Privacy
Policy

AnthroTek Ltd ("we", "us", or "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website www.anthrotek.com, use our services, or interact with us.

We are the data controller responsible for your personal data and are committed to compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

AnthroTek Ltd
Company Number: 15811411
Registered Office: Unit 6 Victoria Way, Newmarket, England, CB8 7SH
Email: info@anthrotek.com
Website: www.anthrotek.com

Data Protection Officer: info@anthrotek.com

We are registered with the Information Commissioner's Office (ICO) for data protection purposes.

2. What Information We Collect

We collect and process the following categories of personal data:

2.1 Information You Provide Directly

When you request a quote or contact us:

• Full name (first name and last name)
• Email address
• Phone number
• Company name and role/job title
• Project brief and technical specifications
• Budget and timeline information
• Sector and product interests
• How you heard about us

When you request an NDA:

• Legal entity name and country
• Signatory name and email address
• Confidentiality scope and duration preferences

When you become a customer:

• Billing and delivery addresses
• Purchase order details
• Payment information (processed by our payment provider, not stored by us)
• Project files, designs, and technical documentation
• Communication records (emails, calls, meeting notes)

When you subscribe to our newsletter:

• Email address
• Name (optional)
• Company (optional)
• Communication preferences

2.2 Information We Collect Automatically

When you visit our website:

• IP address (anonymised where possible)
• Browser type and version
• Device type and operating system
• Pages visited and time spent on each page
• Referring website or source
• Date and time of visit
• Cookie data (see our Cookie Policy)

From HubSpot tracking:

• Visitor session data and behaviour patterns
• Form submission history
• Email engagement (opens, clicks)
• Content downloads and page views

2.3 Information from Third Parties

We may receive information about you from:

• LinkedIn (if you visit our page or engage with our content)
• Trade show and event organizers (if you attend events where we exhibit)
• Business partners or referrals (with appropriate consent)
• Public sources (company websites, LinkedIn profiles for business contact purposes)

3. How We Collect Your Information

We collect your personal data through:

• Website forms: Quote requests, contact forms, newsletter signups
• Email communication: Direct correspondence with our team
• Phone calls: Enquiries and customer support
• Meetings: In-person or virtual meetings (with consent, we may take notes)
• HubSpot CRM: Tracking and analytics on our website
• Events and trade shows: Business card collection (with consent)
• LinkedIn and social media: Public profile information for business outreach

4. Why We Collect Your Information (Legal Basis)

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

4.1 Consent

• Newsletter subscriptions: You explicitly opt in to receive marketing emails
• Cookies: You consent through our cookie banner
• Event photography: You consent to photos being used for marketing (where applicable)

4.2 Contract Performance

• Quote requests and order processing: Necessary to provide you with quotes and deliver products/services
• Customer support: Necessary to respond to your enquiries and resolve issues
• Project delivery: Necessary to fulfil contractual obligations

4.3 Legitimate Interests

• Business development: Contacting potential customers based on publicly available business information
• Website analytics: Understanding how visitors use our site to improve user experience
• Fraud prevention: Protecting against fraudulent orders or security threats
• Internal record-keeping: Maintaining business records for operational purposes

We always balance our legitimate interests against your rights and will not use your data in ways you would not reasonably expect.

4.4 Legal Obligation

• Tax and accounting: Retaining financial records for HMRC compliance
• Health and safety: Maintaining records of visitors to our premises
• Regulatory compliance: Responding to lawful requests from authorities

5. How We Use Your Information

5.1 Providing Products and Services

• Processing quote requests and proposals
• Delivering products and services under contract
• Managing customer accounts and relationships
• Providing technical support and after-sales service
• Processing payments (through third-party payment processors)

5.2 Marketing and Communication

• Sending you newsletters and product updates (with consent)
• Informing you about new products, services, or offers
• Inviting you to events, webinars, or trade shows
• Sharing case studies, blog posts, or industry insights

5.3 Analytics and Improvement

• Analysing website usage to improve user experience
• Understanding customer preferences and behaviours
• Conducting market research and customer surveys
• Improving our products, services, and processes

5.4 Legal and Administrative

• Complying with legal and regulatory obligations
• Protecting against fraud and security threats
• Enforcing our Terms of Engagement
• Resolving disputes and legal claims

6. Who We Share Your Information With

We may share your personal data with the following categories of recipients:

6.1 Service Providers (Data Processors)

HubSpot (CRM and Marketing Platform)

• Purpose: Customer relationship management, email marketing, website analytics
• Location: United States (protected by Standard Contractual Clauses)
• Data shared: Contact details, interaction history, email engagement

Cloudflare (Website Hosting and Security)

• Purpose: Website hosting, content delivery, security
• Location: Global CDN
• Data shared: IP addresses, browser data (for security and performance)

Google Workspace (Email and Collaboration)

• Purpose: Business email and file storage
• Location: European data centres
• Data shared: Email correspondence, shared documents

Payment Processors

• Purpose: Processing customer payments
• Location: UK/EU
• Data shared: Payment card details (we do not store card data ourselves)

Accounting and Finance Software

• Purpose: Invoicing, bookkeeping, tax compliance
• Location: UK
• Data shared: Customer names, addresses, invoice details

6.2 Professional Advisers

• Lawyers, accountants, auditors, insurers (for legal, financial, or compliance purposes)
• Only shared when necessary and under strict confidentiality

6.3 Legal and Regulatory Authorities

• HMRC, ICO, law enforcement, courts (when legally required)

6.4 Business Transfers

In the event of a merger, acquisition, or sale of business assets, your data may be transferred to the new owner (we will notify you if this happens).

7. International Data Transfers

Some of our service providers (notably HubSpot) process data in the United States. We ensure adequate protection through:

• Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner's Office
• Data Processing Agreements requiring GDPR-equivalent protections
• Privacy Shield certification (where applicable)
• Contractual commitments to data security and confidentiality

Your data is protected to the same standard regardless of where it is processed.

8. How Long We Keep Your Information

We retain your personal data only for as long as necessary for the purposes described in this Privacy Policy, or as required by law.

After these periods, we securely delete or anonymise your data.

9. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

10. How to Exercise Your Rights

To exercise any of your rights, you can:

Email us: info@anthrotek.com
Write to us: Data Protection Officer, AnthroTek Ltd, Unit 6 Victoria Way, Newmarket, CB8 7SH

Use our online Data Subject Request Form: www.anthrotek.com/data-request

What Happens Next?

1. We will acknowledge your request within 48 hours
2. We will respond within 1 month (may extend by 2 months for complex requests)
3. We may ask for proof of identity to protect your data
4. We will provide the requested information free of charge (unless requests are manifestly unfounded or excessive)

11. Email Marketing and Unsubscribe

11.1 How We Use Email Marketing

We use HubSpot to send:

• Newsletters: Product updates, industry insights, company news (monthly or less frequent)
• Product announcements: New product launches, case studies
• Event invitations: Webinars, trade shows, workshops

We only send marketing emails to contacts who have:

• Explicitly opted in via our website
• Provided business cards at events with consent
• Engaged with us as customers (legitimate interest for relevant product updates)

11.2 How to Unsubscribe

Option 1: Click "Unsubscribe"
Every marketing email contains an "Unsubscribe" link at the bottom. Clicking it instantly removes you from our marketing list.

Option 2: Email Preferences
Manage your email preferences and choose specific types of emails.

Option 3: Contact Us
Email info@anthrotek.com with "UNSUBSCRIBE" in the subject line.

11.3 What Happens When You Unsubscribe?

• You are removed from our marketing list within 24 hours
• You will no longer receive newsletters, product announcements, or event invitations
• You will still receive transactional emails (order confirmations, quote responses, customer support) if you are an active customer
• We retain your email on a "suppression list" to ensure you don't get re-added accidentally

11.4 Unsubscribe from CRM Entirely

If you want us to delete all your data from our CRM (not just marketing emails), submit a Right to Erasure request via our Data Subject Request Form.

12. Cookies and Tracking Technologies

We use cookies to improve your website experience and analyse site usage. For full details, see our Cookie Policy.

Summary:

• Strictly Necessary Cookies: Essential for website function (no consent required)
• Analytics Cookies: HubSpot tracking for website analytics (requires consent)
• Marketing Cookies: Track your visit for targeted content (requires consent)

Manage cookie preferences: Click "Cookie Settings" in the footer or adjust your browser settings.

13. Data Security

We take data security seriously and implement appropriate technical and organisational measures:

13.1 Technical Measures

• Encryption: Data transmitted via HTTPS (SSL/TLS encryption)
• Access controls: Role-based access to customer data
• Secure storage: HubSpot uses encrypted cloud storage
• Backups: Regular encrypted backups
• Firewalls and intrusion detection: Protecting against unauthorised access

13.2 Organisational Measures

• Staff training: Employees trained on GDPR and data protection
• Confidentiality agreements: All staff sign NDAs
• Data minimisation: We only collect data we actually need
• Regular audits: Periodic reviews of data processing activities
• Incident response plan: Procedures for data breach notification

13.3 Data Breach Notification

If a data breach occurs that poses a risk to your rights:

• We will notify the ICO within 72 hours
• We will notify affected individuals without undue delay
• We will explain what happened, what data was affected, and what steps we are taking

14. Children's Privacy

Our website and services are intended for businesses and professionals. We do not knowingly collect personal data from children under the age of 16.

If you believe we have inadvertently collected data from a child, please contact us immediately at info@anthrotek.com and we will delete it.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes in our data processing activities
• New legal or regulatory requirements
• Improvements to our practices

When we make significant changes:

• We will update the "Last Updated" date at the top
• We will notify active customers by email
• We will display a prominent notice on our website

We encourage you to review this Privacy Policy periodically.

16. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

Email: info@anthrotek.com
Address: Data Protection Officer, AnthroTek Ltd, Unit 6 Victoria Way, Newmarket, CB8 7SH, United Kingdom

Data Subject Request Form: www.anthrotek.com/data-request

17. How to Complain

If you believe we have not handled your personal data properly, you have the right to lodge a complaint with the UK's supervisory authority:

Information Commissioner's Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: https://ico.org.uk
Report a concern: https://ico.org.uk/make-a-complaint/

We would appreciate the opportunity to resolve your concern before you contact the ICO, so please contact us first if possible.