AUTENSIA LTD

Privacy Policy

Last updated: 23 October 2026

1. Who we are

AUTENSIA LTD provides flexible outsourced sourcing, research, procurement and business support for businesses, charities and organisations.

We are responsible for deciding how and why personal information is processed in connection with our website and services. Under applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we act as the data controller for the personal information covered by this policy.

Our details are:

Company name: AUTENSIA LTD
Company registration number: 17516538
Registered office: 71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
Website: https://www.autensia.co.uk/
Privacy contact email: info@autensia.co.uk

In this policy, “Autensia”, “we”, “us” and “our” refer to AUTENSIA LTD.

This Privacy Policy explains what personal information we collect, why we use it, how we protect it, who we may share it with, how long we retain it and the rights you have in relation to your information.

2. What information we collect

When you submit an enquiry through our website contact form, we may collect the following personal information:

  • Name: to identify you and address our response to you.

  • Email address: to respond to your enquiry and communicate with you.

  • Telephone number: if you provide one, to contact you about your enquiry.

  • Company or organisation: to understand the organisation you represent and the context of your enquiry.

  • Message: the information you provide about your requirements, questions or the assistance you are seeking.

Our website uses Webador's built-in contact form. Information submitted through the form may be processed or stored through Webador and may also be sent to our business email account so that we can respond.

When you visit our website, limited technical information may also be processed where necessary to operate, maintain and secure the website. Depending on the relevant services and technical configuration, this may include your IP address, browser type, device information and technical records relating to website requests.

We do not intentionally request sensitive personal information through our contact form. Please avoid including sensitive personal information in your message unless we have specifically requested it and explained how it will be handled.

3. How we use your information

We use personal information for the following purposes:

  • To receive and respond to enquiries.

  • To understand your requirements for research, sourcing, procurement or business support.

  • To discuss potential projects, services and working arrangements.

  • To prepare proposals, quotations and other information you request.

  • To manage communications with potential and existing clients.

  • To maintain appropriate records of enquiries and business correspondence.

  • To protect our website, prevent misuse and address security issues.

  • To comply with applicable legal obligations and establish, exercise or defend legal claims where necessary.

We will not use your personal information for unrelated purposes without first ensuring that we have a lawful basis for doing so and providing any additional privacy information required by law.

We do not sell your personal information.

We do not use website analytics tools, analytics cookies, advertising cookies or cookies for tailored advertising.

4. Our lawful bases for processing

Data protection law requires us to have a lawful basis for processing personal information. The basis depends on the purpose for which the information is used.

Taking steps before entering into a contract

Where you contact us about a potential project or service, we may process your information because it is necessary to take steps at your request before entering into a contract.

This may include understanding your requirements, discussing potential services and preparing a proposal or quotation.

Legitimate interests

We may process personal information where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms.

Our legitimate interests may include responding to general business enquiries, managing business relationships, maintaining appropriate correspondence records, protecting our website and preventing misuse.

Where we rely on legitimate interests, we will consider the purpose of the processing, your reasonable expectations and the potential impact on your rights and freedoms.

Legal obligations

We may process or retain personal information where necessary to comply with a legal or regulatory obligation, including applicable record-keeping requirements.

Consent

Where consent is required for a particular processing activity, we will request it before carrying out that activity.

You can withdraw consent at any time where we rely on it. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

Submitting a contact form does not, by itself, mean that you have consented to receive unrelated marketing communications.

5. How long we keep your information

We retain personal information only for as long as reasonably necessary for the purposes described in this policy.

General enquiries

If you contact us but do not proceed with a project or service, we will normally retain your enquiry and related correspondence for up to 12 months after our last meaningful contact with you.

We may retain information for longer where necessary to resolve an ongoing matter, establish or defend a legal claim, or comply with a legal obligation.

Potential and existing clients

If your enquiry leads to a proposal, contract or ongoing business relationship, we may retain relevant information for the duration of that relationship and for an appropriate period afterwards where necessary for contractual, legal, accounting or dispute-resolution purposes.

Legal and financial records

Records subject to statutory retention requirements will be retained for the applicable period.

Website and technical information

Retention periods for technical records processed by Webador or other relevant service providers may depend on their systems, settings and applicable retention practices. We will take reasonable steps to understand the relevant arrangements where they affect personal information processed on our behalf.

When personal information is no longer required, we will take reasonable steps to securely delete it or anonymise it where appropriate.

Our retention approach applies to information held in relevant locations, including our business email account and Webador, subject to any applicable legal retention requirements.

6. Who we share your information with

We may share personal information with trusted service providers where necessary to operate our website and business, respond to enquiries, protect our services or meet our legal obligations.

Website hosting and contact forms

Our website, https://www.autensia.co.uk/, is hosted using Webador, operated by JouwWeb B.V.

We use Webador's built-in contact form to receive enquiries. Information submitted through the form may be processed or stored through Webador and may also be sent to our business email account so that we can respond.

Webador may also process technical information necessary to provide, maintain and secure its services.

Further information about Webador's handling of personal information is available in its Privacy Statement:

https://www.webador.co.uk/privacy

Business email

We use Webador for our business email. Enquiry information may therefore be held in our email account and associated systems.

Other recipients

We may also share personal information with:

  • Professional advisers, including legal or accounting advisers, where necessary.

  • Public authorities or other organisations where disclosure is required by law.

  • Relevant third parties where disclosure is necessary to establish, exercise or defend legal claims.

  • Other service providers where reasonably necessary to operate our business, subject to appropriate data protection safeguards.

We do not currently use a separate customer relationship management (CRM) system, and we do not use website analytics tools.

We do not sell personal information. Where a service provider processes personal information on our behalf, we will take appropriate steps to ensure that the arrangement meets applicable data protection requirements.

7. International transfers

Webador is operated by JouwWeb B.V., based in the Netherlands. However, the location of the provider's registered office does not, by itself, establish where all personal information is stored or processed, or whether any onward international transfers take place.

We will take reasonable steps to establish the relevant data-processing and storage arrangements with our service providers.

Where personal information is transferred outside the United Kingdom, we will ensure that the transfer is permitted under applicable data protection law and that appropriate safeguards are in place where required.

Further details about relevant international transfers and safeguards will be provided where necessary once the applicable arrangements have been confirmed.

8. Cookies and website functionality

Our website uses a cookie notice that allows visitors to accept or decline cookies.

We do not use analytics cookies or advertising cookies, and we do not use cookies for tailored advertising.

Webador may use essential technical cookies or similar technologies that are necessary to operate, maintain, secure and provide the basic functionality of our website.

We will not knowingly use non-essential cookies or similar technologies where consent is required unless the necessary consent has been obtained.

Although our cookie notice is enabled, the precise technical configuration and categories of cookies used by the website have not yet been fully confirmed. We will review these settings and update this policy if necessary to reflect the website's actual configuration.

If our use of cookies or similar technologies changes, we will update this policy and any relevant cookie information as appropriate.

9. How we protect your information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, disclosure, alteration or destruction.

These measures may include appropriate account security, access controls, secure service-provider arrangements and limiting access to information to those who need it for legitimate business purposes.

No method of transmitting or storing information is completely secure. Nevertheless, we will take appropriate steps to protect the information we hold and respond to personal data incidents in accordance with applicable legal requirements.

10. Your data protection rights

Depending on the circumstances and the applicable legal requirements, you may have the right to:

  • Access: request a copy of the personal information we hold about you.

  • Rectification: ask us to correct inaccurate or incomplete information.

  • Erasure: ask us to delete your personal information in certain circumstances.

  • Restriction: ask us to restrict how we use your information in certain circumstances.

  • Objection: object to processing based on legitimate interests, where the right applies.

  • Data portability: request your information in a portable format where the legal conditions are met.

  • Withdraw consent: withdraw consent where we rely on it, without affecting processing carried out before withdrawal.

These rights are subject to legal conditions and are not absolute in every situation.

Your right to object to direct marketing

You have an absolute right to object to the processing of your personal information for direct marketing purposes. If you exercise this right, we must stop processing your information for that purpose.

To exercise your rights or ask a question about how we handle your personal information, contact us using the details below.

Email: info@autensia.co.uk

Please explain your request and provide enough information for us to identify the relevant records. We may need to verify your identity before responding.

We will respond within the time limits required by applicable data protection law.

11. Complaints

If you have concerns about how we use your personal information, please contact us at info@autensia.co.uk so that we have an opportunity to address your concerns.

You also have the right to complain to the UK Information Commissioner's Office (ICO):

Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

You do not have to contact us before making a complaint to the ICO.

12. Automated decision-making

We do not intend to use information submitted through our contact form to make decisions about you based solely on automated processing, including profiling, that produce legal effects or similarly significant effects.

If this changes, we will update this policy and provide any additional information required by law.

13. Links to other websites

Our website may contain links to external websites or services. Those websites have their own privacy policies and practices, which we do not control.

We recommend reviewing the relevant privacy policy before providing personal information to an external website.

14. Changes to this policy

We may update this Privacy Policy to reflect changes to our business, website, service providers, data-processing practices or legal requirements.

The latest version will be published on our website with the date of the most recent update.

15. Contact us

If you have questions about this Privacy Policy or how AUTENSIA LTD handles your personal information, please contact us:

AUTENSIA LTD
Company number: 17516538
Registered office: 71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
Website: https://www.autensia.co.uk/
Email: info@autensia.co.uk