Privacy & Cookies Policy

Cap Air Systems Ltd
Effective Date: 1 November 2025
Version: 1.0

Cap Air Systems Ltd (“Cap Air”, “we”, “our”, “us”) is committed to protecting and respecting your privacy. This Privacy & Cookies Policy explains how we collect, use, store and share personal information when you:

• Visit our website (www.capairsystems.com)
• Contact us via email, phone, social media or forms
• Purchase from us or supply goods/services to us
• Work for us or apply for a job

We are a data controller under applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Cap Air Systems Ltd
Registered office: 23-25 Stephenson Road, St Ives, Cambridgeshire, PE27 3WJ
Company number: 03974480
Data Protection Contact: info@capairsystems.com

2. What Data We Collect

We may collect and process the following categories of personal data:

Type of Data

Examples

Identity Data

Name, job title, company, user ID

Contact Data

Email, phone, address, social media profile

Technical Data

IP address, browser type/version, operating system, device ID

Usage Data

Pages visited, links clicked, time on site, navigation paths

Marketing Preferences

Opt-ins, unsubscribes, communications history

Transactional Data

Orders, invoices, delivery records, payments

HR Data (Employees)

CVs, right to work, references, payroll, performance data (covered under internal privacy notice)

We do not knowingly collect data relating to children.

3. How We Collect Data

We collect personal data from:

• Direct interactions (enquiries, orders, meetings, calls)
• Website forms and cookies
• Business cards and networking
• Public sources (e.g. Companies House, LinkedIn)
• Suppliers, partners or industry networks

4. How We Use Your Data

We process personal data to:

• Respond to enquiries or requests
• Supply and manage orders, contracts or services
• Administer warranties and aftersales
• Maintain customer and supplier records
• Send service-related communications
• Send marketing (if you’ve opted in or we have a legitimate interest)
• Improve our website, services and operations
• Meet legal and regulatory obligations

We always rely on a lawful basis under Article 6 UK GDPR, including:

• Contract performance
• Legitimate interests (e.g. B2B marketing, business operations)
• Consent (for optional marketing and cookies)
• Legal compliance

5. Sharing Your Data

We may share your data with trusted third parties such as:

• IT and cloud service providers (e.g. CRM, ERP, email, hosting)
• Marketing platforms (e.g. Mailchimp, HubSpot)
• Logistics and fulfilment partners
• Payment processors
• Professional advisors (e.g. legal, financial)
• HMRC and UK regulators where required by law

We never sell your data.

6. International Transfers

If we transfer your data outside the UK (e.g. for cloud services), we will ensure appropriate safeguards are in place, such as:

• Adequacy decisions
• Standard Contractual Clauses (SCCs)
• UK IDTA mechanisms

7. Data Retention

We retain personal data only as long as necessary for the purpose collected, including to meet legal, tax or accounting obligations. This typically means:

• Customer and supplier records: 6–7 years
• Marketing contacts: until you opt out or become inactive for 24 months
• Employee/applicant data: per internal retention policies

8. Your Rights

You have the right to:

• Access your personal data (Subject Access Request)
• Correct inaccurate or incomplete data
• Request deletion (“right to be forgotten”)
• Restrict or object to processing
• Withdraw consent at any time
• Lodge a complaint with the ICO (www.ico.org.uk)

To exercise any of these rights, email: info@capairsystems.com

9. Cookies

Our website uses cookies to improve your experience and collect anonymous usage statistics.

What are cookies?

Cookies are small files placed on your device that allow websites to recognise and remember you.

Types of cookies we use:

• Essential cookies – for core functionality (e.g. forms, navigation)
• Analytics cookies – e.g. Google Analytics, to understand site usage
• Marketing cookies – only where consented, e.g. LinkedIn Insights, Google Ads

You can manage cookie preferences via our cookie banner or in your browser settings.

10. Changes to This Policy

We may update this Privacy & Cookies Policy from time to time. The latest version will always be available on our website.

11. Contact

If you have any questions or concerns about how we process your personal data, contact:

Data Protection Officer
Cap Air Systems Ltd
Email: info@capairsystems.com