Legal
Privacy Policy
This privacy policy explains how Aether Systems Ltd (“Aether Systems,” “we,” “us,” “our”) collects, uses, and protects personal data when you visit aethersystems.uk or correspond with us by email. We are committed to processing personal data lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 (PECR).
1. Who we are
The data controller responsible for personal data processed via this website is:
- Aether Systems Ltd
- 3rd Floor, 45 Albemarle Street, London W1S 4JL, United Kingdom
- Registered in England & Wales · Company number 17116666
- Privacy contact: info@aethersystems.uk
We are not required to appoint a Data Protection Officer under Article 37 of the UK GDPR. Privacy enquiries should be sent to the address above.
2. What we collect and why
2.1 Contact form submissions
When you submit our enquiry form we collect the name, email address, and message you provide, together with the time of submission and the IP address from which the request was sent. We use this information solely to read, evaluate, and reply to your enquiry, and to defend against form abuse.
- Lawful basis: Article 6(1)(f) UK GDPR — legitimate interests (responding to enquiries received by a business). Where the enquiry concerns a prospective agreement, Article 6(1)(b) — steps prior to entering a contract — may also apply.
- Provision is voluntary. If you choose not to provide your name, email, or message, we will not be able to respond.
2.2 Server logs
Our web server records standard request metadata for each visit: IP address, request URL, HTTP status code, user-agent string, referrer, and timestamp. These logs are used to operate the service, investigate faults, and detect abuse.
- Lawful basis: Article 6(1)(f) UK GDPR — legitimate interests (network and information security).
2.3 Cookies and storage technologies
We do not set any first-party tracking, analytics, or marketing cookies. With your consent, we load the Google Maps embed on our Contact page, which sets cookies from Google. Full detail is in our Cookie Policy.
3. Who we share data with
We share personal data only with the processors listed below, each of which acts on documented instructions from us:
| Processor | Function | Location |
|---|---|---|
| Migadu Email Services | Hosts our inbox and processes enquiries sent to info@aethersystems.uk. | Switzerland |
| Hetzner Online GmbH | Hosts the website and the contact-form backend (data at rest). | Germany |
| Google LLC | Serves the optional interactive map on our Contact page (only after your consent). | United States |
We do not sell or rent personal data and we do not share it with advertising networks or data brokers. We may disclose data where required by UK law, by a regulator, or by a court of competent jurisdiction.
4. International transfers
Personal data submitted via this website may be transferred outside the United Kingdom in the course of processing:
- To Switzerland (Migadu): covered by the UK Government’s Adequacy Regulations for Switzerland (Data Protection (Adequacy) (Switzerland) Regulations 2021).
- To Germany (Hetzner): covered by the European Economic Area Adequacy Regulations, under which the European Economic Area (including Germany) is treated as providing an adequate level of data protection.
- To the United States (Google, only if you consent to loading the map): covered by the UK Extension to the EU–US Data Privacy Framework, in force since 12 October 2023, under which certified US recipients (including Google LLC) provide an adequate level of protection for UK personal data. Standard Contractual Clauses with the UK International Data Transfer Addendum are also in place as a backstop.
5. How long we keep your data
| Category | Retention |
|---|---|
| Enquiry form submissions (email body, name, address) | 12 months from the last related correspondence, then deleted. |
| Active client correspondence | For the duration of the relationship and 6 years thereafter, in line with the UK Limitation Act 1980 and HMRC record-keeping obligations. |
| Web server access logs | 30 days, then automatically rotated and deleted. |
| Cookie consent record (stored in your browser) | 12 months from the date of consent, then re-prompted. |
6. Your rights
Under the UK GDPR you have the following rights in relation to your personal data:
- Access — obtain a copy of the data we hold about you and information about how we use it (Article 15).
- Rectification — have inaccurate data corrected without undue delay (Article 16).
- Erasure — have your data deleted in the circumstances set out in Article 17.
- Restriction — restrict our processing in the circumstances set out in Article 18.
- Data portability — receive your data in a structured, commonly used, machine-readable format (Article 20).
- Objection — object to processing carried out on the basis of legitimate interests (Article 21).
- Withdraw consent — where processing relies on your consent (for example, loading the Google Maps embed), you may withdraw it at any time via the Cookie Settings link in the footer of our website. Withdrawing consent does not affect the lawfulness of any processing carried out before withdrawal.
To exercise any of these rights, write to info@aethersystems.uk. We will respond within one month of receipt and may ask for proof of identity before disclosing personal data.
7. Complaint to the supervisory authority
You have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe we have not handled your personal data in accordance with the law. We would, however, appreciate the opportunity to address your concerns directly first.
- Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
- ico.org.uk/make-a-complaint
- Helpline: 0303 123 1113
8. Automated decision-making
We do not carry out automated decision-making or profiling that produces legal or similarly significant effects on individuals.
9. Security
The website is served exclusively over TLS. Mailbox contents are encrypted at rest by Migadu. Access to our infrastructure is restricted by SSH key authentication, rate-limiting, and intrusion-prevention monitoring. We back up critical data nightly to a separate UK-controlled host with at-rest encryption.
10. Changes to this policy
We may amend this policy from time to time to reflect changes in our processing, vendors, or applicable law. Material changes will be flagged on this page and the “Last updated” date above will change accordingly.