Who we are
Aptimate Solutions Ltd is the data controller for the personal information described in this notice. We are registered in England and Wales under company number 17125277. Our registered office is Orchard Grove, Sevenoaks, TN14 7EU.
What we collect
When you contact us, we may collect your name, company, work email address, company size, enquiry type, preferred call date and time, and the information you provide about your work or venture. We may also keep relevant emails, call notes, proposals, contracts, invoices and service records.
Our hosting provider may process technical information needed to deliver and protect the site, such as your IP address, browser, device information and request logs. We do not ask for special-category or highly sensitive personal information through the website, so please do not include it in an enquiry.
How we use it
We use personal information to:
- respond to enquiries and arrange calls;
- assess whether Aptimate can help and prepare proposals;
- enter into and deliver contracts;
- manage client relationships, billing and business records;
- protect, maintain and improve the security and reliability of our website and services; and
- meet legal, tax, regulatory and professional obligations.
Our lawful bases
We normally rely on legitimate interests to respond to business enquiries, develop business relationships and operate a secure website. We rely on steps taken at your request before entering a contract, and on contract where processing is needed to deliver agreed services. We rely on legal obligation where records must be retained or disclosed by law. If we ask for consent for a separate purpose, you may withdraw it at any time.
Who receives it
We do not sell personal information. We use service providers where necessary to operate the business, including:
- Vercel for website hosting, delivery and aggregated web analytics;
- FormSubmit to route contact-form submissions to us; and
- Google Workspace for business email, documents and enquiry records.
We may also disclose information to professional advisers, contractors working under appropriate confidentiality obligations, regulators, courts or public authorities where reasonably necessary or legally required.
International transfers
Some service providers may process information outside the UK. Where UK data protection law requires it, we use an adequacy decision or appropriate contractual safeguards for those transfers. You may contact us for more information about the safeguards relevant to your data.
How long we keep it
Enquiries that do not become client relationships are normally kept for up to 24 months after the last meaningful contact. Client, contract and financial records are normally kept for up to six years after the relationship ends or the relevant financial year closes. We may retain information for longer where required by law, to establish or defend legal claims, or while a dispute is active. Technical information is retained according to the relevant service provider's operational and security schedules.
Cookies and analytics
We use Vercel Web Analytics to understand aggregated website use, including page views, referrers, approximate location, device and browser information, and enquiry journeys. Vercel Web Analytics does not use cookies or persistent identifiers, and does not track visitors across websites or days. We do not use advertising analytics.
Security
We use proportionate technical and organisational measures to protect personal information. No internet service is completely secure, but we limit access to people and providers who need the information for the purposes described above.
Your rights
Depending on the circumstances, UK data protection law may give you rights to access, correct, erase or restrict your personal information; object to processing; request data portability; and withdraw consent. These rights are subject to legal conditions and exemptions.
Contact and complaints
Contact us at Email Aptimate to ask a privacy question or exercise your rights. We may need to verify your identity before responding.
You may also complain to the Information Commissioner's Office, the UK data protection regulator, at ico.org.uk/make-a-complaint/. We would appreciate the opportunity to address your concern first.
Changes to this notice
We will update this page when our processing or legal obligations materially change. The date at the top shows the latest revision.