Precinct Signatures: Privacy notice

Draft, October 2026

This notice explains how PC Repair Leeds Ltd t/a QLine IT ("QLine IT") handles personal data in Precinct Signatures. For the email signature service itself we act as a processor for the organisation that subscribes (our client), which is the controller. For the sign-in and support records of people who use the Studio we act as a controller.

What we process

• Email passing through the service. Outgoing email from our clients is routed through our servers so a signature can be added, then handed straight back to Microsoft 365. We do not store email content. We log metadata only (time, sender address, which signature rule applied, number of recipients) for troubleshooting.
• Directory details. Name, job title, department, phone numbers, office and, where enabled, photo, read from the client's Microsoft 365 directory to fill in signatures, and cached for up to 20 minutes.
• Studio users. Name and work email address of people authorised to edit signatures, sign-in records, and an audit log of changes they make. If you sign in with an email code, the code is held for up to 10 minutes and then discarded. Your IP address is used briefly in memory to prevent abuse of sign-in and is not stored.
• Campaign click counts. Where a client turns it on, we count clicks on campaign links per day and link. We do not record who clicked, IP addresses, browser details or email opens.

Why, and the legal basis

To provide the service our clients contract for (as their processor, on their instructions), and for Studio users, our legitimate interests in keeping the service secure and showing who changed what.

Who else is involved

We use these suppliers (sub-processors): Microsoft (Microsoft 365 and sign-in), DigitalOcean (servers in London, UK), Cloudflare (DNS and campaign link redirects), GitHub (storage of signature templates and settings). We do not sell personal data or use it for advertising.

How long we keep it

Mail metadata logs: [period to confirm]. Studio audit log: for as long as the client uses the service, then [period to confirm]. Signature templates: until the client asks us to delete them or the service ends. Email sign-in codes: 10 minutes.

Your rights

You can ask for access to, correction of, or deletion of your personal data, or object to its use. If your request is about a client's signatures or directory data, we will pass it to that organisation. You can also complain to the Information Commissioner's Office (ico.org.uk).

Contact

• Phone: 0113 8000192
• Email: support@qlineit.com
• Post: PC Repair Leeds Ltd t/a QLine IT, Unit 6 Killingbeck Court, Leeds, LS14 6FD