How Dove365 collects, uses, stores, and protects personal information.
Last updated: 2 September 2026
This policy is intended to explain, in plain English, what personal data we collect and how we use it, including where Google Analytics and Microsoft Clarity are used with cookie consent.
Dove365 Ltd provides Microsoft-focused consultancy, CRM, Power Platform, automation, and operational systems services. Dove365 Ltd is registered in England and Wales (company number 15950616), registered office 27 Eastleigh Road, Prestwich, Manchester, M25 0BX, United Kingdom.
For privacy questions, contact us at support@dove365.com.
We may collect personal data when you contact us, submit a form, book a call, message us, become a customer, or use our Customer Portal. This may include:
When you submit a form on this website, we collect the information requested in that form and any optional information you choose to provide. Depending on the form, this may include:
Our website forms are processed using Netlify Forms so that we can notify the right person, send requested resources or reports, respond to enquiries, manage bug reports, and keep appropriate business records.
If you complete our customer onboarding form, we collect information needed to set up your account, including your registered and trading company name, company registration number, VAT number (or confirmation that you are not VAT registered), registered, billing, and physical addresses, and the name, job title, email address, and telephone number of your authorised representative and, where different, an accounts contact email. We may use a company lookup service to help you find and confirm your registered company details from the official companies register.
We use this information to set up and administer your account, billing, and access to our Customer Portal, and to meet our own accounting, tax, and legal obligations.
If you or your organisation become a Dove365 customer, you may be given access to our Customer Portal at customerportal.dove365.com. The portal lets you and your authorised team members view and manage information relevant to your account, such as your company profile, team members, support cases, managed services and service usage, onboarding progress, and shared documents.
You can sign in to the portal using a Microsoft account or a local email and password, and two-factor verification where enabled. Access to information within the portal is controlled by role-based permissions, so you and your colleagues can generally only see your own organisation's data. Portal sessions rely on secure, same-origin cookies rather than a separate tracking or advertising cookie — see our Cookie Policy for more detail.
Dove365 also licenses software products — including Dove365 Common, CRM Starter, Sales, and Support — to other businesses, and we use these same products ourselves to run our own CRM, sales, and support operations. When licensed to a customer, these products are installed and run inside that customer's own Microsoft 365, Power Platform, Dataverse, and/or Azure environment, and the business data processed (such as customer, contact, lead, opportunity, and case records) is stored in that customer's own environment, under that customer's own control; Dove365 is not normally able to see or access it, except where we provide support and the customer grants us temporary access for that purpose.
Where we use these products ourselves, in our own Dataverse environment, to manage our own leads, customers, and support cases, Dove365 is the data controller for that information, and it is handled in line with this Privacy Policy in the same way as data collected through our website.
If you are an individual whose data is processed within one of these products by a separate Dove365 customer (rather than by Dove365 directly), that customer is the data controller for your information, and you should direct data protection queries to them in the first instance.
We use Meta Business Suite to manage Instagram and Facebook messaging, and an internally built integration to hold WhatsApp Business conversations with our own prospects and customers. Our WhatsApp integration connects Meta's WhatsApp Business Platform, via Microsoft Azure Communication Services, to our own Microsoft Dataverse environment, where conversation and message content (including any media shared) is stored and linked to your contact or account record with us. This WhatsApp integration is a tool we built and use for our own business; we do not sell or license it to other businesses.
If you contact us through WhatsApp, Instagram, or Facebook, we process the information you send us (such as your name, contact details, and message content) to respond to you and manage the conversation, in the same way as any other enquiry.
We use personal data to:
Where you consent to statistics or analytics cookies, we use Google Analytics and Microsoft Clarity to understand website usage and improve the website. Google Analytics is provided by Google Ireland Limited; Microsoft Clarity is provided by Microsoft.
Google Analytics may process information such as first-party cookie identifiers, device and browser information, operating system information, language settings, pages visited, referral source, interaction events, time spent on pages, and approximate location derived from IP address. Google states that Google Analytics collects IP address when collecting data but does not log or store IP addresses.
Microsoft Clarity may process similar technical and behavioural information, such as pages visited, clicks, scroll behaviour, device and browser information, and approximate location, and may generate session recordings and heatmaps to help us understand how visitors use the website.
We do not intentionally send names, email addresses, contact form messages, or other directly identifying information to Google Analytics or Microsoft Clarity.
These providers may use this information to provide analytics reports and maintain, protect, and improve their own services. More information about Google's handling of business data is available at Google Business Data Responsibility, and about Microsoft Clarity at Microsoft Clarity's terms and privacy information.
Our contact page includes a Microsoft Bookings calendar so you can book a discovery call directly. If you use it, Microsoft processes the booking details you provide (such as your name, email address, and chosen appointment time) to schedule and manage the appointment, in accordance with Microsoft's own privacy terms.
Depending on the context, we rely on one or more lawful bases under UK data protection law:
We only share personal data where necessary. This may include trusted service providers such as website hosting, Netlify Forms, Microsoft 365, Microsoft Dataverse and Power Pages (for our Customer Portal), Microsoft Bookings, Microsoft Clarity, Google Analytics, Meta Business Suite (WhatsApp, Instagram, and Facebook), Companies House (for company lookups), email, scheduling, form handling, accounting, and professional advisers. We may also share information where required by law.
Netlify may process website form submissions and related anti-spam information on our behalf. Microsoft hosts our Customer Portal and the underlying data platform it runs on.
Where Google Analytics or Microsoft Clarity are enabled with your consent, website usage information may be shared with Google Ireland Limited or Microsoft respectively for analytics and performance purposes. These providers process information under their own privacy and data processing terms.
If you contact us via Microsoft Bookings, WhatsApp, Instagram, or Facebook, the relevant information is processed by Microsoft or Meta Platforms, Inc. (and its affiliates) as part of providing those services to us.
This website uses Cookiebot to manage cookie consent and to help control non-essential cookies before they are used. Cookies may be used for necessary website operation, preferences, analytics, or marketing where those services are enabled and consented to.
Google Analytics and Microsoft Clarity cookies are non-essential and should only be used after you consent to the relevant analytics/statistics category. Microsoft Bookings, when embedded on our contact page, may set its own cookies to support the booking calendar. You can change or withdraw analytics consent at any time through our Cookie Policy.
Our Customer Portal at customerportal.dove365.com and our documentation site at docs.dove365.com are separate applications and do not currently use Cookiebot or the non-essential cookies described here. This Cookie Policy covers dove365.com.
You can read more, view the live Cookiebot declaration, and change your preferences in our Cookie Policy.
Some suppliers may process data outside the UK. Where this happens, we expect appropriate safeguards to be in place, such as adequacy regulations or approved contractual protections. Google Analytics, Microsoft Clarity, Microsoft Bookings, and Meta Business Suite data may be processed outside the UK or EEA by those providers or their sub-processors, subject to each provider's applicable transfer safeguards.
We keep personal data only for as long as needed for the purpose it was collected, including legal, accounting, reporting, and business requirements. Enquiry data is normally kept only while the enquiry is active and for a reasonable follow-up period. Client and financial records may be kept for longer where required by law.
You may have rights to access, correct, delete, restrict, object to, or receive a copy of your personal data. Where processing is based on consent, you can withdraw consent at any time.
To exercise your rights, contact support@dove365.com.
If you are unhappy with how we handle your personal data, please contact us first at support@dove365.com so we can try to resolve it. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.
We may update this privacy policy from time to time. The latest version will be published on this page.