Website privacy notice

This notice explains what happens to the information you send us through this website, visitorbook.co.uk. It's written in plain English. If anything is unclear, ask us.

Signed in as a visitor somewhere? This notice isn't about that

If you signed in as a visitor at a site that uses Visitor Book, the organisation you visited is responsible for that information. Please ask them. Each site that uses Visitor Book shows its own privacy notice on the sign-in screen.

1. Who we are

Visitor Book is made by TechAPTO. For this website and its forms, we are the controller: we decide how your information is used.

2. What this notice covers

Only this website and the two forms on it: the contact form and the review form. It doesn't cover visitor sign-in at any customer site (see the box above), or our customer portal, which is covered separately.

3. What we collect, and why

When you use the contact form

Your name, work email, organisation, phone number if you give one, type of site, which tier you're interested in, how many entrances or devices you have, and your message.

We use it to reply to your enquiry and, if you decide to go ahead, to set up your account. Our lawful basis is our legitimate interest in answering people who contact us, and taking steps you've asked for before entering into a contract (UK GDPR Article 6(1)(f) and 6(1)(b)). That's why there's no tick-box on the form: we don't need one to reply to you.

When you use the review form

The name you'd like shown, your job title, organisation, email address, which tier you use, your review, whether you give permission to publish it, and whether you'd like your organisation's name shown.

We use your email address only to check that you're a customer and to confirm the exact wording with you. It's never published. We publish your review, name, job title and (if you chose) organisation only with your permission (Article 6(1)(a)), and you can withdraw that permission at any time. Withdrawing it doesn't make it unlawful that we published your review before you withdrew it. Checking that a reviewer is a real customer is in our legitimate interests, and yours, because it keeps the reviews honest (Article 6(1)(f)).

When you visit any page

Like every website, our web host's servers record basic technical details of each request: your IP address, browser type and the pages requested. These logs are used to keep the site secure and running. Our lawful basis is legitimate interests. Our host keeps these logs for one year.

Do you have to give us this information?

No. You don't have to use our forms. If you don't give an email address, we can't reply to you or check a review.

We don't make any automated decisions about you.

4. Who processes it for us

  • Web3Forms receives what you type into either form and forwards it to our inbox.
  • Bluehost hosts this website and keeps the server logs described above.
  • Microsoft provides the inbox where form submissions arrive and where we reply from.

We don't sell your information or share it with anyone else, and we don't use it for advertising.

5. International transfers

This website is hosted in the United States by Bluehost, form submissions pass through Web3Forms, and our inbox is provided by Microsoft, so your information may be processed outside the UK. We're confirming the safeguard each of these providers relies on for transfers from the UK, and we'll list them here. Until then, you can ask us for details at hello@visitorbook.co.uk.

This is separate from the Visitor Book Cloud service. The Cloud tier's service data is hosted in the UK, and this website has no connection to it.

6. How long we keep it

  • Enquiries: deleted 12 months after our last contact with you, unless you become a customer.
  • Published reviews: kept on the website until you ask us to remove them. We remove them within 7 days of your request.
  • The record behind a published review (your email and your permission to publish): kept while the review is published, and deleted 30 days after we remove it.
  • Review submissions we can't verify or don't publish: deleted within 30 days, including the email and permission record.
  • Server logs: kept by our host for the period given in section 3.

7. Cookies

None. This website doesn't set cookies or use analytics, tracking pixels or any other kind of tracking. That's why you didn't see a cookie banner. Our fonts are served from our own website too, so loading a page doesn't send your details to anyone else.

8. Your rights

You have the right to:

  • ask for a copy of the information we hold about you
  • ask us to correct it if it's wrong
  • ask us to delete it
  • ask us to restrict how we use it
  • object to how we use it
  • ask for your information in a format you can take elsewhere
  • withdraw your permission to publish a review, at any time

To do any of these, email hello@visitorbook.co.uk. We'll reply within one month. If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint. We'd appreciate the chance to put things right first.

9. Changes to this notice

Version 1, effective 31 October 2026. When we change this notice, we'll update the version number and date here.