How we handle your personal data when you visit this website or get in touch with us.
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.
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, Long Eaton, Nottingham, Derbyshire, NG10 3LW.
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.
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.
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.
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.
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.
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.
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.
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. 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.
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. Our Call Recording and Transcription Policy explains how we handle this.
| 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) |
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.
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 sections 7 and 6 of this notice respectively.
We share personal data only where necessary, with:
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.
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.
To understand how the site is used - for example, how many people visit and which pages they view - we use two analytics tools:
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.
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 |
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.
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.
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.
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.
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.
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.
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).
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), 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) or your local supervisory authority.
We may update this notice from time to time. The date at the top shows when it was last updated.