Privacy Policy

1. Data Controller

AELT Tech is the Data Controller responsible for your personal information.

Email: dpo@aelttech.co.uk
Website: www.aelttech.co.uk

2. Information We Collect

We may collect and process the following categories of personal information:

Identity Information

• Name
• Job title
• Company name
• Business contact information

Contact Information

• Email address
• Telephone number
• Postal address

Technical Information

• IP address
• Browser type and version
• Device information
• Operating system
• Website usage information
• Diagnostic and analytics data

Communications Information

• Information contained within emails, support tickets, enquiries and communications.
• Meeting notes and correspondence.

Service Information

Where we provide professional services, we may process information relating to:

• Microsoft 365 environments
• User accounts
• Device management
• Security monitoring
• Audit logs
• Configuration data
• Technical records

3. How We Collect Information

We collect information:

• When you complete website contact forms.
• When you request a quotation or proposal.
• When you contact us by telephone or email.
• When you engage our services.
• Through cookies and website analytics tools.
• Through business networking activities and referrals.
• Through supplier and third-party relationships.

4. How We Use Your Information

We use personal information to:

• Respond to enquiries.
• Provide quotations and proposals.
• Deliver our IT and cyber security services.
• Manage customer relationships.
• Provide technical support.
• Manage contracts and billing.
• Improve our services and website.
• Maintain security and prevent fraud.
• Comply with legal and regulatory obligations.
• Send marketing communications where consent has been provided or another lawful basis applies.

5. Lawful Basis for Processing

Under UK GDPR, we process personal data using one or more of the following lawful bases:

Contract

Processing is necessary to provide services, fulfil contractual obligations or take steps prior to entering into a contract.

Legitimate Interests

Processing is necessary for our legitimate business interests, including:

• Service delivery
• Business development
• Security monitoring
• Website administration
• Customer relationship management

Where we rely on legitimate interests, we ensure they do not override your rights and freedoms.

Consent

Where required, we rely on consent for:

• Marketing communications
• Optional cookies
• Certain promotional activities

You may withdraw consent at any time.

Legal Obligation

Processing may be necessary to comply with:

• Tax legislation
• Accounting requirements
• Regulatory obligations
• Law enforcement requests
• Court orders

6. Marketing Communications

We may send marketing communications relating to our services where:

• You have provided consent; or
• We are permitted to do so under applicable marketing laws.

You may unsubscribe from marketing communications at any time by:

• Clicking the unsubscribe link in emails; or
• Contacting us directly.

We will never sell your information to marketing companies.

7. IT Support and Professional Services

Where AELT Tech provides:

• Managed IT support
• Microsoft 365 administration
• Cyber security services
• Security reviews
• Secure Score assessments
• Compliance consultancy
• Device management
• Technical support

we may have access to personal data stored within a client's systems.

In these circumstances:

• The client typically acts as the Data Controller.
• AELT Tech typically acts as the Data Processor.

The processing of personal data in these circumstances is governed by the relevant service agreement and any applicable Data Processing Agreement (DPA). We only access information required to provide agreed services or fulfil authorised instructions.

8. How We Share Information

We do not sell personal information. We may share information with:

Service Providers

Trusted third-party providers who help us operate our business, including:

• Microsoft
• Cloud hosting providers
• Security platforms
• Remote support tools
• Backup providers
• Professional advisers

Legal and Regulatory Bodies

Where required by law, regulation or a valid legal request.

Business Transfers

If our business is sold, merged or restructured, information may be transferred as part of that process.

9. International Transfers

Some service providers may process information outside the United Kingdom. Where international data transfers occur, we take reasonable steps to ensure appropriate safeguards are in place in accordance with applicable data protection legislation.

These safeguards may include:

• Adequacy decisions.
• International data transfer agreements.
• Standard contractual clauses.
• Other recognised legal transfer mechanisms.

10. Data Retention

We retain personal information only for as long as reasonably necessary. Typical retention periods include:

Data Type	Retention Period
Website enquiries	Up to 24 months
Customer contracts	Up to 7 years
Financial records	Up to 7 years
Support records	Up to 7 years
Marketing consent records	Until withdrawn
Security logs	As required for operational and security purposes

Where necessary, information may be retained for longer periods to:

• Comply with legal obligations.
• Resolve disputes.
• Enforce agreements.
• Defend legal claims.

11. Cookies and Analytics

Our website uses cookies and similar technologies. These may be used for:

• Website functionality.
• Performance monitoring.
• Security.
• Analytics.
• Marketing and advertising.

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect website functionality. Where required, consent will be requested before non-essential cookies are used.

12. Data Security

We implement appropriate technical and organisational security measures to protect personal information. These measures may include:

• Multi-factor authentication
• Secure access controls
• Encryption technologies
• Endpoint security protection
• Monitoring and logging
• Secure backups
• Staff confidentiality obligations

No method of transmission or storage is completely secure. While we take reasonable steps to protect information, we cannot guarantee absolute security.

13. Your Rights

Under UK GDPR, you may have the right to:

Right of Access

Request a copy of the personal data we hold about you.

Right to Rectification

Request correction of inaccurate or incomplete information.

Right to Erasure

Request deletion of personal information where applicable.

Right to Restrict Processing

Request limitations on how we process your information.

Right to Object

Object to certain processing activities.

Right to Data Portability

Request transfer of your information to another organisation where applicable.

Right to Withdraw Consent

Withdraw consent at any time where processing relies upon consent.

Marketing Rights

Opt out of direct marketing communications.

To exercise any of these rights, contact: dpo@aelttech.co.uk

14. Automated Decision Making

AELT Tech does not currently use personal data to make solely automated decisions that produce legal or similarly significant effects on individuals.

15. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices, content or security of third-party websites. We encourage users to review third-party privacy notices before submitting personal information.

16. Complaints

If you have concerns about how we handle personal information, please contact us first so we can attempt to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Information Commissioner's Office
www.ico.org.uk

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be published on this page and will become effective immediately unless otherwise stated. Please review this page periodically to ensure you remain informed about how your information is used.

18. Contact Information

For any privacy-related enquiries, requests or complaints, please contact:

AELT Tech
Email: dpo@aelttech.co.uk
Website: www.aelttech.co.uk