Privacy Policy

1. Introduction

APSAY ENGINEERING LTD (“Apsay”, “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 at https://apsayengineering.co.uk/
Complete a website enquiry or contact form.
Contact us by email or telephone.
Enquire through our Facebook or Instagram advertisements.
Submit a Meta Instant Form or communicate with us through Facebook Messenger.
Request information, quotations, demonstrations, free trials, installation or after-sales support.
Purchase products or services from us.

This policy applies to our engineering services, including our Apsay Precision Farming Solutions division and its agricultural auto-steering products.

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

2. Who We Are

The organisation responsible for determining how your personal information is used is:

APSAY ENGINEERING LTD

Company registration number: 15265696

Registered office:

Amber Court (G31)
Newcastle Business Park
William Armstrong Drive
Newcastle upon Tyne
NE4 7YA
United Kingdom

Website: https://apsayengineering.co.uk/

General enquiries: info@apsayengineering.co.uk

Precision farming sales: sales@apsayengineering.co.uk

Telephone: 0333 577 8432

For UK data protection purposes, APSAY ENGINEERING LTD is the data controller for the personal information it collects and uses for its business activities.

For questions concerning your personal information or to exercise your data protection rights, please contact us using the details above.

3. Personal Information We Collect

We collect only the personal information reasonably necessary to respond to enquiries, supply products or services, arrange trials and manage customer relationships.

Depending on how you contact us, this may include:

Contact information

Full name.
Email address.
Telephone or mobile number.
Business or farm name, where provided.
Business, farm or delivery address and postcode.

Product and service enquiry information

The products or services you are interested in.
Tractor manufacturer, model and relevant compatibility details.
Farming or business requirements that you choose to provide.
Details of requested demonstrations, quotations or free trials.
Installation and delivery requirements.
Correspondence relating to your enquiry.

Customer and transaction information

Where you purchase a product or service, we may collect information necessary to process your order, issue invoices, arrange installation, provide warranty support and maintain appropriate business records.

Website and technical information

When you visit our website, our hosting infrastructure may process technical information necessary to provide and protect the website. This may include IP addresses, browser information, access times, requested pages and relevant security logs.

We do not ask customers to provide sensitive personal information, such as health records, religious beliefs or other special-category information, through our ordinary enquiry forms.

4. How We Collect Your Information

We obtain personal information primarily from you when you:

Complete a form on our website.
Send us an email.
Contact us by telephone.
Submit a Facebook or Instagram lead form.
Contact us through Facebook Messenger.
Request a trial, quotation, delivery or installation.
Purchase our products or services.

Where you submit an enquiry using Meta’s services, Meta makes the information you provide available to us so that we can respond.

We may also receive limited technical information automatically through the systems used to operate and secure our website.

5. How and Why We Use Your Information

We use personal information for the following purposes and lawful bases.

Responding to enquiries

We use your contact details and enquiry information to answer questions, provide information, check product suitability and prepare quotations.

Lawful basis: Legitimate interests in managing and responding to genuine business enquiries, or taking steps before entering into a contract where you personally request those steps.

Arranging free trials and demonstrations

Where you request a product trial or demonstration, we use relevant information to:

Check whether the equipment is compatible with your tractor.
Contact you about your requirements.
Arrange trial availability.
Confirm delivery and installation arrangements.
Organise the trial and relevant follow-up.
Discuss purchase options where requested.

Lawful basis: Steps taken at your request before entering into a contract, performance of a contract where applicable, or legitimate interests in managing enquiries made on behalf of a business.

Processing orders and providing services

Where you become a customer, we use relevant information to process purchases, issue invoices, manage delivery and installation, communicate about your order, and provide after-sales or warranty assistance.

Lawful basis: Performance of a contract, or legitimate interests where we deal with representatives of business customers.

Legal and financial obligations

We may process and retain relevant transaction and business records to comply with applicable accounting, tax and other legal requirements.

Lawful basis: Compliance with a legal obligation.

Website operation and security

We may process limited technical information to maintain website functionality, investigate errors, protect our systems and prevent misuse.

Lawful basis: Legitimate interests in operating a reliable and secure website, together with any applicable legal obligations.

Establishing or defending legal claims

Where necessary, we may retain or use relevant records to manage disputes, establish legal rights or defend claims.

Lawful basis: Legitimate interests in protecting our legal position, or compliance with applicable legal obligations.

6. Facebook and Instagram Advertising

Apsay Precision Farming Solutions advertises its products and services through Facebook and Instagram, including advertisements for agricultural auto-steering systems.

If you choose to complete one of our advertisements’ enquiry forms, we may receive:

Your name.
Your email address.
Your telephone number.
Your tractor make and model.
Your farm postcode.
Your enquiry type.
Other information you choose to provide.

We use this information to respond to your enquiry, assess product suitability, arrange trials and provide quotations.

Submitting an enquiry does not automatically add you to a marketing mailing list.

Facebook and Instagram are operated by Meta. Meta processes personal information in connection with its platforms and advertising services under its own privacy arrangements.

You can read Meta’s Privacy Policy at:

https://www.facebook.com/privacy/policy/

7. Facebook Messenger Communications

If you contact us through Facebook Messenger, or choose to continue an enquiry through Messenger, we may use that conversation to:

Answer your questions.
Discuss product compatibility.
Provide information about our services.
Arrange a quotation, demonstration or free trial.
Communicate about an existing enquiry.

Messenger communications are handled using Meta’s platform.

We use these conversations for the purposes of responding to your request and managing the relevant customer relationship.

We do not automatically enrol Messenger contacts in unrelated promotional campaigns.

You can stop contacting us through Messenger at any time and use our email or telephone contact details instead.

8. Email and Telephone Communications

Customer enquiries are managed through our business email inbox and associated business communications systems.

When you contact us, we may retain the communication and relevant contact details so that we can respond and maintain an appropriate record of the enquiry.

We may contact you by email or telephone about:

An enquiry you submitted.
A quotation you requested.
A free trial or product demonstration.
Delivery or installation arrangements.
A purchase or existing service.
Warranty or after-sales matters relevant to your request.

We do not operate a general marketing mailing list or routinely send newsletters, unrelated product promotions or unsolicited follow-up marketing to people who have submitted enquiries.

9. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, taking into account applicable legal and business requirements.

Our normal retention periods are:

Unsuccessful enquiries and quotations

Where an enquiry does not result in a purchase or ongoing service relationship, we normally retain the relevant correspondence and contact details for up to 12 months after the last meaningful contact.

After this period, information is deleted or securely disposed of unless a longer period is justified by an outstanding matter or applicable legal requirement.

Customer contracts, invoices and transaction records

We generally retain relevant customer transaction and accounting records for six years, or longer where a specific legal requirement applies.

Completed trials, installations and after-sales records

Records relating to a trial, installation or service are kept for the period reasonably necessary to manage the service, contractual obligations, warranty matters or potential claims. Where such records form part of a contractual or transaction record, they may be retained for up to six years or for any longer period required by law.

Website security records

Technical logs are retained only for the period necessary for website operation, troubleshooting, security and applicable legal requirements.

At the end of the applicable retention period, we delete, anonymise or securely dispose of information, subject to any legal obligation to retain it.

10. Who We Share Personal Information With

We do not sell personal information.

We do not disclose customer enquiry details to external sales agents or installation partners as part of our normal precision farming enquiry and installation process.

Our installation services are carried out by Apsay.

However, limited information may be processed by organisations that provide the technical infrastructure necessary to operate our services, including:

Website hosting and infrastructure providers, which enable our website and enquiry forms to operate.
Business email providers, which process and store messages sent to and from our business email accounts.
Meta Platforms, when you interact with our Facebook or Instagram advertisements, lead forms or Messenger communications.

These organisations may handle personal information as service providers or, in some circumstances, as independent data controllers under their own applicable privacy terms.

We may also disclose information where required by law, a court order or another valid legal obligation, or where necessary to establish or defend legal claims.

We only disclose information for a legitimate purpose and seek to ensure that appropriate data protection arrangements are in place.

11. International Data Transfers

Some of the technology services we use, including services provided by Meta or our website and email infrastructure providers, may involve processing personal information outside the United Kingdom.

Where an international transfer is subject to UK data protection restrictions, we require an appropriate lawful transfer mechanism.

Depending on the circumstances, this may include:

A relevant UK adequacy regulation.
The UK International Data Transfer Agreement.
The UK Addendum to the EU Standard Contractual Clauses.
Another lawful transfer mechanism recognised under applicable UK data protection legislation.

The applicable arrangements depend on the relevant service provider and destination.

You may contact us using the details in Section 2 to request further information about the safeguards applicable to the processing of your information.

12. Cookies and Website Technologies

Cookies are small files that websites may store on your device.

Our website may use cookies or similar technologies that are necessary for essential functions, such as security, form operation or maintaining website functionality.

We do not currently operate a customer-account system, online checkout, or a newsletter subscription service through our website.

We do not intentionally use our website to collect visitor information for unrelated behavioural advertising or marketing profiling.

Where any non-essential cookies or similar technologies are introduced, we will provide the appropriate information and implement any consent mechanism required by law.

You may also control cookies through your browser settings, although disabling essential technologies may affect website functionality.

The privacy and cookie practices of third-party platforms, including Facebook and Instagram, are governed by those platforms’ own arrangements when you use their services.

13. How We Protect Your Information

We take reasonable organisational and technical measures to protect personal information against unauthorised access, loss, alteration, misuse or disclosure.

These measures include restricting access to information to authorised personnel who need it for legitimate business purposes and using appropriate security arrangements for our business systems.

We review our handling of customer information and take reasonable steps to ensure it is used only for authorised purposes.

Although we take precautions to protect personal information, no method of transmitting or storing information electronically can guarantee absolute security.

14. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have the right to:

Access: Request confirmation of whether we hold your personal information and receive a copy of it.

Rectification: Ask us to correct inaccurate personal information or complete information that is incomplete.

Erasure: Request deletion of personal information where the relevant legal conditions are met.

Restriction: Ask us to restrict how we use your information in certain circumstances.

Objection: Object to processing based on legitimate interests, subject to applicable legal exceptions.

Data portability: Request certain information in a structured, commonly used, machine-readable format where the relevant legal conditions apply.

Withdrawal of consent: Withdraw consent at any time where we rely on consent for a particular processing activity.

Not all rights apply in every circumstance. We may need to retain certain information to comply with legal obligations or establish or defend legal claims.

To exercise a right, contact us at:

info@apsayengineering.co.uk

sales@apsayengineering.co.uk

We may request information reasonably necessary to verify your identity.

We will respond without undue delay and within the time limits required by applicable UK data protection legislation.

We will not ordinarily charge a fee for dealing with a valid request.

15. Automated Decision-Making

We do not use customer enquiry information to make decisions based solely on automated processing that produce legal or similarly significant effects on individuals.

We assess enquiries, product suitability and trial arrangements through our ordinary business processes.

Meta may use automated systems to determine the delivery and presentation of advertisements on its platforms. Further information about Meta’s processing is available in Meta’s own Privacy Policy.

16. Children’s Privacy

Our products and services are intended for adult customers, businesses and professional users.

We do not knowingly seek to collect personal information from children through our ordinary business enquiry processes.

If we become aware that a child has submitted personal information to us inappropriately, we will take reasonable steps to address the matter, including deleting the information where appropriate.

17. Third-Party Websites and Services

Our website may contain links to websites or services operated by other organisations.

We are not responsible for the privacy practices of independent third-party websites.

We encourage visitors to review the privacy policies of external websites before providing personal information.

18. Complaints

If you have concerns about how we collect or use your personal information, please contact us first so that we can investigate and respond.

Email: info@apsayengineering.co.uk

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

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

ICO telephone: 0303 123 1113

You may contact the ICO directly if you believe your information has not been handled in accordance with data protection law.

19. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, business practices or applicable legal requirements.

Where we make changes, we will publish the revised policy on our website and update the revision date.

Where a change materially affects how we use personal information, we will provide any additional notification required by law.

20. Contact Us

For questions about this Privacy Policy, our use of personal information or your data protection rights, please contact: