1. Who we are
Reynex Remote Systems Ltd is the controller of the personal information described in this policy. This means we decide why and how that information is used.
2. Scope of this policy
This policy covers personal information collected through reynex.co.uk and during ordinary business dealings with prospective clients, clients, suppliers, specialist delivery partners and other professional contacts.
Project-specific requirements may sometimes need additional information or arrangements. Where appropriate, these will be explained in project communications, proposals, contracts or operational documentation.
3. Information we collect
Depending on how you interact with us, we may collect:
- Your name, email address, telephone number and organisation.
- Project information, including the location or site address, preferred timescale, indicative budget, requested service and details of the required outcome.
- Correspondence, meeting notes, quotations, instructions, contracts and records of our relationship with you.
- Billing and transaction information needed for invoicing, accounting and payment administration.
- Site-access, landowner, safety, airspace or operational information relevant to planning and delivering an aerial or remote-systems project.
- Technical information such as IP address, browser type and security or server logs generated when the website is used.
- Project imagery or recordings that may incidentally contain identifiable people, vehicles, property or other personal information.
Please do not include special-category information, confidential personal information or information about unrelated individuals in a website enquiry unless it is genuinely necessary and you are entitled to provide it.
4. How and why we use information
| Purpose | Typical information | Lawful basis |
|---|---|---|
| Responding to enquiries and preparing quotations | Contact details and project information | Taking steps at your request before entering a contract; our legitimate interest in responding to genuine business enquiries |
| Providing and administering services | Contact, project, site, delivery and payment information | Performance of a contract; taking pre-contract steps |
| Planning safe, lawful and suitable operations | Location, access, airspace, landowner and operational information | Contract; legal obligations; our legitimate interests in safety, compliance and effective project delivery |
| Coordinating specialist or partner-supported delivery | Relevant contact and project information | Contract or pre-contract steps; our legitimate interest in providing the appropriate capability for the job |
| Accounting, insurance, legal and regulatory administration | Contracts, invoices, project and correspondence records | Legal obligations; our legitimate interests in maintaining records and establishing or defending legal claims |
| Protecting the website, systems and business | Technical, security and correspondence data | Our legitimate interests in security, fraud prevention and business continuity; legal obligations where applicable |
We do not currently use information submitted through the enquiry form for general email marketing. If that changes, we will provide the appropriate information and choices before doing so.
5. Where information comes from
Most information comes directly from you when you submit a form, send an email, telephone us, request a quotation, become a client or work with us professionally.
We may also receive relevant information from a person acting for your organisation, a project stakeholder, landowner, venue, contractor, insurer, specialist delivery partner, publicly available source or regulatory/airspace information service. Where required, we will provide privacy information to individuals whose data we receive indirectly.
6. Who we share information with
We do not sell personal information. We may share it only where reasonably necessary with:
- Website, hosting, email, data-storage and IT service providers, including SiteGround as our website and email host.
- Trusted specialist operators, subcontractors or professional partners where they are needed to assess or deliver a requirement. We share only information relevant to their role and, where appropriate, will discuss partner-supported delivery with you.
- Accountants, legal advisers, insurers and other professional advisers.
- Regulators, aviation or public authorities, emergency services, courts, law-enforcement bodies or other organisations where disclosure is required by law or necessary to protect safety or legal rights.
- A purchaser, investor or adviser if the business or its assets are reorganised, sold or transferred, subject to appropriate confidentiality safeguards.
Service providers acting for us must handle information only for the agreed purpose and with appropriate security and confidentiality.
7. International transfers
Some technology or service providers may process or support information from outside the United Kingdom. Where personal information is transferred internationally, we require an appropriate legal safeguard, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another lawful mechanism.
8. How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, insurance, safety and regulatory requirements.
- Enquiries that do not become projects: normally up to 24 months after the last meaningful contact.
- Client, contract and project records: normally up to six years after the working relationship or project ends.
- Accounting and transaction records: normally six years or any longer period required by law.
- Operational, safety, incident or insurance records: for the period reasonably required by applicable rules, insurance conditions or potential legal claims.
- Technical and backup information: according to security, backup and hosting schedules, after which it is deleted or overwritten.
We may keep information longer if a dispute, complaint, investigation, legal claim or regulatory requirement makes that necessary. When information is no longer needed, we delete it securely or anonymise it.
9. Security
We use proportionate technical and organisational measures intended to protect information against unauthorised access, loss, alteration or disclosure. These include controlled access, authenticated website email delivery, reputable hosting, software maintenance, backups and limiting information to those who need it.
No internet or email system can be guaranteed completely secure. If you need to send sensitive or confidential project material, contact us first so an appropriate transfer method can be agreed.
10. Cookies and website data
The website currently does not use Google Analytics, advertising pixels or behavioural tracking. WordPress, Elementor, security tools, hosting infrastructure and the enquiry form may use essential technical storage, cookies or server logs needed for security, correct operation and form submission.
Further information will be available in our Cookie Policy. If we introduce optional analytics or advertising technologies, we will update our policies and, where required, ask for consent before those technologies are activated.
11. Your data-protection rights
Depending on the circumstances and lawful basis, you may have the right to:
- Ask for access to your personal information.
- Ask us to correct inaccurate or incomplete information.
- Ask us to delete information in certain circumstances.
- Ask us to restrict how information is used in certain circumstances.
- Object to processing based on legitimate interests.
- Receive certain information in a portable format where the right applies.
- Withdraw consent at any time where consent is the lawful basis, without affecting earlier lawful processing.
These rights are not absolute and exemptions may apply. To exercise a right, email hello@reynex.co.uk. We may need to verify your identity and clarify the request. We normally respond within one month.
12. Your right to object
Tell us what you object to and why. We will stop the processing unless we have compelling legitimate grounds that override your interests, rights and freedoms, or the information is needed for legal claims.
13. Automated decision-making
We do not use personal information submitted through the website to make solely automated decisions that produce legal or similarly significant effects, and we do not use it for profiling.
14. Children
The website and services are intended for business and adult users. We do not knowingly collect personal information from children through the project-enquiry form. If you believe a child has supplied personal information, contact us so we can review and, where appropriate, delete it.
15. Questions and complaints
Please contact us first if you have a concern about how we use personal information. We will investigate and try to resolve it.
You also have the right to complain to the Information Commissioner’s Office, the UK data-protection regulator. Visit ico.org.uk or telephone 0303 123 1113.
16. Changes to this policy
We may update this policy when our services, website technology, partners or legal obligations change. The latest version will be published on this page with a revised update date. If a change materially affects how we use information already held, we will provide additional notice where required.
17. Contact us
For a privacy question, request or complaint, email hello@reynex.co.uk or write to: