Aura IT Solutions Privacy Policy

Your privacy matters to us. Learn how we collect, use, and protect your information using the Privacy Policy
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Privacy Notice

1. Introduction

Aura IT is committed to protecting the privacy and security of personal data. This Privacy Notice explains how we collect, use, store, and protect personal data, and outlines individuals’ rights in relation to their information.

We process personal data in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

Aura IT is the data controller in respect of personal data processed for our business operations.

For questions regarding this Privacy Notice or our data protection practices, please contact us using the details provided in Section 10.

3. Personal Data We Process

We may collect and process the following categories of personal data, depending on our relationship with the individual:

  • Identity data: name, job title, employer
  • Contact data: email address, telephone number, business address
  • Account and access data: usernames, access permissions, audit logs
  • Operational and service data: communications, support requests, service records
  • Employment‑related data: where applicable, employee or contractor information
  • Technical data: device, system, and usage logs generated through IT systems

We do not intentionally collect special category personal data unless it is necessary and lawful to do so.

4. How We Use Personal Data

We process personal data for the following purposes:

  • To provide IT services and support
  • To manage customer and supplier relationships
  • To administer contracts and service agreements
  • To manage user access to systems and data
  • To meet legal, regulatory, and contractual obligations
  • To maintain security, auditability, and business continuity
  • To communicate regarding services, incidents, or operational matters

Personal data is used only for legitimate business purposes and is not processed in a manner incompatible with those purposes.

5. Lawful Bases for Processing

We process personal data under one or more of the following lawful bases:

  • Contractual necessity
  • Legal obligation
  • Legitimate interests, where those interests are not overridden by individual rights
  • Consent, where required and obtained

6. Data Storage and Security

Personal data is stored within secure, cloud‑based systems, including:

  • Microsoft 365 services (e.g. SharePoint Online)
  • Kaseya platforms, used for IT operations and management

We apply appropriate technical and organisational security measures to protect personal data, including access controls, encryption, monitoring, and security governance processes. Access is restricted to authorised personnel only.

7. Data Sharing and Third Parties

We may share personal data with trusted third‑party service providers where necessary to deliver our services. Third parties are required to:

  • Process data only on our instructions
  • Implement appropriate security measures
  • Comply with applicable data protection obligations

We do not sell personal data.

8. Data Retention

Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected, including legal, contractual, and operational requirements. Data is securely deleted or anonymised when no longer required.

9. Individual Rights

Individuals have the right to:

  • Access their personal data
  • Request correction of inaccurate or incomplete data
  • Request erasure of personal data where applicable
  • Restrict or object to certain processing activities
  • Request data portability
  • Withdraw consent, where processing is based on consent

Requests relating to personal data rights will be handled in accordance with applicable legal requirements.

10. Contact Details

For questions about this Privacy Notice or to exercise data protection rights, please contact:

Individuals also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

11. Updates to This Privacy Notice

This Privacy Notice is reviewed periodically and updated as necessary to reflect changes in our processing activities, legal requirements, or business operations.