Privacy and Cookie Policy
How we handle your personal data when you visit this website or get in touch with us.
What we collect when you visit this site or get in touch, why we collect it, how long we keep it, and what you can ask us to do with it.
1. Who we are
1.1 This notice explains how Advanced Informatics Ltd ("Advanced Informatics", "we", "us") collects and uses personal data when you visit our website or contact us through it. Advanced Informatics is the controller of that data. We are a private limited company registered in England and Wales (company number 11479544), with a registered office at 58 Tamworth Road, Nottingham, NG10 3LW.
1.2 Because we are established in the United Kingdom, the UK GDPR and the Data Protection Act 2018 apply to our processing. Where you visit from the European Economic Area, the EU GDPR also applies to the processing of your personal data. We do not have an establishment in the European Economic Area; having considered Article 27 of the EU GDPR, we have assessed that we are not required to appoint a representative in the European Union, and we keep this under review.
1.3 This notice covers visitors to our website and people who contact us through it. Separate privacy information applies to our clients, suppliers, and the people who work for us. Paragraph 10.4 applies more widely: it gives the contact point for complaints from anyone whose personal data we process on behalf of a client.
1.4 Our website and services are intended for businesses and professional contacts. The site is not directed at children, and we do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.
2. The personal data we collect
2.1 Information you give us. If you complete a contact or enquiry form, subscribe to an update, or email us, we collect the information you provide - typically your name, email address, organisation, and the content of your message.
2.2 Information we collect automatically. When you visit the site, we and our service providers may collect technical data, including your IP address, device and browser type, the pages you view, the date and time of your visit, and how you reached and move through the site. This is collected through our analytics providers (see section 5) and through our service providers' server logs. Our default analytics is cookieless; we additionally use Google Analytics, which sets cookies, only where you have given consent.
2.3 We do not intentionally collect special category data through the website, and we ask that you do not send us sensitive information through web forms.
2.4 You do not have to give us any personal data to browse the site. If you choose not to provide the information requested in a contact or enquiry form, we may be unable to respond to you or to take a possible engagement forward.
2.5 Information we obtain from other sources (business prospects). If you work for, or represent, an organisation we think may be interested in our services, we may obtain a limited set of your business contact details - typically your name, job title, employer, and business email address or telephone number - together with publicly available professional information about your role, from sources such as your organisation's website, a public professional profile (for example LinkedIn), a referral or introduction, or a published delegate or attendee list. To find or check your business email address, we may also use an email-address finding and verification service (Hunter, hunter.io), which collects business contact details from public web pages and may suggest an address based on your organisation's email format. We use this only to contact you in your professional capacity about a possible business relationship and to manage our sales pipeline. We do not buy consumer marketing lists, and we do not target you in your personal capacity.
2.6 If you have a call with us. If you have a call or video meeting with us, we may record and transcribe it so that we can take accurate notes and capture any actions. We will tell you at the start of the call and you can ask us not to record (in which case we take manual notes instead). We keep the recording and transcript only briefly and delete them once our notes are done.
3. How and why we use your personal data
| Purpose | Lawful basis (Article 6 UK GDPR) |
|---|---|
| Responding to your enquiry and corresponding with you | Legitimate interests (Article 6(1)(f)) - responding to people who contact us - and, where your enquiry concerns a possible engagement, taking steps to enter into a contract (Article 6(1)(b)) |
| Operating, securing, and maintaining the website, and preventing and investigating misuse | Legitimate interests (Article 6(1)(f)) - running a secure and reliable website |
| Measuring how the site is used and improving it (analytics) | For our cookieless analytics (Cloudflare Web Analytics): legitimate interests (Article 6(1)(f)) - understanding and improving how the site is used, without setting cookies. For Google Analytics, which sets cookies: consent (Article 6(1)(a)) for the storage of, and access to, those cookies under PECR, which you give through our cookie banner and can withdraw at any time |
| Sending you updates you have asked for | Consent (Article 6(1)(a)), which you may withdraw at any time |
| Identifying and contacting prospective business clients, and managing our sales pipeline | Legitimate interests (Article 6(1)(f)) - pursuing new business by making relevant, proportionate professional approaches; we have completed a legitimate interests assessment, and you can object at any time (see below and section 9) |
| Recording and transcribing calls with you to take accurate notes | Legitimate interests (Article 6(1)(f)) - keeping an accurate record of business calls; we tell you at the start of the call and you can decline; you can also object at any time (section 9) |
3.1 Where our processing relies on legitimate interests, we have considered your rights and interests and do not use your data in ways you would not reasonably expect. Where it relies on consent, you can withdraw consent at any time without affecting processing already carried out.
3.2 If we have obtained your business contact details from a source other than you (the prospect situation described in section 2), data protection law (Article 14 of the UK GDPR / EU GDPR) requires us to tell you that we hold your data and where we obtained it. We will do this when we first contact you, and in any event within one month of obtaining your details. The categories of data and the source are as described in section 2; our lawful basis is legitimate interests, recorded in our legitimate interests assessment. You can object to this processing at any time, and you have an absolute right to object to the use of your data for direct marketing - if you object, we stop and add you to a do-not-contact list so that we do not contact you again. Where we email a business (corporate-subscriber) address, we rely on legitimate interests rather than consent; where an address belongs to a sole trader or an individual, we email only with consent or where the soft opt-in conditions are met. This is consistent with the Privacy and Electronic Communications (EC Directive) Regulations 2003 in the United Kingdom and the equivalent Irish rules, and every marketing message carries a simple opt-out. How long we keep this data, and the international transfers that may apply, are set out in section 7 and section 6 of this notice respectively.
4. Who we share your personal data with
4.1 We share personal data only where necessary, with:
- our website hosting and infrastructure providers;
- our analytics providers (Cloudflare Web Analytics, which is cookieless, and - where you consent - Google Analytics, a Google service);
- an email-address finding and verification service (Hunter, hunter.io), when we look up or check a business email address - Hunter acts as our processor for those checks and is an independent controller of its own contact database;
- professional advisers under a duty of confidentiality, where needed; and
- authorities where we are required or permitted by law to provide information.
4.2 These providers act as our processors under written terms meeting Article 28 of the UK GDPR (and the EU GDPR where it applies), except where they are independent controllers in their own right (which we identify where relevant). We do not sell your personal data.
5. Cookies and similar technologies
5.1 Cookies are small files placed on your device when you visit a website. Some sites also use similar technologies, such as local storage in your browser.
5.2 To understand how the site is used - for example, how many people visit and which pages they view - we use two analytics tools:
- Cloudflare Web Analytics (always on). This is a privacy-first, cookieless tool: it does not set cookies, does not use client-side storage, and does not track you across other websites or build a profile of you. Because it sets no cookies, uses no other client-side storage, and does not collect or monitor information emitted by your device to identify or fingerprint you, it does not store or access information on your device in a way that would require consent under regulation 6 of the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR).
- Google Analytics (only with your consent). If you accept analytics cookies, we use Google Analytics (provided by Google) to measure how the site is used in more detail. Google Analytics sets the cookies listed in the table below. We do not load Google Analytics, and no Google Analytics cookies are set, until you consent. Google acts as our processor for this analytics data, and we have not enabled Google Analytics advertising features or sharing of this data for advertising.
5.3 To remember whether you have accepted or rejected analytics cookies, we store your choice in your browser's local storage (an item named "ai-cookie-consent"). This is strictly necessary to give effect to the choice you have made, so it does not itself require consent; it is not used to track you and is not shared with anyone.
5.4 The fonts used on the site are served directly from our own web hosting, not from a third-party font service, so viewing the site does not share your data with a separate font provider and does not involve cookies.
| Cookie | Set by | Purpose | Category | Duration |
|---|---|---|---|---|
| _ga | Google Analytics | Distinguishes individual visitors | Analytics (non-essential - set only with consent) | 2 years |
| _ga_0TWG3EM8FY | Google Analytics | Maintains session state for our Google Analytics property | Analytics (non-essential - set only with consent) | 2 years |
5.5 The 2-year figure is how long the cookie may remain on your device; it is separate from how long we retain the analytics data itself, which is set to 14 months in Google Analytics.
6. International transfers
6.1 Some of our service providers process data outside the United Kingdom or the European Economic Area. Where personal data is transferred outside the UK, we ensure the transfer is covered by an appropriate safeguard under Chapter V of the UK GDPR (an adequacy regulation, the International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses, or another permitted mechanism); for EEA visitors, equivalent safeguards apply under Chapter V of the EU GDPR. In particular, where you consent to Google Analytics, your data may be transferred to Google in the United States; Google relies on the UK Extension to the EU-US Data Privacy Framework for transfers subject to the UK GDPR, and on the EU-US Data Privacy Framework for transfers subject to the EU GDPR, supported in each case by standard contractual clauses (with the UK Addendum for UK transfers) as a fallback. You can ask us for details of the safeguards that apply.
7. How long we keep your personal data
7.1 We keep enquiry and correspondence data for as long as needed to deal with your enquiry and any resulting relationship, and then in line with our retention practices (generally up to 6 years where a contractual or legal relationship arises, and a shorter period for enquiries that do not progress). Technical and analytics data is kept only for a limited period, in line with our analytics provider's and our other service providers' retention settings.
8. Automated decision-making
8.1 We do not make decisions about you that produce legal or similarly significant effects based solely on automated processing. Our analytics uses aggregated information to help us understand and improve how the site is used; this does not involve decisions about you as an individual.
9. Your rights
9.1 Under the UK GDPR (and the EU GDPR where it applies to you), you have the right to be informed, to access your personal data, to rectification, to erasure, to restrict or object to processing (including an absolute right to object to the use of your data for direct marketing), to data portability in certain cases, and to withdraw consent where we rely on it. These rights are not absolute and depend on the circumstances. To exercise a right, contact us using the details below.
10. How to complain or get in touch
10.1 If you have a question about this notice or how we handle your personal data, or you want to exercise a right, please contact us in writing at dataprotection@advancedinformatics.co.uk. We are not required to appoint, and have not appointed, a Data Protection Officer; the contact point above is the route for any data protection question or request.
10.2 If you are unhappy with how we have handled your personal data, you can complain to us at the same address. We will acknowledge your complaint within 30 days, look into it without undue delay, and tell you the outcome (in line with section 164A of the Data Protection Act 2018, as inserted by the Data (Use and Access) Act 2025).
10.3 If you remain dissatisfied, you can also complain to a data protection supervisory authority - in the United Kingdom, the Information Commissioner's Office (ico.org.uk (opens in a new tab)), which generally expects you to have raised your complaint with us first; in Ireland or elsewhere in the EEA, the Data Protection Commission (dataprotection.ie (opens in a new tab)) or your local supervisory authority.
10.4 We also handle some personal data on behalf of our clients, as their processor rather than as the controller. If you believe your personal data is being processed by us in that way and you want to make a complaint about it, you can use the same address: dataprotection@advancedinformatics.co.uk. That address is our contact point for complaints from people whose personal data we process on behalf of a client, and we will deal with any such complaint promptly. We will normally need to involve the client, because as processor we act on their instructions, and we will tell you if we have passed your complaint on.
11. Changes to this notice
11.1 We may update this notice from time to time. The date at the top shows when it was last updated.