Privacy Policy — Utilis Technologies

This policy explains how Utilis Technologies Limited collects, uses, and protects your personal data when you use this website or engage with our services. We take your privacy seriously and comply fully with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Utilis Technologies Limited is a company registered in England and Wales. We provide AI integration, Microsoft 365, Azure, and IT security consultancy services to UK businesses.

For the purposes of UK GDPR, Utilis Technologies Limited is the data controller for personal data collected through this website.

You can contact us about any data protection matter at: [email protected]

2. What data we collect

When you contact us directly — if you send us an email, we receive your name (if provided), email address, and the contents of your message.

When you visit this website — we may collect standard technical data such as your IP address, browser type, pages visited, and time spent on the site.

We do not collect sensitive personal data, run advertising, operate a mailing list, or use cookies beyond those strictly necessary for the site to function.

3. How we use your data

To respond to enquiries you send us via email
To communicate with you about services you have engaged us to provide
To fulfil contractual obligations where you are a client
To understand how our website is used and improve it over time
To comply with legal obligations where required

We will never sell your personal data to third parties, use it for unsolicited marketing, or share it with anyone outside of what is necessary to deliver our services.

4. Legal basis for processing

Legitimate interests — responding to your enquiry and operating our website
Contractual necessity — processing data necessary to deliver services
Legal obligation — where required by law (e.g., HMRC requirements)
Consent — where you have explicitly provided consent

5. How long we keep your data

Enquiry emails where no engagement follows: deleted or anonymised within 12 months
Client contact data and project records: retained for 6 years following the end of engagement
Website analytics data: retained in anonymised, aggregated form

6. Who we share your data with

Email and communication tools — Microsoft 365 (Microsoft Corporation)
Website hosting — Netlify, Inc.
Analytics — Google Analytics (if enabled)

All third-party providers handle personal data in accordance with applicable data protection law.

7. AI tools and data processing

Where we use AI tools (including the Anthropic Claude API) as part of delivering client services, we are transparent with clients about how data is processed. Data submitted to the Anthropic API is processed under terms that provide API data is not used to train models by default.

8. Your rights

Right of access — request a copy of your personal data
Right to rectification — correct inaccurate or incomplete data
Right to erasure — delete your data where we no longer have a lawful basis
Right to restrict processing — limit how we use your data
Right to data portability — request your data in a structured format
Right to object — object to processing based on legitimate interests

To exercise any of these rights, contact us at [email protected]. We will respond within one month.

9. Cookies

This website uses minimal cookies. We do not use advertising or tracking cookies for profiling purposes.

10. Links to other websites

Our website may contain links to third-party websites. We are not responsible for their privacy practices.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the "last updated" date at the top of this page.

12. Complaints

If you have a concern about how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk — Helpline: 0303 123 1113