Last updated: 2 October 2026
Who we are
SiteOptix UK is the trading name of Mark Edgley, a sole trader based in England. For the purposes of UK data protection law, Mark Edgley is the controller of the personal information described in this policy.
This policy explains what personal information we collect when you visit www.siteoptixuk.com, buy and book an Operations Audit, and work with us during the audit. It also explains how long we keep it and what your rights are.
Contact: mark@siteoptixuk.com
What information we collect
We collect only what we need to sell, book and deliver the Operations Audit.
Checkout: name, email address, billing address and postcode, and VAT number if you give one. Card details are handled by our payment provider; we never see your full card number.
Booking your interview: name, email address, and the date and time you choose.
Questionnaire: name, job title, company name, email address, the roles involved in your processes, and information about your business operations.
Interview: what you tell us during the call and our notes of it.
Documents you choose to share: business documents such as rate cards, variation logs or ledger extracts. We ask that personal data about individual employees is removed first.
Emails and correspondence: your contact details and anything you write to us.
Visiting our website: technical information collected through cookies, such as your browser and the pages you visit.
Most of the information we collect is about your business, not about you personally. We do not ask for, and ask you not to send, special category data such as health information.
How we use it and our lawful basis
Taking payment and confirming your order: contract.
Booking and running your interview: contract.
Analysing your questionnaire, interview and documents, and writing your report: contract.
Answering your questions and emails: contract, or legitimate interests where you are not yet a client.
Sending occasional emails about our services: legitimate interests in keeping business contacts informed. Every email includes an unsubscribe link, and you can opt out at any time by emailing us.
Keeping invoices and payment records: legal obligation (tax and accounting records).
Keeping our website working and secure: legitimate interests.
We do not sell your information.
Who we share it with
We share information only with the service providers we need to run the audit. They act on our instructions and may not use your information for their own purposes.
Systeme.io: hosts our website, checkout, booking calendar, questionnaire and emails.
Stripe: processes card payments.
Microsoft (Teams): hosts the interview call.
Anthropic (Claude): an AI tool used to help analyse questionnaire answers and documents. Names and other identifying details are removed first. We do not use AI tools on your information if your NDA with us rules them out.
Our business email provider and our accountant: keep our email and financial records.
We may also disclose information where the law requires it.
How long we keep it
Questionnaire answers, interview notes, documents you shared, our working files and our copy of your report: deleted 30 days after your report is delivered.
Booking details and emails: deleted 30 days after your report is delivered, except those needed for financial records.
Invoices and payment records: kept for at least 5 years after the 31 January tax return deadline for the year concerned, as HMRC requires.
Your copy of the report is yours to keep. After 30 days we will not be able to resend it.
International transfers and security
Some of our service providers process information outside the UK, including in the European Union and the United States. Where they do, the transfer is protected by UK adequacy regulations or by contractual safeguards approved under UK law.
We keep your information secure by limiting access to SiteOptix UK, using providers with appropriate security measures, removing identifying details before using AI tools, and deleting audit information on the schedule above.
Your rights
You can ask us at any time to give you a copy of the personal information we hold about you, correct information that is wrong or incomplete, delete your information where we have no legal reason to keep it, restrict or object to how we use it, or send your information to you or another organisation in a usable format.
To make a request, email mark@siteoptixuk.com. We will reply within one month and will not charge a fee in most cases.
If you are unhappy with how we have handled your information, please contact us first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Cookies
Our website uses cookies set by Systeme.io to make the site, checkout and booking work. See our Cookie Policy for details.
Changes to this policy
We will update this policy when the way we handle information changes. The date at the top shows when it was last updated.