Privacy policy.

 This Privacy Notice applies to all personal data collected and processed through our website, Client Portal, and associated services. It does not cover external websites linked to from our site.

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Information is a vital asset in managing individuals’ records and the efficient delivery of services. Astralis Technology Ltd recognises the importance of protecting personal data and is committed to ensuring it is managed appropriately in line with applicable laws.

This Privacy Notice explains how we collect, use, store, and protect personal information, and outlines your rights under UK data protection legislation.

2. Scope

This Privacy Notice applies to all personal data collected and processed through our website, Client Portal, and associated services. It does not cover external websites linked to from our site.

3. What Personal Data We Collect

We may collect the following data, either directly or automatically:

• Name
• Date of birth
• Gender
• Business/company name
• Job title and profession
• Contact details (email, telephone)
• Demographic information (postcode, preferences)
• IP address, browser type, and operating system
• Activity on our website (e.g., pages visited, referral source)

We do not collect or store financial information via our website.

4. Purpose and Legal Basis for Processing

We process personal data for the following purposes and rely on the lawful bases set out under Article 6 of the UK GDPR:

5. How We Use Personal Data

• To manage user accounts and service delivery
• To personalise user experience and improve website functionality
• To send marketing or service communications (if opted in)
• To conduct market research and website usage analysis
• To comply with legal and contractual obligations

We do not engage in automated decision-making or profiling.

6. Data Sharing and Third Parties

We may share limited data with trusted third parties, such as:

• CRM and email marketing providers
• Secure cloud storage and hosting platforms
• Certification bodies (for audit and compliance purposes)
• Legal, regulatory, or law enforcement bodies (if required)

All third-party access is governed by contracts and data protection agreements.

7. International Data Transfers

All data is stored and processed within the UK or EEA. We do not transfer data internationally outside these areas.

8. Data Retention

We only retain personal data for as long as necessary. Standard retention periods include:

• Client and contractual data: 7 years
• Marketing data: Until unsubscribed or inactive for 2 years
• Employee data: Employment duration + 6 years

9. Data Security

Astralis implements appropriate technical and organisational measures aligned with ISO 27001 to secure personal data, including:

• Encrypted storage
• Role-based access controls
• Regular audits and vulnerability checks

10. Your Data Protection Rights

Under the UK GDPR, you have the following rights:

• Right to be informed – about how your data is used
• Right of access – to your personal data
• Right to rectification – to correct inaccurate data
• Right to erasure – to request deletion (in some cases)
• Right to restrict processing – to limit how data is used
• Right to data portability – to transfer your data
• Right to object – to data processing (e.g. marketing)
• Right to lodge a complaint – with the ICO

To exercise these rights, email: compliance@astralistech.co.uk

11. Cookies

We use cookies to enhance website functionality. You may control cookie preferences via your browser settings. For more information, refer to our [Cookie Policy] (or section 4.9 of the full policy).

12. Data Breach Notification

In the event of a data breach that impacts your personal data, we will inform affected parties and notify the ICO as required.

13. Changes to This Notice

This Privacy Notice may be updated periodically. The latest version will always be available on our website.

14. Contact Information

Astralis Technology Ltd
6 Whittle End, Great Notley, Braintree, CM77 7BA
Email: compliance@astralistech.co.uk
ICO Registration: ZB743209