1. Controller
For website, scorecard and pilot enquiry data, Instaris Operations Ltd acts as controller. For operational data processed for a pilot client, our role may be processor; see the DPA.
2. Data we collect
| Category | Examples | Purpose |
|---|---|---|
| Contact data | Name, email, company, role | Respond to enquiries and run pilot discussions |
| Scorecard data | Fleet size, dispatch process, contract and compliance answers | Produce a readiness result and identify operational gaps |
| Technical data | IP address, browser, basic logs | Keep the website secure and working |
| Pilot data | Operational notes, systems used, workflow details | Scope and deliver agreed work |
3. Lawful bases
We usually rely on legitimate interests to respond to business enquiries, operate the website and improve our services; contract where processing is needed for agreed pilot work; and legal obligation where we must keep records or respond to lawful requests.
4. Sharing
We use service providers for hosting, forms, email, analytics, CRM and operational tooling. We do not sell personal data. Where a provider processes personal data for us, we use contract controls and limit access to what is needed.
5. Retention
Scorecard and enquiry data is kept for as long as needed to respond, manage the relationship and maintain business records. Pilot records are retained according to the pilot agreement or operational need, then deleted or archived securely.
6. Your rights
Individuals may have rights to access, correct, erase, restrict or object to processing, and to complain to the UK Information Commissioner’s Office. Contact pilot@instaris.co.uk first so we can resolve the issue quickly.
ICO guidance explains controller and processor roles and UK GDPR responsibilities. See the ICO website at ico.org.uk.