Privacy Policy

Last updated: 18 August 2026

Aspgate Limited (“Aspgate”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, become a customer or supplier, or otherwise interact with Aspgate.

Aspgate Limited is registered in England and Wales under company number 12099138.

Registered office:
Suite 8, Sopwith House
Sopwith Crescent
Wickford
Essex
SS11 8YU

Email: enquiries@aspgate.co.uk
Telephone: 0330 390 6888

  1. Who we are

Aspgate provides managed IT support, cyber security, cloud services, networking, connectivity and telephony services to businesses and organisations across the UK.

For personal information we collect for our own business purposes, such as website enquiries, customer contacts, supplier contacts and marketing, Aspgate Limited is the Data Controller.

Where we process personal information on behalf of one of our customers while providing managed IT, cloud, security, backup, monitoring or other technology services, our customer will normally be the Data Controller and Aspgate will act as a Data Processor.

In those circumstances, we process personal information in accordance with our customer’s instructions, our contractual obligations and applicable data protection law.

  1. The information we collect

Depending on how you interact with us, we may collect the following types of personal information:

Contact and identity information

This may include:

  • Your name
  • Company or organisation
  • Job title
  • Business email address
  • Telephone number
  • Business address

Enquiry and communication information

When you contact us, we may collect:

  • Information submitted through our website contact forms
  • Emails and other correspondence
  • Details of enquiries, quotations or proposals
  • Support requests and ticket information
  • Records of our communications with you

Customer and supplier information

Where you are a customer, supplier or business contact, we may hold information such as:

  • Contact details
  • Contract and service information
  • Account and billing information
  • Purchase order and invoice information
  • Records relating to products or services supplied
  • Customer service and account management records

Technical and website information

When you use our website, we may automatically collect limited technical information such as:

  • IP address
  • Browser type
  • Device type
  • Operating system
  • Pages visited
  • Referring website
  • Date and time of visits
  • Website interaction and performance information

Some of this information may be collected through cookies and similar technologies.

Further information is available in our Cookie Policy.

Information processed through our services

As a managed technology provider, Aspgate may have access to personal information held within customer systems when providing services such as:

  • Managed IT support
  • Microsoft 365 and cloud services
  • Endpoint management and monitoring
  • Cyber security and security monitoring
  • Backup and disaster recovery
  • Networking and connectivity
  • Telephony
  • Technical troubleshooting

In these circumstances, Aspgate will normally process the information on behalf of the relevant customer rather than for our own purposes.

  1. How we collect personal information

We may receive personal information:

  • Directly from you when you contact us
  • Through our website
  • Through email, telephone or support systems
  • From your employer or organisation
  • From customers, suppliers and technology partners
  • Through referrals and introductions
  • From publicly available business sources where appropriate, such as company websites, Companies House or professional networking platforms
  • Automatically when you use our website or online services

Where we receive information from a third party, we will only use it where we have a lawful reason to do so.

  1. How we use your information

We may use personal information for the following purposes.

Responding to enquiries

We use information you provide to respond to questions, provide quotations, arrange consultations and discuss our services.

Our lawful basis will normally be our legitimate interests in responding to business enquiries and developing our business, or taking steps towards entering into a contract where applicable.

Providing and managing our services

We use information to:

  • Set up and manage customer accounts
  • Provide contracted services
  • Provide technical support
  • Manage projects
  • Communicate with customer contacts
  • Manage service changes and renewals
  • Maintain records of the services we provide

Our lawful basis may be performance of a contract or our legitimate interests in managing and delivering services to our business customers.

Billing and administration

We may process information to issue invoices, process payments, maintain financial records and manage our accounts.

Our lawful basis may be performance of a contract, legal obligation, or our legitimate interests in administering our business.

Security and fraud prevention

We may process information where necessary to:

  • Protect our systems and services
  • Detect and investigate cyber security incidents
  • Prevent fraud or misuse
  • Maintain audit and security logs
  • Protect our customers, employees and business

Our lawful basis is normally our legitimate interests in maintaining the security and integrity of our business and services, or a legal obligation where applicable.

Improving our website and services

We may use website and service information to understand how our website and services are used, diagnose problems, improve performance and develop our services.

Depending on the technology used, this processing may rely on our legitimate interests or consent where consent is required by law.

Marketing

We may use business contact information to communicate with existing or prospective customers about Aspgate’s services, news or relevant business information.

We will only send electronic marketing where permitted by applicable law.

Our lawful basis may be legitimate interests for appropriate business-to-business marketing or consent where consent is required.

You can opt out of marketing communications at any time by using the unsubscribe option provided or by contacting us at enquiries@aspgate.co.uk.

We will not use your information for direct marketing after you have told us you do not wish to receive it.

Legal and regulatory requirements

We may use or disclose personal information where necessary to:

  • Comply with applicable laws
  • Meet regulatory requirements
  • Respond to lawful requests from authorities
  • Establish, exercise or defend legal claims
  • Protect our legal rights

Our lawful basis will normally be legal obligation or legitimate interests, depending on the circumstances.

  1. Our legitimate interests

Where we rely on legitimate interests, these may include:

  • Operating and developing our business
  • Managing relationships with customers, suppliers and business contacts
  • Responding to business enquiries
  • Providing and improving our services
  • Maintaining network, system and information security
  • Preventing fraud and misuse
  • Communicating relevant information to existing and prospective business customers
  • Establishing, exercising or defending legal rights

Where required, we consider whether our interests are outweighed by your rights and freedoms before relying on this basis.

  1. Marketing communications

We may contact business customers and prospective business customers where we believe our services may be relevant to them and where this is permitted by law.

We do not sell personal information to third parties for marketing purposes.

You have the right to object to the use of your personal information for direct marketing at any time.

To opt out, use the unsubscribe option in the relevant communication or email enquiries@aspgate.co.uk.

We may retain limited information after an opt-out request so that we can record your preference and make sure we do not contact you for marketing purposes again.

  1. Cookies and website technologies

Our website may use cookies and similar technologies to operate correctly, remember preferences, understand website usage and improve the website.

Some technologies may be necessary for the operation of the website. Where consent is legally required for other cookies or similar technologies, they will not be used unless the required consent has been obtained.

Please see our Cookie Policy for more information about the technologies used on our website and how you can manage your preferences.

  1. Who we share information with

We may share personal information with organisations that help us operate our business and provide our services.

These may include:

  • Cloud and hosting providers
  • Email and communications providers
  • CRM, service desk and ticketing providers
  • IT management and monitoring platforms
  • Cyber security providers
  • Backup and disaster recovery providers
  • Telecommunications and connectivity providers
  • Software vendors and technology partners
  • Payment, accounting and finance providers
  • Professional advisers such as accountants, insurers and legal advisers
  • Contractors and subcontractors
  • Government bodies, regulators, courts or law enforcement agencies where required or permitted by law

Where a third party processes personal information on our behalf, we require appropriate contractual and security arrangements to protect that information.

We may also disclose information as part of a merger, acquisition, restructuring, investment, financing or sale of all or part of our business, subject to appropriate confidentiality and data protection safeguards.

We do not sell your personal information.

  1. Customer data and our role as a Data Processor

When Aspgate processes personal information contained within a customer’s systems while providing managed services, the customer will normally remain responsible for deciding why and how that information is processed.

Aspgate processes that information only as required to deliver the relevant services, in accordance with:

  • Our customer’s documented instructions
  • Our contractual arrangements
  • Applicable data protection law
  • Appropriate technical and organisational security measures

We may use approved subprocessors where required to provide our services.

Where you believe Aspgate holds your personal information solely because we provide services to your employer or another organisation, you should normally contact that organisation in the first instance regarding your data protection rights.

Where appropriate, we will assist our customer in responding to those requests.

  1. International transfers

Some of the technology providers and service providers used by Aspgate may process information outside the United Kingdom.

Where personal information is transferred internationally, we take steps to ensure that appropriate protections are in place in accordance with applicable UK data protection law.

Depending on the destination and service involved, these protections may include:

  • Transfers to countries recognised by the UK as providing an adequate level of protection
  • Approved contractual safeguards
  • The UK International Data Transfer Agreement or applicable UK Addendum
  • Other legally permitted transfer mechanisms

We also consider the security and data protection arrangements of suppliers that process personal information on our behalf.

  1. How long we keep information

We do not keep personal information for longer than necessary for the purpose for which it was collected.

The period for which information is retained will depend on factors including:

  • The nature of the information
  • Why it was collected
  • Whether we have an ongoing business relationship with you or your organisation
  • Our contractual obligations
  • Legal, accounting and regulatory requirements
  • Security and fraud prevention requirements
  • Whether information may be required in connection with a dispute or legal claim

Customer and service records may be retained for the duration of the customer relationship and for an appropriate period afterwards where required for legal, contractual, accounting or legitimate business purposes.

Information processed by Aspgate solely on behalf of a customer will be retained or deleted in accordance with the relevant customer agreement, service requirements and the customer’s lawful instructions.

Where you opt out of marketing, we may retain limited information on a suppression list so that we can continue to respect your preference.

When information is no longer required, we will delete it, anonymise it or otherwise securely dispose of it.

  1. How we protect your information

We take the security of personal information seriously and use appropriate technical and organisational measures designed to protect it against:

  • Unauthorised access
  • Unauthorised disclosure
  • Accidental loss
  • Destruction
  • Alteration
  • Misuse

Measures are applied according to the nature of the information and the risks associated with the processing and may include access controls, authentication, encryption, monitoring, security tooling, backups and internal security procedures.

Access to personal information is restricted to employees, contractors and service providers who require it for legitimate business purposes and who are subject to appropriate confidentiality obligations.

No system can be guaranteed to be completely secure, but we continually review our security controls and working practices to manage and reduce risk.

  1. Your data protection rights

Depending on the circumstances and the lawful basis on which your information is processed, you may have the right to:

Access your information
You can ask us for a copy of the personal information we hold about you.

Correct your information
You can ask us to correct inaccurate or incomplete personal information.

Request deletion
You may be able to ask us to delete personal information where there is no lawful reason for us to continue processing it.

Restrict processing
You may have the right to ask us to restrict the way we use your information.

Object to processing
You may have the right to object where we rely on legitimate interests.

You have an absolute right to object to the use of your personal information for direct marketing.

Data portability
In certain circumstances, you may have the right to receive information you provided to us in a structured, commonly used and machine-readable format or ask us to transfer it to another organisation.

Withdraw consent
Where we rely on consent, you can withdraw that consent at any time.

Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

Not all rights apply in every circumstance.

To exercise your rights, contact us at enquiries@aspgate.co.uk.

We may need to request information to confirm your identity before responding to a request.

  1. Data protection complaints

If you are concerned about how Aspgate has collected, used, stored or shared your personal information, you can make a data protection complaint to us.

Please contact:

Aspgate Limited
Suite 8, Sopwith House
Sopwith Crescent
Wickford
Essex
SS11 8YU

Email: enquiries@aspgate.co.uk

Please make clear that your enquiry is a Data Protection Complaint so that it can be directed appropriately.

We will:

  • Provide a clear way for you to raise your complaint
  • Acknowledge receipt of your complaint within 30 days
  • Take appropriate steps to investigate your concerns without undue delay
  • Keep you appropriately informed
  • Tell you the outcome of our investigation

You also have the right to raise concerns with the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection.

We would appreciate the opportunity to investigate and resolve your concerns directly, but contacting us first does not affect your right to approach the ICO.

  1. Children’s information

Our website and services are primarily intended for businesses and organisations and our website is not directed towards children.

Some Aspgate customers operate in sectors such as education and may hold personal information relating to children or young people within systems that Aspgate supports.

Where Aspgate has access to such information solely while providing services to a customer, we will normally process that information as a Data Processor on behalf of the customer and in accordance with their instructions and our contractual obligations.

  1. Third-party websites

Our website may contain links to websites operated by third parties.

Aspgate is not responsible for the privacy practices or content of third-party websites. We recommend reviewing the privacy information provided by those organisations before supplying personal information to them.

  1. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect:

  • Changes to our services
  • Changes to the way we process personal information
  • Changes to technology
  • Changes to legal or regulatory requirements

The latest version will be published on our website and the Last updated date at the top of this policy will be amended accordingly.

  1. Contact us

If you have any questions about this Privacy Policy, want to exercise your data protection rights or wish to make a data protection complaint, please contact:

Aspgate Limited
Suite 8, Sopwith House
Sopwith Crescent
Wickford
Essex
SS11 8YU

Email: enquiries@aspgate.co.uk
Telephone: 0330 390 6888