byStrata Ltd · Privacy Policy
Privacy Policy
Entity
byStrata Ltd · Co. No. 17138853
Jurisdiction
England & Wales · UK GDPR / DPA 2018
Effective
7 April 2026
Contact
info@bystrata.co.uk
1 · Who We Are
byStrata Ltd is an AI automation and CRM integration agency registered in England and Wales (Company Number 17138853). We provide automation systems and digital services to boutique hotels. Our registered office is in England and Wales.
In operating our website and delivering our services, we collect and process personal data. byStrata Ltd is the data controller for personal data collected through our website and business operations. Where we build and operate systems that process hotel guests' personal data on behalf of a hotel client, we act as a data processor — in which case the hotel is the data controller and a separate Data Processing Agreement governs that relationship.
This Privacy Policy covers data byStrata collects as a data controller: website visitors, enquiry leads, and direct business contacts.
For questions about this policy, contact us at: info@bystrata.co.uk
2 · What Data We Collect and Why
| Data Category | Data Collected | Legal Basis | Purpose |
|---|---|---|---|
| Enquiry / Lead Data | Name, email address, hotel/company name, phone number (if provided), message content | Legitimate interests (Article 6(1)(f)) | Responding to your enquiry; following up on potential business opportunities |
| Website Technical Data | IP address, browser type, device type, pages visited, time on site, referral source | Legitimate interests (Article 6(1)(f)) | Improving website performance; understanding how visitors use our site |
| Discovery Call Booking | Name, email address, calendar availability | Legitimate interests / Pre-contractual (Article 6(1)(b)) | Scheduling introductory calls with prospective clients |
| Client Contact Data | Name, job title, email, phone, business address | Contract performance (Article 6(1)(b)) | Delivering contracted services; invoicing; account management |
| Supplier / Partner Data | Name, email, business details | Legitimate interests / Contract (Article 6(1)(b)/(f)) | Managing business relationships and supplier accounts |
We do not collect special category data (health, ethnicity, religion, etc.) and do not process children's data. We do not use personal data for automated decision-making or profiling.
3 · How We Collect Data
- –Enquiry form — when you submit a contact or audit form on bystrata.co.uk
- –Discovery call booking — when you book a call via our scheduling tool (Cal.com)
- –Email correspondence — when you contact us directly at info@bystrata.co.uk
- –Website analytics — automatically when you visit bystrata.co.uk (cookies, see our Cookie Policy)
- –Third-party sources — publicly available business information (LinkedIn, hotel websites) used for outreach to relevant prospects
4 · Who We Share Data With
We do not sell personal data. We share data only where necessary to operate our business, with the following categories of recipients:
| Third Party | Role | Data Shared | Location |
|---|---|---|---|
| Vercel Inc. | Website hosting | Website traffic / technical data | USA (adequacy / SCCs) |
| Formspree | Contact form processing | Enquiry form submissions | USA (adequacy / SCCs) |
| Cal.com | Meeting scheduling | Name, email, availability | USA (adequacy / SCCs) |
| Google (Analytics) | Website analytics | Anonymised website usage | USA (adequacy / SCCs) |
| Email service provider | Business email (info@bystrata.co.uk) | Email correspondence | UK / EEA |
Where data is transferred outside the UK to countries without an adequacy decision, we ensure appropriate safeguards are in place (Standard Contractual Clauses or equivalent UK IDTA). All processors listed above operate under Data Processing Agreements with appropriate safeguards.
5 · How Long We Keep Data
- –Enquiry / lead data — up to 2 years from last contact, or until you ask us to delete it
- –Client data — for the duration of the contract plus 6 years (UK statute of limitations for contract claims)
- –Website technical data — up to 26 months (standard analytics retention)
- –Financial records (invoices, payment records) — 6 years (HMRC requirement)
- –Supplier / partner data — for the duration of the relationship plus 2 years
When data is no longer needed, we securely delete or anonymise it.
6 · Your Rights Under UK GDPR
You have the following rights in relation to personal data we hold about you:
- –Access — request a copy of the personal data we hold about you
- –Rectification — request correction of inaccurate or incomplete data
- –Erasure — request deletion of your data (subject to our legal obligations)
- –Restriction — request that we limit how we use your data
- –Portability — request your data in a structured, machine-readable format
- –Objection — object to processing based on legitimate interests
- –Withdraw consent — where processing is based on consent, withdraw it at any time
To exercise any right, email info@bystrata.co.uk with the subject line "Data Rights Request." We will respond within one calendar month.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
7 · Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure. These include: TLS encryption in transit, access controls, role-based permissions, and regular review of our data handling practices.
In the event of a personal data breach that is likely to result in a risk to individuals, we will notify the ICO within 72 hours and affected individuals without undue delay.
8 · Cookies
Our website uses cookies. For full details of what cookies we use and how to manage them, please see our Cookie Policy.
9 · Changes to This Policy
We may update this Privacy Policy from time to time. The current version will always be available at bystrata.co.uk/privacy. We will notify active clients of any material changes by email.
10 · Contact Us
byStrata Ltd · Company Number 17138853
Registered in England and Wales
Email: info@bystrata.co.uk
Website: bystrata.co.uk