Privacy notice | Ellan Systems

Who we are

This website is run by Ellan Systems Limited, a company registering on the Isle of Man (“we”, “us”). We are the controller of the personal information described in this notice. You can contact us about privacy using the contact page.

The law we follow

We handle personal information in line with the Data Protection (Application of GDPR) Order 2018 and related Isle of Man data protection law. Where UK law applies to you, we also follow the UK GDPR.

What we collect

Enquiries: your name, business name, email address, phone number (if given) and anything you tell us in your message.
Clients: contact details, billing information, and correspondence about our work together.
Website: basic technical information that web servers log automatically, such as IP address, browser type and pages visited. We don't use advertising or tracking cookies.

Why we use it, and our lawful basis

To reply to your enquiry and arrange a call: legitimate interests, or steps taken at your request before a contract.
To provide our services and invoice you: performance of a contract.
To keep accounts and meet tax obligations: legal obligation.
To keep the website secure: legitimate interests.

We don't sell your information or use it for automated decisions that have legal or similarly significant effects on you.

Client data in our services

When we set up or run AI assistants for a client, we usually act as the client's processor, handling their customers' or patients' information only on their documented instructions under a written data processing agreement. That agreement, not this notice, governs that information.

Who we share it with

We use carefully chosen service providers to run our business, such as email, website hosting, file storage, accounting and AI model providers. They process information on our behalf under contract. We may also share information with professional advisers, or where the law requires it.

International transfers

Some providers may process information outside the Isle of Man, the UK or the European Economic Area. Where they do, we rely on adequacy decisions or appropriate safeguards such as standard contractual clauses.

How long we keep it

Enquiries that don't lead to work: up to 12 months.
Client records and invoices: six years after our work ends, for tax and legal purposes.
Server logs: up to 90 days.

Your rights

You have the right to access your information, and to ask us to correct it, delete it, restrict or object to its use, or transfer it. Where we rely on consent, you can withdraw it at any time. To use these rights, contact us. We'll reply within one month.

Complaints

If you're unhappy with how we've handled your information, please tell us first so we can put it right. You can also complain to the Isle of Man Information Commissioner (inforights.im). If you're in the UK, you can contact the UK Information Commissioner's Office (ico.org.uk).

Security

We use access controls, strong passwords, two-factor authentication and encrypted services wherever possible, and we give AI assistants only the access they need.

Changes

We'll update this notice when our practices change. The date below shows when it was last revised.

Last updated: October 2026.