Privacy policy

This notice was last updated on the 13th of February 2022.

Lunarian Limited is registered with the UK Information Commissioner's Office. Registration number: ZA521851.

If you have any concerns about how we handle your data, please contact us in writing at the address at the bottom of the page, or using our contact form.

The type of personal information we collect

When you use this website we may collect:

• Your device's internet protocol (IP) address.
• Your name and e-mail address, if you complete the contact form.

When you contact us via e-mail or contact form we may collect:

• Your device's internet protocol (IP) address.
• Your name and e-mail address.
• Any other information that you choose to provide to us within the message itself.

When you engage in a contract with us we may collect:

• Your name and e-mail address.
• Your physical address.

How and why we use your personal information

Your device's internet protocol (IP) address

For website visitors, this is a technical necessity in order to deliver the website content to your device. We do not use it to identify you other than for this strictly necessary purpose. We record part of the IP address in order to monitor how the website is used and effectively manage the service, but we take steps to ensure that this partial address can no longer identify you individually.

For anyone that e-mails us, this may be supplied to us by your e-mail provider as part of the message data. We do not explicitly process it, but it is technically infeasible to remove it, so we retain it in the same manner as your name and e-mail address, as described below.

Your name and e-mail address

If you e-mail us or fill out the contact form on our website, we will receive your name and e-mail address. We use these in order to reply to you, to action any enquiries you may have, and for any reporting or auditing purposes depending on the nature of the message.

If you engage in a contract with us, we may use these details to execute the contract. We may also use them as part of enforcement procedures in the case of a contract breach or dispute.

We do not use your name or e-mail address for marketing purposes.

Any other information that you choose to provide to us within a message

If in the course of sending us a message you supply us with any other personal information, this will be processed in the same manner as your name and e-mail address, as described above.

Your physical address

In the course of executing a contract, we may collect your physical address. We may use this to send physical documents or products to you as required by the contract. We may also use them as part of enforcement procedures in the case of a contract breach or dispute.

Our lawful basis for processing your information

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

• We have a contractual obligation - if we are engaged in a contract with you, or with your employer, agent, client, etc., and we are communicating in the course of that contract.
• We have a legitimate interest - in order to run our business we require a functioning website and the ability to communicate via e-mail. We also need to retain correspondence and documentation about our contracts, invoices, etc, in case of a breach of contract or other litigation.
• We have a legal obligation - as a VAT registered company we are required to keep records of transactions, which may include e-mail receipts or conversations related to invoicing, timekeeping and ways of working.

Who we share your personal information with

Our e-mail services are provided by Fastmail Pty Limited. If you e-mail us, or your personal information is otherwise transmitted via e-mail, this will necessarily be processed by Fastmail. This data transfer is subject to a Data Protection Addendum agreed with Fastmail.

We use services provided by Amazon Web Services Inc to process data submitted using the contact form on this website. This is limited to the information you provide in the contact form; we do not provide other information we may hold such as your device's internet protocol (IP) address. This data transfer is subject to a Data Protection Addendum agreed with AWS.

We use services provided by Freeagent Central Limited to manage various aspects of our business. If we are engaged in a contract with you, we may provide them with your name and e-mail address in order to send you invoices.

In the course of business, we may need to share your information with our lawyers, accountants, insurers, and other advisers.

How we store your personal information

E-mail messages, and their associated metadata, are stored securely on servers operated by Fastmail Pty Limited. We require them to maintain e-mail messages in a tamper-proof manner for a period of 7 years in order to comply with our legal obligations and as evidence in case of contract disputes or other litigation. After this time the message will be permanently deleted.

Your personal information collected while using this website (such as your device's internet protocol (IP) address) is only stored for the duration of your visit to the website.

If we are engaged in a contract with you, we may store related documents and information in a secure document repository.

Your data protection rights

Under data protection law, you have rights including:

• Your right of access - You have the right to ask us for copies of your personal information.
• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us as described above if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint by contacting us as above.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

ICO Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk