Privacy Policy

Last updated: 18 December 2025

Airbox Systems Limited (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This privacy policy explains the types of personal data we collect, how we process it, the purposes for which we use it, and your rights under UK data protection law, including the UK GDPR and Data Protection Act 2018.

1. Who We Are

We are Airbox Systems Limited, registered in England and Wales (company number 06534784), with our registered office at Unit 4 The Quadrangle, Downsview Road, Grove Business Centre, Wantage, OX12 9FA, UK. We provide collaborative and interactive mapping solutions and related services.

We are the data controller for the personal data described in this policy, meaning we determine the purposes and means of processing your personal data.

2. Scope of This Policy

This policy applies to the personal data we collect about:

Visitors to our website at https://uk.airboxsystems.com./

Staff and representatives of our business customers and potential business customers.

Staff and representatives of our suppliers and potential suppliers.

It does not apply to:

Personal data we process as a processor on behalf of our customers (covered under separate contracts).

Personal data relating to our employees (covered under a separate employment privacy notice).

Individuals using products or services outside the scope described above.

3. Personal Data We Collect
We may process the following types of personal data:

a. Identity Data
Including first name, last name, any previous names, username or similar identifier, marital status, title, date of birth and gender. Sources: your interactions with us or our website, your employer, public sources (e.g., LinkedIn), or reputable lead providers.

b. Business Contact Data
Includes name, business email, phone number, postal address, job title, categorisation within our CRM, and communications between you and us or your employer. Sources: you, your colleagues, public sources (e.g., LinkedIn), or reputable lead providers.

c. Account Data
Includes account identifiers, name, email, business name, account creation/modification dates, website settings, and marketing preferences. Sources: you, your employer, or generated by our website.

d. Communication Data

Includes any personal data in communications sent to or from us, including emails, phone calls, social media messages, or website contact forms, along with metadata. Sources: you, your employer, or automatically generated by our systems.

e. Usage Data

Includes IP address, geographical location, browser type/version, operating system, referral source, page views, navigation paths, and patterns of service use. Source: website analytics systems.

f. Marketing Data

Includes email address and marketing preferences. Source: you or your employer.

g. Transaction Data

Includes contact and payment information related to purchases or subscriptions. Source: you or payment processors.

4. Purposes and Legal Basis for Processing

We process personal data for the following purposes, under the corresponding legal bases:

a. Operations – Managing accounts, fulfilling orders, providing services, generating invoices. Legal basis: legitimate interests, or performance of contract with you.

b. Relationships and Communications – Supporting customers, managing enquiries, complaints, and service updates. Legal basis: legitimate interests, or performance of a contract with you.

c. Direct Marketing – Sending marketing communications where permitted. Legal basis: legitimate interests, or consent where required.

d. Planning and Analysis – Monitoring usage, trend analysis, product development. Legal basis: legitimate interests, or performance of contract with you.

e. Record Keeping – Maintaining databases, backups, and business records. Legal basis: legitimate interests, or performance of contract with you.

f. Security – Preventing fraud, unauthorized access, and protecting systems. Legal basis: legitimate interests, or legal obligation.

g. Legal Compliance and Claims – Compliance with legal obligations, defending legal claims. Legal basis: legal obligation, or legitimate interests.

5. Data Protection Registration

Airbox Systems Limited is registered as a data controller with the UK Information Commissioner’s Office (ICO). Our registration number is ZA225584.

We process personal data in compliance with the UK GDPR and the Data Protection Act 2018, ensuring:

Processing is lawful, fair, and transparent.

Personal data is collected for specified, explicit, and legitimate purposes.

Data is adequate, relevant, and limited to what is necessary.

Data is accurate and kept up to date.

Data is stored only as long as necessary.

Appropriate technical and organisational measures are in place to protect personal data from unauthorised access, loss, destruction, or damage.

Individuals have the right to contact us or the ICO https://ico.org.uk/ if they believe their personal data is being processed unlawfully or if their rights under data protection law are not respected.

6. Sharing Personal Data

We may share personal data with:

Professional advisers and insurers – where necessary to perform services (e.g., legal or accounting).

Service providers – for website hosting, analytics, software development, or payment processing.

Prospective buyers – in connection with the sale of our business or assets.

All third parties are contractually obligated to process personal data only as necessary and in compliance with applicable laws.

7. International Transfers

Personal data may be transferred outside the UK, including to the USA, where appropriate safeguards (such as standard contractual clauses) are in place to ensure compliance with UK data protection law.

8. Data Retention

We retain personal data only as long as necessary for the purposes for which it was collected:

Business contact data: 6 years after contract termination, 1 year for general enquiries.

Account data: 6 years after contract termination.

Transaction data: 6 years after contract termination.

Communication data: 7 years after correspondence or contract termination.

Usage data: 12 months (aggregated and anonymised).

Marketing data: until opt-out, with retention of minimal data to respect opt-out preferences.

9. Your Rights

Under UK data protection law, you have rights to:

Access your personal data.

Rectify inaccurate or incomplete data.

Request erasure.

Restrict processing.

Object to processing.

Data portability (where applicable).

Complain to a supervisory authority.

Withdraw consent (where consent is the legal basis).

Requests may be submitted to info@airboxsystems.com. Identity verification may be required.

10. Cookies and Tracking

We use cookies and similar tracking technologies to monitor website usage, enhance user experience, and improve our services. Where required by law, we obtain your consent before placing cookies on your device. For more information, please refer to our Cookie Policy available at https://airboxsystems.com/cookie-policy.

11. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices, content, or security of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.

12. Children

Our website and services are intended for individuals aged 18 and over. We do not knowingly collect personal data from anyone under the age of 18. If we become aware that personal data belonging to an individual under 18 has been collected, we will take steps to delete it promptly.

13. Updates to This Policy

We may update this notice from time to time. Please check this page periodically to stay informed.

14. Contact Information

Airbox Systems Limited
Unit 4 The Quadrangle, Downsview Road, Grove Business Centre, Wantage, OX12 9FA, UK
Email: info@airboxsystems.com

We are registered as a data controller with the UK Information Commissioner’s Office (ICO): ZA225584.

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