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Privacy Policy

Last updated: March 2026

1. Who We Are

AlignedFlow Systems is a web design and development studio. The website address is alignedflowsystems.com.

AlignedFlow Systems is the data controller responsible for personal information collected through this website. Any questions about this policy can be directed to hello@alignedflowsystems.com.

2. What Personal Data Is Collected and Why

Contact Forms

When a contact form is submitted, AlignedFlow Systems collects the name, email address, and any additional details included in the message. This information is used solely to respond to the enquiry and discuss the project. Contact details are not shared with third parties unless necessary to fulfil a request (for example, passing a brief to a collaborator the client has approved). Information submitted through contact forms may be retained for up to 24 months for customer service purposes and will not be used for marketing without explicit consent.

Cookies & Analytics

Cookies and analytics tools are used to understand how visitors use this website — for example, which pages are most visited and how long people spend on the site. This data is collected in aggregated, anonymised form and is not used to identify individuals personally. For full details on the cookies used and how to manage them, see the Cookie Policy.

Embedded Content from Other Websites

Pages on this site may include embedded content such as videos or maps. Embedded content from other websites behaves in exactly the same way as if you had visited those websites directly. Those sites may collect data about you, use cookies, and monitor your interaction with their embedded content. Reviewing the privacy policies of those third-party services is recommended.

Media & Images

If images are shared as part of a project brief or via email, avoid sending images with embedded location data (EXIF GPS) if that information should not be stored. Any images shared are used solely for the purpose of delivering the project.

3. Client & Project Information

Information provided by clients during the course of a project — including business details, creative briefs, login credentials, or access to third-party platforms — is treated as strictly private and confidential. Such information is:

  • Stored securely and accessible only to authorised personnel at AlignedFlow Systems
  • Used only for the purpose for which it was provided
  • Not disclosed to third parties without express written consent, except where required by law
  • Deleted or returned upon completion of the project at the client's request

4. Legal Basis for Processing

Personal data is processed under the following legal bases (UK GDPR / EU GDPR):

  • Legitimate interests — responding to enquiries and operating the business
  • Contract performance — delivering services requested
  • Legal obligation — where required by applicable law
  • Consent — where explicitly agreed, such as opting in to updates

5. How Long Data Is Retained

Personal data is retained only as long as necessary for the purposes set out in this policy:

  • Contact form enquiries — up to 24 months, unless deletion is requested sooner
  • Active client project data — for the duration of the project and up to 12 months after completion
  • Financial and invoicing records — as required by law (typically 6 years)
  • Analytics data — in anonymised, aggregated form with no fixed retention limit

6. Where Data Is Sent

Personal data is never sold or rented. It may be shared only in the following limited circumstances:

  • Service providers — trusted tools and platforms used to operate the business (e.g. hosting on Vercel, email delivery). All are bound by appropriate data processing agreements.
  • Spam detection — contact form submissions may be checked through an automated spam detection service.
  • Legal requirements — where required by law, court order, or regulatory authority.

7. Your Rights

Under UK GDPR and EU GDPR, you have the right to:

  • Access — request a copy of the personal data held about you
  • Rectification — request correction of inaccurate or incomplete data
  • Erasure — request deletion of personal data
  • Restriction — request limits on how personal data is processed
  • Portability — receive data in a structured, machine-readable format
  • Objection — object to processing based on legitimate interests
  • Withdraw consent — at any time, where processing is based on consent

To exercise any of these rights, email hello@alignedflowsystems.com. A response will be provided within 30 days. There is no charge for making a request.

8. Security

Reasonable technical and organisational measures are taken to protect personal data from unauthorised access, disclosure, alteration, or destruction. However, no method of transmission over the internet is 100% secure and absolute security cannot be guaranteed.

9. Children's Privacy

This website and its services are not directed at children under the age of 16. Personal data from children is not knowingly collected. If you believe a child has submitted personal information, please get in touch and it will be deleted promptly.

10. Cookies

For full information about the cookies used on this site and how to manage preferences, please read the Cookie Policy.

11. Changes to This Policy

This Privacy Policy may be updated from time to time. Any changes will be posted on this page with an updated revision date. Reviewing this page periodically is recommended. Continued use of this website after changes are posted constitutes acceptance of the updated policy.

12. Contact & Complaints

Any questions, concerns, or complaints about how personal data is handled can be directed to:

AlignedFlow Systems
hello@alignedflowsystems.com

If not satisfied with the response, there is a right to lodge a complaint with the Information Commissioner's Office (ICO) in the UK, or the relevant supervisory authority within the EU.