PRIVACY

Scope

This notice covers this website only. Each Aegitas product has its own separate privacy policy. The Mood Orbit app is covered by the Mood Orbit Privacy Policy.

Who we are

Aegitas Systems Limited, registered in England and Wales, company number 17381033. Registered office: Bartle House, 9 Oxford Court, Manchester, England, M2 3WQ.

Privacy enquiries: contact@aegitassystems.co.uk

The contact form

If you use the contact form, the name, email address and message you enter are sent by email using Resend, a third-party email delivery service operated by Plus Five Five, Inc. (United States). Resend sends the message from its Ireland (eu-west-1) region. The email is then delivered to our mailbox, which is hosted by Microsoft 365. We use your details to reply to your enquiry.

Please do not include a child's details or sensitive clinical or patient data. If we receive such information, we will delete it.

Information kept in your browser

The site remembers in your browser session that you have entered the site. The contact form stores the times of recent submissions in your browser to limit repeated sends. This stays on your device and is not sent to us.

Analytics and advertising

This website does not use analytics, advertising or tracking scripts.

Hosting and technical logs

This website is hosted by Cloudflare, Inc. (United States). The site runs on Cloudflare Workers and is served through Cloudflare's global network. When you visit the site, Cloudflare processes your IP address, the page you request, the date and time of the request, and your browser and device type. Cloudflare processes this information on our behalf to deliver the site and keep it secure.

Cloudflare keeps HTTP request logs for at least 31 days and security (firewall) event logs for 31 days. We may also keep Worker logs for 3 days, rising to 7 days from 1 December 2026. We access these logs only to run and secure the website.

The contact form uses your IP address to limit submissions to five per minute. This count is held for 60 seconds. Your IP address is not included in the email we receive.

Lawful basis

We process personal data under the UK GDPR as follows:

Contact enquiries: our legitimate interests in answering enquiries and running our business (Article 6(1)(f)). Where your enquiry is about taking steps towards a contract, we also rely on those pre-contract steps (Article 6(1)(b)).

Hosting logs and rate limiting: our legitimate interests in keeping the website available, secure and free from abuse (Article 6(1)(f)).

Browser storage: the data stays on your device and is not sent to us.

Retention

Contact enquiries: kept in our mailbox for 6 years after our last reply, then deleted.

Resend delivery records: kept by Resend only for as long as necessary for the purposes set out in its privacy policy.

Cloudflare logs: kept for the periods stated above.

Rate-limit counts: held for 60 seconds.

Browser storage: the session marker is cleared when you close the browser tab. Submission timestamps are removed the next time you send a message after one hour has passed, or when you clear your browser data.

International transfers

Cloudflare, Resend and Microsoft are US-based, so your data may be processed in the United States. Each of them is certified under the UK Extension to the EU-US Data Privacy Framework (the UK-US data bridge). This allows us to send personal data to them without additional contract clauses, for as long as their certification remains active. If a provider's certification lapses, we will rely on the International Data Transfer Agreement or the UK Addendum, supported by a transfer risk assessment.

Your rights

You have the right to access your personal data, have it corrected or erased, restrict or object to its processing, and receive a copy of it where that right applies. You can object to processing based on our legitimate interests at any time. To use any of these rights, email contact@aegitassystems.co.uk. You can also complain to the Information Commissioner's Office at ico.org.uk.