Privacy Policy

Astra Systems ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to visitors of our website at astrasystems.io and to clients who subscribe to our Services. It does not apply to the personal data of your own customers, which you process as the data controller.

We are the data controller for personal data collected through our website and for the administration of our client relationships. Where we process your customers' data on your behalf through the Services, we act as a data processor on your instructions.

Astra Systems is the data controller responsible for your personal data. You can contact us by email at hello@astrasystems.io, by phone on 07919 424918, or by writing to us at Troon, KA10, United Kingdom. We are not currently required to be registered with the Information Commissioner's Office (ICO), but we comply with UK data protection law as if we were.

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

• Contact data — name, business name, email address, phone number, and trade/business type that you provide via our contact form, booking calendar, or by emailing or calling us.
• Account data — billing details, subscription information, and communications relating to your account.
• Technical data — IP address, browser type, device information, and usage data collected through cookies and similar technologies when you visit our website.
• Marketing data — your preferences in receiving marketing communications from us.

Where you use our Services to capture your own customers' data (for example through website forms, the review funnel, or the unified inbox), that data is processed on your behalf and under your control as data controller. We do not use your customers' data for our own purposes.

Under UK GDPR we must have a lawful basis for processing your personal data. We rely on the following:

• Consent — where you have given consent, for example when you submit our contact form or agree to receive marketing emails. You may withdraw consent at any time.
• Contract — where processing is necessary to enter into or perform our contract with you, such as setting up and billing your subscription.
• Legitimate interests — where we have a legitimate business interest that is not overridden by your rights, such as improving our Services, website security, and responding to enquiries.
• Legal obligation — where we are required to process data to comply with UK law, such as maintaining financial records.

We use your personal data for the following purposes:

• To respond to enquiries and provide information about our Services.
• To set up, deliver, and manage your subscription and the Services.
• To process payments and maintain billing records.
• To provide technical support and customer service.
• To send you service updates and, where you have consented, marketing communications.
• To improve our website, Services, and customer experience.
• To maintain the security and integrity of our systems.
• To comply with our legal and regulatory obligations.

We do not sell your personal data. We may share it with the following categories of recipient where necessary:

• Service providers — trusted third parties that help us deliver the Services, such as hosting providers, payment processors, email and SMS providers, and booking/calendar tools.
• Third-party integrations — platforms such as Google, Facebook, Instagram, and WhatsApp, where you have connected your own accounts.
• Professional advisers — accountants, auditors, and legal advisers where necessary for compliance and advice.
• Legal authorities — where required by law, court order, or to protect our rights and safety.

Some of these providers may be located outside the UK. Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, such as UK International Data Transfer Agreements or the UK Addendum to the EU Standard Contractual Clauses.

We retain personal data only for as long as necessary to fulfil the purposes set out in this policy, including for legal, accounting, or reporting requirements. Client account data is retained for the duration of your subscription and for a reasonable period afterwards to allow handover and to meet tax/record-keeping obligations (typically up to six years for financial records). Enquiry data from non-clients is retained for a shorter period and then deleted or anonymised.

As a data subject, you have the following rights:

• The right to be informed about how we use your data (this policy).
• The right of access to your personal data.
• The right to rectification of inaccurate data.
• The right to erasure ("right to be forgotten") in certain circumstances.
• The right to restrict processing.
• The right to data portability.
• The right to object to processing based on legitimate interests or for direct marketing.
• Rights relating to automated decision-making and profiling.
• The right to withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at hello@astrasystems.io. We will respond within one month, as required by UK GDPR.

If you are unhappy with how we handle your personal data, please contact us first so we can try to resolve the matter. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator, at ico.org.uk or by calling 0303 123 1113.

Our website uses cookies and similar technologies to operate the site, understand how it is used, and (where you consent) to measure marketing effectiveness. We use:

• Essential cookies — required for the site to function; these cannot be disabled.
• Analytics cookies — help us understand visitor behaviour; only set with your consent.
• Marketing cookies — used to measure the effectiveness of our advertising; only set with your consent.

You can manage or withdraw cookie consent at any time via the cookie banner or your browser settings.

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These include encryption in transit, access controls, regular reviews, and staff awareness. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

In the event of a personal data breach likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours of becoming aware of it, as required by UK GDPR, and will notify affected individuals without undue delay where the breach is likely to result in a high risk.

Our Services are intended for UK businesses and tradespeople. We do not knowingly collect personal data from children under 16. If you believe a child has provided us with personal data, please contact us so we can delete it.

We may update this Privacy Policy from time to time to reflect changes in our practices, the Services, or UK law. We will notify clients of material changes by email or via our website. The "last updated" date below indicates when the policy was last revised.

For any questions about this Privacy Policy or your personal data, contact us at hello@astrasystems.io, call 07919 424918, or use our contact page.