Privacy Policy

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: contact@utilistech.co.uk

2. What data we collect

We collect personal data in the following ways:

When you contact us directly — if you send us an email via contact@utilistech.co.uk, 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. This data is collected via website analytics tools (such as Google Analytics, if enabled) and is used in aggregated, anonymised form to understand how our site is used.

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

We use the personal data we collect for the following purposes:

• 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

Under UK GDPR, we must have a lawful basis to process your personal data. We rely on the following:

• Legitimate interests — responding to your enquiry and operating our website
• Contractual necessity — processing data necessary to deliver services you have engaged us to provide
• Legal obligation — where we are required to retain or share data by law (for example, financial records under HMRC requirements)
• Consent — where you have explicitly provided consent, such as agreeing to receive specific communications

5. How long we keep your data

We retain personal data only for as long as necessary:

• 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 an engagement, in line with HMRC requirements for business records
• Website analytics data: retained in anonymised, aggregated form with no fixed deletion schedule

6. Who we share your data with

We do not sell or rent your personal data. We may share data with third-party service providers where necessary to operate our business, including:

• Email and communication tools — Microsoft 365 (Microsoft Corporation), used to receive and send email
• Website hosting — Netlify, Inc., who host this website. Netlify may collect standard server log data
• Analytics — Google Analytics (if enabled), used to collect anonymised website usage data

All third-party providers we use are required to handle personal data in accordance with applicable data protection law. Where providers are based outside the UK, we ensure appropriate safeguards are in place.

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. We do not submit personal data belonging to third parties to AI APIs without a clear legitimate basis and appropriate data processing agreements in place.

Data submitted to the Anthropic API via our client tools is processed under Anthropic's data processing terms, which provide that API data is not used to train models by default.

8. Your rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access — you can request a copy of the personal data we hold about you
• Right to rectification — you can ask us to correct inaccurate or incomplete data
• Right to erasure — you can ask us to delete your personal data where we no longer have a lawful basis to hold it
• Right to restrict processing — you can ask us to limit how we use your data in certain circumstances
• Right to data portability — you can request your data in a structured, machine-readable format
• Right to object — you can object to processing based on legitimate interests

To exercise any of these rights, please contact us at contact@utilistech.co.uk. We will respond within one month of receiving your request.

9. Cookies

This website uses minimal cookies. We do not use advertising cookies or tracking cookies for profiling purposes. If we add analytics tools in future that set cookies, this policy will be updated and appropriate consent mechanisms will be implemented.

10. Links to other websites

Our website may contain links to third-party websites, including LinkedIn and other platforms. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies independently.

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. We encourage you to review this policy periodically. Continued use of our website following any changes constitutes acceptance of the updated policy.

12. Complaints

If you have a concern about how we handle your personal data and we are unable to resolve it to your satisfaction, you have the right to lodge a complaint with the UK's data protection supervisory authority:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Helpline: 0303 123 1113