About this notice
This notice applies to the public Altivar Systems website and to people who contact us about our services. It does not replace any separate data-processing terms agreed for a client project.
Who we are
Altivar Systems Ltd is registered in England and Wales. Company number 17372805.
Privacy contact: hello@altivarsystems.com. Telephone: 07341 810703.
For the personal information covered by this notice, Altivar Systems Ltd normally acts as the data controller.
Contact and identity information we may collect
- Name
- Job title or role
- Company or organisation
- Email address
- Telephone number
- Business address, where relevant
Enquiry and project information we may collect
- Information submitted through contact or systems-audit forms
- Services or systems you are interested in
- Business requirements, timescale and approximate budget
- Messages, emails, call notes and meeting information
- Proposal, contract, project and delivery information if you become a client
Financial and transaction information we may collect
If you become a client or supplier, we may collect billing details, invoices and payment status, transaction references, and accounting and tax records.
We do not normally store full payment-card details directly. Payments may be processed by our bank or payment provider.
Technical and website information we may collect
Depending on the website features in use, we may collect IP address, browser and device information, approximate location derived from IP address, pages visited, referral source, interaction and performance information, and cookie or similar-technology identifiers.
Non-essential analytics or tracking should only be used where permitted and, where required, after consent.
How we collect information
- Directly from you through forms, email, telephone, meetings or contracts
- When you use our website
- From banking, payment, accounting, email, hosting, scheduling or analytics providers
- From public professional or business sources such as company websites, Companies House or LinkedIn, where relevant to a genuine business enquiry
- From a colleague or business contact who introduces you
Why we use personal information
- Respond to enquiries
- Arrange calls or meetings
- Understand business requirements
- Prepare proposals and quotations
- Take requested steps before entering a contract
- Provide and manage contracted services
- Communicate about projects
- Issue invoices and manage payments
- Maintain accounting, tax and company records
- Operate, secure, troubleshoot and improve the website
- Prevent fraud, misuse and security incidents
- Manage suppliers and professional advisers
- Comply with legal and regulatory obligations
- Send relevant business marketing where permitted
- Establish, exercise or defend legal claims
Our lawful bases
Contract: where processing is necessary to take steps at your request before entering a contract, or to perform a contract.
Legal obligation: where we must keep records, respond to lawful requests, or comply with tax, company, accounting or other legal requirements.
Legitimate interests: where processing is reasonably necessary for our interests, including responding to genuine business enquiries, managing client and supplier relationships, securing and improving our website and services, preventing fraud or misuse, keeping appropriate business records, and conducting proportionate business-to-business marketing. We consider the effect on your rights before relying on legitimate interests.
Consent: where consent is required, such as for certain non-essential cookies or marketing. You may withdraw consent at any time.
Marketing
We may send relevant information about Altivar Systems where permitted by law.
You can ask us to stop marketing by using an unsubscribe option where provided, or by emailing hello@altivarsystems.com.
We do not sell personal information to advertisers.
Who we may share information with
- Website hosting and infrastructure providers
- Email and communication providers
- Form, scheduling, analytics and security providers
- Banking and payment providers
- Accounting and bookkeeping providers
- Our accountant, legal advisers, insurers and professional advisers
- Carefully selected contractors supporting a project
- Regulators, courts, law-enforcement bodies or public authorities where required
- A genuine purchaser, investor or adviser involved in a business sale, restructuring or due-diligence process
International transfers
Some service providers may process information outside the United Kingdom.
Where required, we will use an appropriate legal safeguard, such as adequacy regulations, approved contractual safeguards, or another recognised mechanism.
You may contact us for more information about relevant safeguards.
How long we keep information
- Unsuccessful or inactive enquiries: normally up to 24 months after the last meaningful contact
- Active client and supplier information: for the duration of the relationship
- Contracts, invoices, payments and company-tax records: normally 6 years from the end of the financial year they relate to, or longer where required
- Marketing preferences and suppression records: for as long as needed to respect your choice
- Website security and server logs: normally up to 12 months, unless needed for an investigation
- Cookie information: for the period stated in the Cookie policy or consent tool
Security
We use appropriate technical and organisational measures intended to protect personal information, including access controls, strong authentication, encryption where appropriate, secure hosting, software updates, backups, restricted contractor access, confidentiality obligations and incident-management procedures.
No online system can be guaranteed completely secure.
Your rights
- Request access
- Request correction
- Request deletion
- Request restriction
- Object to processing based on legitimate interests
- Request portable information
- Withdraw consent
- Object to direct marketing
- Complain about how information is used
Exercising your rights
Some rights are subject to legal conditions and exemptions.
To exercise a right, email hello@altivarsystems.com. We may need to confirm your identity.
Data-protection complaints
You can raise a privacy concern by emailing hello@altivarsystems.com.
We will acknowledge the concern, review the relevant facts, investigate proportionately, and respond with the outcome and any action taken.
You also have the right to complain to the Information Commissioner's Office, the UK data-protection regulator. The ICO recommends contacting the organisation first.
Cookies
The website may use essential cookies for security, forms, preferences and basic operation.
Non-essential analytics, advertising or tracking cookies should not be activated until appropriate consent has been obtained where required.
Further information is provided in the Altivar Systems Cookie policy and cookie-consent interface.
Automated decision-making
We do not intend to make decisions about individuals based solely on automated processing where those decisions produce legal or similarly significant effects.
Children's information
Altivar Systems provides business services and the website is not directed at children.
We do not knowingly seek children's personal information through the website.
Third-party links
The website may link to third-party websites such as LinkedIn or scheduling services.
Those organisations are responsible for their own privacy practices.
Changes to this notice
We may update this notice to reflect changes in our services, suppliers, website or legal obligations.
The latest version will be published on the website with an updated date.
Contact us
Altivar Systems Ltd. Company number 17372805. Registered in England and Wales. Registered office: 1 Elmfield Park, Bromley, BR1 1LU. Email: hello@altivarsystems.com. Telephone: 07341 810703.