1. Who we are
Moai Systems Ltd ("we", "us", "our") is the controller of the personal data described in this policy.
Registered in: England and Wales
Company number: 16421771
Registered office: Unit 4b, The Willows Ransom Wood Business Park, Southwell Road West, Mansfield, United Kingdom, NG21 0HJ
Contact email: mo@moaisystems.com
Phone: 07398 692999
2. What this policy covers
This policy explains how we collect, use, store and share personal data when you:
- use our website (www.moaisystems.com),
- contact us through a form on our website, or
- email us directly.
3. Personal data we collect
We collect different data depending on how you contact us.
A) Website forms
Our website has two forms: a contact form and a "Partner With Us" form. When you use either, we collect the information you choose to provide, which may include:
- your name,
- your organisation,
- your email address,
- the content of your message or enquiry, and
- any other details you add to the form.
B) Direct email
If you email us, we process:
- your email address,
- the content of your message, and
- any attachments you send.
C) Technical data (website operations)
Our hosting provider and analytics provider may process technical data needed to operate and secure the website and to understand general usage. This can include online identifiers such as an IP address and device or browser information. Our analytics do not use cookies.
Important: please do not send special category data (for example, health information) unless it is strictly necessary. If you do include sensitive information in a message, we will handle it with care and use it only to respond and provide support as appropriate.
4. How we use your data (purposes)
We use personal data to:
- respond to enquiries and messages,
- arrange and deliver calls and services,
- keep appropriate business records of communications,
- manage our relationship with prospective and current clients, and
- operate and secure our website and systems.
5. Lawful bases (UK GDPR)
We process personal data under the following lawful bases, depending on the situation. UK GDPR is the United Kingdom General Data Protection Regulation.
- Legitimate interests: to respond to enquiries, manage business communications, and operate our services in a way people would reasonably expect, with minimal privacy impact.
- Contract: where processing is necessary to take steps at your request before entering a contract, or to deliver agreed services.
- Legal obligation: where we must keep certain records for legal, regulatory or tax purposes.
6. Who we share your data with
We do not sell your personal data.
We share personal data only where needed to operate our services, including with:
- Web3Forms: receives and briefly stores submissions from our website forms, then delivers them to us by email.
- Microsoft (Outlook and Microsoft 365): to receive and manage emails and enquiries.
- Vercel: our hosting provider, which hosts and operates this website and provides cookie-free website analytics.
We may also share information with professional advisers (for example, an accountant, insurer, or solicitor) where necessary, and only under appropriate confidentiality or contractual controls.
7. International transfers
Some of the service providers we use may process data outside the United Kingdom. Where this happens, we rely on the safeguards those services provide, such as contractual protections and recognised transfer mechanisms, as applicable.
8. Data retention (how long we keep information)
We keep personal data only as long as necessary for the purposes described above.
Our standard retention periods:
- Enquiries and communications (website form submissions and emails): up to 3 years after last contact, unless we need to keep them longer for an active matter or dispute.
- Client delivery records and accounting or tax records: kept longer where required for legal or tax purposes, typically up to 6 years.
We review and delete older enquiry data at least once a year.
9. Security
We take reasonable technical and organisational measures to protect personal data, including access controls and secure handling practices.
However, no online system is completely secure. Please avoid sending highly sensitive information by email.
10. Your rights
You have rights under UK data protection law, including the right to:
- ask for access to your personal data,
- ask us to correct inaccurate data,
- ask us to erase data in certain circumstances,
- object to or restrict certain processing in certain circumstances, and
- ask for data portability in certain circumstances.
To exercise your rights, contact us at mo@moaisystems.com.
11. Complaints
If you have concerns about how we handle your data, please contact us first and we will try to resolve the issue.
You also have the right to complain to the UK regulator, the Information Commissioner's Office (ICO).
12. Cookies and analytics
Our website sets no cookies. We use Vercel Web Analytics, which is cookie-free. For more detail, see our Cookies Policy.
If we introduce cookies or non-essential tracking in future, we will update this policy and our Cookies Policy and, where required, provide appropriate choices and controls.
13. Changes to this policy
We may update this policy from time to time. The latest version will always be published on our website. We recommend reviewing it periodically.