1. Who we are and how to contact us
Antler Management Systems Limited (company number 16128450), trading as Antler Management Systems, is responsible for deciding how the personal information covered by this policy is used. For these purposes, we are the data controller.
This policy covers www.antlermanagementsystems.co.uk and enquiries made by email or telephone. Information handled within client building-management systems, employment or other services may require separate notices and contractual arrangements.
For privacy questions, rights requests or complaints, contact our privacy contact:
Antler Management Systems LimitedUnit 40, Century Business Centre
Manvers Way, Manvers, Rotherham
South Yorkshire, S63 5DA
United Kingdom
Email: [email protected]
Telephone: 01709 717272
We are registered in England and Wales. The address above is our registered office. See our website information for company details.
2. Information we handle
Information you give us
If you email or telephone us, we receive the contact and business details you provide, such as your name, work role, organisation, email address, telephone number, project details and the content of your enquiry and subsequent correspondence.
The website has no account registration, newsletter sign-up or online enquiry submission form. Contact links open your own email or telephone application. Opening the contact panel does not send an enquiry.
You do not have to provide personal information just to read the website. If you request a response or quotation, we need enough information to contact you and understand your request. Without it, we may be unable to help. Please avoid sending sensitive personal information or details about other people unless necessary.
Website hosting and usage statistics
Our website is hosted by IONOS. When you request a page or file, your browser sends technical information to the hosting service. This can include the requested address, access time, referring page, browser and operating-system details, device type and IP address.
We also use the IONOS content delivery network, powered by Cloudflare, to deliver website content efficiently and help protect against malicious traffic. This involves processing technical request information, including IP addresses and requested page or file addresses, for content delivery and security. Further information is available in Cloudflare's privacy policy.
We keep IONOS SiteAnalytics enabled to understand overall website use and improve the site. Its reports show information such as visitor and page-view totals, popular pages, referring websites, approximate visitor locations and the browsers or devices used. We use these statistics for website improvement, rather than advertising profiles or tracking you across other websites.
IONOS states that it anonymises IP addresses after receiving requests and uses anonymised IP information to estimate location. SiteAnalytics does not use cookies. Our website pages do not contain a separate analytics script or tracking pixel; the hosting service supplies request-based statistics. The initial receipt of an IP address is still part of delivering the page, and we do not treat every technical request as anonymous.
IONOS explains its processing in its SiteAnalytics information and Web Hosting information.
The website code does not use Google Analytics, advertising trackers, third-party embedded content or device fingerprinting. Our cookie policy distinguishes browser storage from hosting and statistical records.
3. Why we use information and our lawful bases
| Purpose | Lawful basis and explanation |
|---|---|
| Responding to business enquiries and discussing projects | Legitimate interests: communicating with prospective clients and their representatives, understanding requirements and running our building-controls business. We must balance these interests against your rights. |
| Preparing or carrying out an agreement with you personally | Contract: taking steps at your request before entering a contract, or performing that contract. For contacts acting for a company, business correspondence is generally based on legitimate interests instead. |
| Operating and protecting the hosted website | Legitimate interests: delivering requested pages, maintaining website availability, investigating faults and protecting against misuse. |
| Understanding overall website use and improving the website | Legitimate interests: using limited request-based statistics to identify useful content, diagnose problems and improve our website. We use the reports for statistical and technical purposes, rather than advertising profiles. Where personal information is involved, we must balance those interests against your rights. |
| Meeting a specific legal requirement | Legal obligation: for example, keeping accounting records where an enquiry becomes a transaction, or responding to a legally required disclosure. This applies only where a relevant obligation exists. |
Marketing
Contacting us does not automatically subscribe you to marketing. This website does not have a marketing sign-up. If we introduce email marketing, we will use consent where required, including for individual subscribers such as sole traders, unless a valid statutory exception applies. We will not assume that an existing enquiry gives permission. For corporate subscribers, we may rely on legitimate interests after assessing the use of personal contact details. Promotional emails will identify us and provide a straightforward way to opt out. You can object to direct marketing at any time by contacting us or using an unsubscribe link where provided.
If we rely on your consent for a separate activity, we will explain that activity and how to withdraw consent. Withdrawal does not affect the lawfulness of earlier use. Reading this policy does not give consent to marketing or tracking.
Automated decisions
This website does not make decisions about people based solely on automated processing, or profile visitors for advertising.
5. International transfers
Our Microsoft 365 email service may involve personal information being stored in or accessed from countries outside the UK, including the United States and other countries where Microsoft and its subprocessors operate. Mailbox data location and other processing locations depend on the service and account configuration; a UK business address does not mean all processing stays in the UK.
Microsoft's Products and Services Data Protection Addendum provides contractual safeguards for these transfers, including the European Commission's 2021 Standard Contractual Clauses and the ICO's UK international data transfer addendum. The arrangements and processing locations depend on the Microsoft 365 services and subscription in use. Contact us for further information about the safeguards applying to our business email service.
IONOS's standard Web Hosting documentation says its visitor records are not transferred outside the EU. This statement applies to that hosting product, rather than every service used by this website. The additional IONOS CDN uses Cloudflare's global network and may involve technical request information being processed outside the UK. Its processing locations and applicable transfer safeguards need to be considered separately from standard hosting and Microsoft 365 email.
Contact us using the details above for further information about transfers or a copy of the relevant safeguards.
6. How long information is kept
We keep personal information only while it is necessary for its purpose or another lawful reason requires retention. We use the following criteria rather than applying a single period to every record:
- Enquiries that do not become customers: we review the correspondence when the enquiry closes and retain it only for necessary follow-up. When that follow-up is no longer necessary, the information is deleted unless a specific legal obligation or unresolved complaint or claim requires retention.
- Client, contractual and financial records: retention depends on the work and ongoing support agreed, applicable legal record-keeping requirements, and any unresolved complaint or legal claim. Only the information needed for those purposes is retained.
- Marketing objections: if marketing is introduced, we keep the minimum suppression information needed to respect an objection and prevent further unwanted marketing. It is not used to send promotional messages.
- Hosting records: IONOS states that its standard Web Hosting visitor records are retained for eight weeks. This period concerns the hosting visitor records, not our business email. We use anonymised statistical reports in SiteAnalytics. Any personal information in technical records or reports that we separately retain is kept only for as long as necessary for the relevant technical, security or complaint-handling purpose.
Our review and deletion arrangements must also cover mailbox archives and copies held in business storage. Information remaining in routine backups is restricted to recovery use until it is overwritten under the applicable backup arrangements.
7. Your privacy rights
Depending on the circumstances and lawful basis, you may have rights to access your personal information, correct inaccuracies, request deletion, restrict its use and receive certain information in a portable format. Where consent is used, you can withdraw it.
Your right to object
You can object to use based on legitimate interests for reasons relating to your situation. You can object to direct marketing at any time, without giving a reason. Contact [email protected] to exercise this right.
These rights are not absolute. We will explain any relevant limitation when responding. We may need proportionate information to verify identity or clarify a request. Rights requests will be handled within the applicable statutory timeframe; most require a response within one calendar month, subject to lawful extensions or pauses where applicable.
8. Raising a privacy complaint
You can complain by email to [email protected], by telephone on 01709 717272 or by post using the address above. Describe what happened and how you would like us to respond.
We will acknowledge a data-protection complaint within 30 days of receipt, investigate without undue delay, keep you informed and communicate the outcome. This is an acknowledgement period, not a promise that every complaint will be resolved within 30 days.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK data-protection regulator. See ico.org.uk/make-a-complaint or call 0303 123 1113.
9. Security and policy updates
We must use appropriate access controls and other technical and organisational measures to protect personal information. These arrangements need to cover email accounts, storage, service providers and the live website, not only the website files.
Our services and this website are aimed at businesses and are not designed for children. If you believe a child has supplied information unnecessarily, contact us so we can consider the appropriate action.
We will review this notice when our website features, providers or processing arrangements change. The published version will show its latest review date.