Privacy Policy

1. Data Controller

AC Tech Services Ltd (Company No. 17036616), registered in England and Wales. Registered office: 86–90 Paul Street, London EC2A 4NE, United Kingdom. Privacy contact: privacy@actechservices.uk.

2. Data We Collect

Name, email, company name, selected service, message, and any budget or timing information you provide via the contact form. We also record the form entry source or campaign label, submission time and enquiry status, plus the systems and manual hours you choose to share. A Client Operations brief can also include your selected handover, team-size range, project-start volume, whether a process owner is identified and an estimated team cost per hour. Rules-based automation prepares a service assessment, an internal scope draft and review tasks. It does not authorise purchases or make a binding commercial decision. The optional private project workspace stores the project owner, success criteria, process volumes, access arrangements and notes you submit, together with a revision number and update time. Workspace access expires after 90 days; this does not automatically delete the business enquiry. Cloudflare Web Analytics is enabled to measure aggregate website usage.

3. Usage

To assess and respond to your enquiry, prepare a proposal and manage the resulting business relationship. Sending an enquiry does not subscribe you to marketing emails. We do not sell your personal data.

Project workspaces and access

For an agreed engagement we record client contacts, project milestones, owners, tasks, deliverables and an activity history. We share project information with the client when an operator publishes it. Private project links and portal codes grant access to their associated workspace; keep them confidential. Newly issued portal codes expire after 90 days and can be revoked by the company. Short-lived hashed network identifiers and attempt counts help limit repeated access attempts.

4. Email and AI-managed mailboxes

Our mailboxes ops@actsadv.com and noc@actsadv.com, and their aliases, are operated by an artificial intelligence system on our behalf. When you email us, the AI system processes the content of your message and attachments, your contact details and any other information you include, in order to read, route and answer your message and to carry out the matter it concerns. Correspondence may include confidential information, special category data or data relating to legal proceedings; we process such data only to the extent necessary for the matter, on the basis of our legitimate interests, the performance of a contract, or the establishment, exercise or defence of legal claims. Binding commitments are made only on the instruction of an authorised person, and we do not take decisions producing legal or similarly significant effects about you based solely on automated processing. See our AI Transparency Notice.

5. Processors and transfers

Cloudflare hosts the website and stores submitted enquiries. Microsoft hosts our mailboxes (Exchange Online). Amazon Web Services delivers our email (Amazon SES) and hosts the AI agent that operates our mailboxes. Anthropic provides the AI model used by that agent. Email and payment providers may process information where needed to communicate with you or handle an agreed engagement. Some providers may process data outside the United Kingdom and the European Economic Area; such transfers rely on the safeguards in their data processing terms.

OpenAI also supports manually requested internal project drafts. An operator prepares and reviews a minimised working brief before it is sent, removing identifying, sensitive and confidential information. For each new request, the operator may separately authorise sending that brief and the generated draft to xAI (Grok, provided by SpaceXAI LLC) for a second-provider review. This option is off by default. The original website enquiry and client documents are not automatically sent to this feature. We retain the draft, any review findings and their processing status in the internal operations workspace. See the AI Transparency Notice for the scope of this use and the second provider’s processing terms.

6. Retention

We keep enquiries and correspondence for as long as needed to handle the matter and the resulting business relationship, and afterwards only as long as required by law or to establish, exercise or defend legal claims.

7. Your Rights

You can ask to access, rectify, erase, restrict or port your data, object to processing, and ask for any matter to be reviewed by a person. Contact: privacy@actechservices.uk. You can also complain to the UK Information Commissioner's Office (ico.org.uk) or to the data protection authority of your EU country of residence.