk.
Opting out of marketing will not prevent us from sending service-related communications where you are an existing client and those communications are necessary for the services we provide.
9. Who we share personal information with
We do not sell personal information.
We may share information with carefully selected organisations where this is necessary to operate our business or provide our services. These may include:
- Salesforce and associated Salesforce services.
- Intercom, where website chat, messaging or support functionality is used.
- Google and analytics providers where relevant services are enabled.
- Website hosting, infrastructure, security and IT service providers.
- Email and communication service providers.
- Accountants, legal advisers and other professional advisers.
- Suppliers and subcontractors assisting us with services where appropriate.
- Government bodies, regulators, law enforcement agencies or courts where we are legally required to provide information.
Where another organisation processes personal information on our behalf, we take appropriate steps to ensure that the information is handled securely and only in accordance with our instructions and applicable data protection law.
10. International transfers
Some of the technology providers we use may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we take steps to ensure an appropriate level of protection is in place in accordance with UK data protection law.
Depending on the destination and provider, this may include relying on UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework where applicable, or approved contractual safeguards such as the UK International Data Transfer Agreement or UK Addendum.
11. How long we keep your information
We do not keep personal information for longer than we reasonably need it.
The exact retention period depends on the type of information, why it was collected and whether we have legal or contractual obligations requiring us to retain it.
Enquiries and prospective clients
Information relating to an enquiry will ordinarily be retained for up to 24 months following our last meaningful contact, unless you become a client or there is another legitimate reason for retaining it for longer.
Clients and service records
Information relating to services we provide may be retained for the duration of our relationship and normally for up to six years afterwards where necessary for contractual, accounting, tax or legal purposes.
Financial records
Accounting and financial information may be retained for at least six years from the end of the relevant financial year, or for longer where we are legally required to do so.
Marketing information
We may retain marketing information while you remain subscribed or while we have another lawful reason to contact you. If you opt out, we may retain a limited record of your preference so that we can ensure you are not contacted again contrary to your request.
Website and analytics information
Website analytics and cookie information is retained according to the settings applied to the relevant service and only for as long as reasonably necessary for the purpose for which it was collected.
Information processed within client systems
Where Cloudtopia processes information within a client’s Salesforce environment or another client system, retention will normally be determined by that client and the terms of our agreement with them.
12. Keeping your information secure
We take appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or misuse.
These measures may include access controls, authentication, secure infrastructure, system monitoring, software updates, appropriate backup arrangements and limiting access to information to people who require it for legitimate business purposes.
No system can guarantee absolute security, but we regularly consider the safeguards appropriate to the information we process and the services we provide.
13. Your data protection rights
Depending on the circumstances and the lawful basis we rely upon, you may have the right to:
- Request access to the personal information we hold about you.
- Ask us to correct inaccurate or incomplete information.
- Ask us to erase your personal information in certain circumstances.
- Ask us to restrict how your information is used in certain circumstances.
- Object to certain uses of your personal information.
- Request the transfer of certain information to you or another organisation.
- Withdraw your consent where we rely on consent to process your information.
- Raise concerns about certain automated processing or decision-making where applicable.
These rights are not absolute and may not apply in every circumstance.
To exercise any of your rights, contact us at info@cloudtopia.co.uk. We may need to confirm your identity before completing a request.
Your right to object
You have the right to object at any time to the use of your personal information for direct marketing.
You may also have the right to object where we process information on the basis of our legitimate interests. We will consider your request and stop processing the information unless we have a compelling lawful reason to continue or the information is required in connection with legal claims.
14. Data protection complaints
If you have a concern or complaint about how Cloudtopia has handled your personal information, please contact us first so that we can investigate it.
You can make a data protection complaint by emailing info@cloudtopia.co.uk, calling 01280 817565 or writing to us at:
Cloudtopia Ltd
33 Cratchit Crescent
Northampton
Northamptonshire
England
NN4 0BE
We will acknowledge a data protection complaint within 30 days of receiving it. We will take appropriate steps to investigate the matter, keep you informed where appropriate and provide an outcome without undue delay.
If you remain unhappy with how we have handled your personal information or your complaint, you also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
15. Links to other websites
Our website may contain links to Salesforce, partners, social networks or other third-party websites and services.
Cloudtopia is not responsible for the privacy practices of third-party websites. We recommend reviewing the privacy information provided by those organisations when you visit their websites or provide information directly to them.
16. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, website, technology, suppliers or legal obligations.
The latest version will be published on this website and the “Last updated” date at the top of this page will be changed accordingly.
17. Contact us
If you have any questions about this Privacy Policy, how we use your personal information or your data protection rights, please contact:
Cloudtopia Ltd
Company number: 09744273
33 Cratchit Crescent
Northampton
Northamptonshire
England
NN4 0BE
Telephone: 01280 817565
Email: info@cloudtopia.co.uk
