Aspirefox Ltd Privacy Policy
Last updated: October 2025
Aspirefox Ltd ('we', 'us', 'our') is a UK-registered company that develops AI and digital solutions for the renewable energy and offshore operations sector and provides qualified technicians to offshore sites.
1. Who We Are
Company name: Aspirefox Ltd Registered office: 5 South Charlotte Street, Edinburgh, United Kingdom, EH2 4AN Company number: SC807397 Email: contact@aspirefox.co.uk Phone: +44 (0)7548 774333.
2. What This Policy Covers
This policy explains how Aspirefox Ltd collects, uses, stores, and protects data when you: Visit our website (aspirefox.co.uk). Contact us via form, email, or phone. Engage us for a pilot project or data-sharing agreement. Work with us as an employee, contractor, or technician. Use our AI software or services.
3. Data We Collect
We may collect:
Contact details: name, company, email, phone number
Business or project information: project details, company name
Technical data: IP address, browser type, and cookies (if enabled)
Project data (for pilot clients): anonymised operational or environmental data shared under NDA or DPA.
For employees, contractors, and technicians, we may also collect: Identification details (passport, driving licence, right-to-work documentation), Contact information (address, phone, email), Employment history, qualifications, and certifications (e.g. GWO, HUET, medicals), Payroll and bank details (for payment and tax purposes), Emergency contact information, Health and safety or medical fitness records and site access or security credentials required by clients.
4. How We Use the Data
We use this data to: Respond to enquiries and provide proposals - Deliver and improve our AI and analytics services - Manage pilot projects and client contracts - Manage recruitment, onboarding, and placement of technicians - Meet health, safety, and competency requirements for offshore work - Process payroll, tax, and insurance obligations - Share required compliance records with clients and site operators - Maintain website performance and comply with legal obligations.
5. Lawful Basis for Processing
Our lawful bases for processing include:
Contract: to fulfil service, employment, or subcontractor agreements.
Legal obligation: to comply with UK employment, tax, and safety law.
Legitimate interest: to manage business operations and workforce logistics.
Consent: for optional marketing or voluntary medical data.
Legal obligation: where processing is required by regulation or contract.
6. How We Store and Protect Data
All data is stored securely on encrypted cloud servers (AWS or Microsoft Azure) within the UK or EU. Access is limited to authorised personnel with multi-factor authentication. Employee and contractor data is stored in secure HR systems. Data shared with clients or site operators is transferred only when required and under data protection agreements.
7. Cookies and Analytics
Our website may use limited cookies for performance or analytics. You can disable cookies in your browser. We do not use advertising or tracking cookies.
8. Your Data Rights
Under UK GDPR, you have rights to access, correct, delete, or restrict processing of your data. Employees and contractors have the same rights, except where data must be retained to comply with employment, tax, or health and safety law. To exercise these rights, contact: contact@aspirefox.co.uk.
9. Data Retention
We retain: Contact enquiries: up to 12 months. Project/pilot data: for the project duration + 30 days. Recruitment data: up to 12 months after last contact. Employee and contractor records: 7 years after work completion. Health/safety and certification records: retained as required by law or client obligations.
10. Data Sharing and Transfers
We may share limited data with clients, site operators, or logistics providers to meet safety, access, or contractual requirements. All such sharing occurs under confidentiality or data protection agreements. Third-party service providers (e.g., hosting or email) process data within the UK or EEA, and appropriate safeguards are applied for any international transfers.
11. Contact and Complaints
For privacy questions, email contact@aspirefox.co.uk. If you are unsatisfied, you can contact the Information Commissioner’s Office (ICO): www.ico.org.uk or 0303 123 1113.
12. Updates to This Policy
We may update this Privacy Policy to reflect changes in our business or legal obligations. The latest version will be available on aspirefox.co.uk.
13. Recruitment and Employment
If you apply for a job or contract with Aspirefox Ltd, we collect and process your data for recruitment and onboarding purposes. This includes qualifications, experience, references, and certifications. Recruitment data is retained for up to 12 months unless you are employed or contracted, in which case it is retained for the duration of your work and 7 years after termination for legal and audit purposes.