Privacy Policy

Talos Intelligent Systems Ltd · Last updated: June 2026 · ICO Registration pending

    Short version: We collect your name and email when you download our sample report. If you engage us for an audit, your ERP data is processed solely to produce your report and deleted within 30 days of delivery. We do not sell data. We do not run mailing sequences.
  

1. Who we are

Talos Intelligent Systems Ltd is a company registered in England and Wales (SIC 62020 / 70229). Our principal activity is providing batch margin intelligence services to UK manufacturers. Registered address available on request.

We are in the process of registering with the Information Commissioner's Office (ICO) as a data controller. Our registration reference will be published here once confirmed.

For data protection queries, contact: info@talosintelligentsystems.com

2. Data we collect and why

2a. Website visitors

We do not use tracking cookies, advertising pixels, or analytics beyond basic server logs. No personal data is collected simply by visiting this site.

2b. Sample report downloads

When you submit the download form, we collect:

Name and work email address — to identify you and send follow-up if you have questions
Company name and role (optional) — to understand who is engaging with our work

This data is submitted to Formspree (our form processor) and may result in a single follow-up message from us. It is not added to any marketing sequence and is not shared with third parties for their marketing purposes.

Legal basis: Legitimate interests (Article 6(1)(f) UK GDPR) — providing the requested resource and following up once on whether it was useful.

2c. Audit engagements

When you commission a Talos audit, you provide us with ERP export data (typically CSV or Excel) via ProtonDrive. This data may include:

Production and batch records
Ingredient and supplier data
Employee names or identifiers if present in ERP exports
Financial and cost data

Legal basis: Performance of a contract (Article 6(1)(b) UK GDPR).

Role: Where ERP data contains personal data (e.g., employee names), Talos acts as a data processor on behalf of your organisation (the data controller). A Data Processing Agreement is included as Section 7 of the Talos Audit Engagement Agreement, which governs the lawful basis, purpose, and scope of processing.

3. How we process audit data

Data is received via ProtonDrive (end-to-end encrypted)
Processed exclusively on our consultants' machines — no cloud processing, no third-party analysis platforms
A SHA-256 hash of your source file is computed at ingestion and included in your report as a data integrity record
Processing is limited strictly to producing your Talos Health Report — no other use, no profiling
For audit-only engagements, source data is deleted within 30 days of report delivery. If you engage the monthly monitoring service, your audit baseline is retained for the duration of the active monitoring relationship, up to a maximum of 12 months, so we can compare each month against it.
Your report PDF and the SHA-256 hash record are retained for 7 years for our business records

4. Data sharing

We do not sell, rent, or share your personal data with third parties for their own purposes. Sub-processors we use:

Formspree — processes website form submissions (privacy policy at formspree.io/legal/privacy-policy)
Proton AG — secure file transfer (privacy policy at proton.me/legal/privacy)
Vercel — website hosting; does not receive form data

5. Data transfers outside the UK

Formspree is a US-based service. Transfers are made under the UK-US data bridge framework or standard contractual clauses where applicable. Proton AG is based in Switzerland, which has an adequacy decision from the UK. Your audit source data is not transferred outside the UK.

6. Your rights

Under UK GDPR, you have the right to:

Access personal data we hold about you
Correct inaccurate data
Request erasure ("right to be forgotten")
Restrict or object to processing
Data portability (for data processed by automated means under contract or consent)
Lodge a complaint with the ICO at ico.org.uk

To exercise any of these rights, contact info@talosintelligentsystems.com. We will respond within one calendar month.

7. Security

We apply appropriate technical and organisational measures including full-disk encryption on all machines handling client data, end-to-end encrypted file transfer via ProtonDrive, and access restricted to authorised personnel only. No client data is processed in unencrypted cloud environments.

8. Retention summary

Website enquiry data (form submissions): 12 months from submission
Audit source data (ERP exports): deleted within 30 days of report delivery for audit-only engagements; retained up to 12 months for active monitoring clients
Audit reports and hash records: 7 years (UK company records requirement)
Contractual documents: 7 years from end of engagement

9. Changes to this policy

We may update this policy as our services develop or regulations change. Material changes will be noted with a revised "Last updated" date at the top of this page.