Privacy Policy
Last updated: 26 October 2026
1. Who we are
Stargazy Solutions Ltd is the data controller for the personal information described in this policy. This policy covers stargazysolutions.com, our Facebook and Instagram lead forms, our free marketing audits, and the services we provide, including Stargazy Enginehouse.
- Company: Stargazy Solutions Ltd, registered in England and Wales, company number 15373276
- Registered office: 79 Higher Bore Street, Bodmin, Cornwall, PL31 1JT
- Email: admin@stargazysolutions.com
- Phone: 01208 81 11 66
- ICO registration number: ZB781900
If you have any questions about this policy or how we use your information, email us at the address above.
2. What we collect
We collect information you give us, information about your business that is already public, and limited information about how you use our website.
- Contact details: your name, business name, email address, phone number, website and town.
- Your answers on our forms: for example your type of business, how many enquiries you get, how you handle missed calls, your rough monthly budget and whether you make decisions on marketing.
- Facebook and Instagram lead forms: when you submit one of our lead forms, Meta passes us your answers and the contact details you confirmed on the form.
- Public information about your business: your Google Business Profile, reviews, directory listings, website, social media profiles and adverts.
- Response test records: when and how we contacted your business during an audit, and when and how you replied (see section 4).
- Client information: billing details, contracts, account logins you share with us, and the content and data we work on for you.
- Communications: emails, messages and calls with you. These may include call recordings or transcripts.
- Website usage: pages visited and how you arrived, collected through cookies where you have agreed to them (see section 9).
3. How we use it and our lawful basis
We only use your information where UK data protection law gives us a lawful basis to do so.
| What we use it for | Lawful basis |
|---|---|
| Replying to your enquiry and preparing the audit or quote you asked for | Steps you asked us to take before a contract, and legitimate interests |
| Using your form answers to decide how quickly and in what way we follow up | Legitimate interests |
| Running the response test that forms part of the audit | Legitimate interests |
| Providing our services to clients, including invoicing and support | Contract |
| Sending marketing emails or texts about our services | Consent, or legitimate interests for business contacts where the law allows |
| Measuring and improving our adverts and website | Consent (for non-essential cookies) and legitimate interests |
| Keeping accounting and tax records | Legal obligation |
Where we rely on legitimate interests, we have weighed our interest in running and growing our business against your rights, and we only use what we need. Every marketing message includes a simple way to opt out.
We use your form answers to prioritise who we contact first. This does not involve any automated decision that has a legal or similarly significant effect on you.
4. Free marketing audits and response tests
When you ask for a free audit, we review your business as a customer would find it and test how quickly enquiries are answered.
The audit. We use audit tools to check publicly available information about your business. This covers your Google Business Profile, reviews, directory listings, website speed and search visibility, social media profiles and adverts.
The response test. We may contact your business in the same ways a customer would:
- a phone call, which may be outside normal opening hours
- an enquiry through your website
- a message on Facebook, Instagram or WhatsApp
We record when we got in touch and when and how your business replied. We don’t say exactly when the test will happen, so the result shows what a real customer would experience.
We don’t record the names of staff who answer, and we only use the results to prepare your report. If you would rather we skipped the response test, tell us when you request the audit or at any time before we send your report.
5. Who we share it with
We never sell your personal information. We share it only with the providers and people who help us run our business, and only what each one needs.
- Stargazy Enginehouse: our customer management platform, where enquiries, contacts, messages and bookings are stored. It is hosted by a third-party provider.
- Meta (Facebook and Instagram): for our lead forms, adverts and, where you agree to cookies, advert measurement.
- Google: for our Google Business Profile, adverts and, where you agree to cookies, website analytics.
- Automation and AI tools: services that move information between our systems, help draft content and help prepare reports. Where a provider lets us, we turn off the use of your information to train its models.
- Payments and accounts: Stripe processes card payments and Xero holds our accounting records.
- Email and file storage: the providers that host our email and documents.
- Freelancers and contractors: people who work on client projects with us, under confidentiality terms.
- Professional advisers: our accountants, insurers and legal advisers, where needed.
- Authorities: where the law requires us to share information.
Meta and Google also process information under their own privacy policies when you use their platforms.
6. International transfers
Some of our providers store or process information outside the UK, mainly in the United States. Where that happens, we make sure the transfer is protected by one of the safeguards UK law recognises:
- a UK adequacy decision, including the UK-US data bridge for certified US companies
- the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses
You can ask us for more detail about the safeguards for a particular provider.
7. How long we keep it
We keep information only as long as we need it, then delete or anonymise it.
| Information | How long we keep it |
|---|---|
| Enquiries, audit requests and response test records from people who don’t become clients | Up to 2 years from our last contact |
| Client records, contracts and invoices | The length of our work together, plus 6 years |
| Marketing contacts | Until you unsubscribe; we then keep a minimal record so we don’t contact you again |
| Cookie data | See section 9 |
8. Your rights
You can ask us to do any of the following at any time, free of charge:
- give you a copy of the information we hold about you
- correct anything that is wrong or incomplete
- delete your information, where we have no legal reason to keep it
- restrict how we use it while a concern is looked into
- stop using it where we rely on legitimate interests, and stop all direct marketing straight away
- send your information to you or another organisation in a common format
- withdraw any consent you have given
Email admin@stargazysolutions.com to make a request. We will reply within one month.
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
9. Cookies and tracking
Our website uses essential cookies so it works properly. With your agreement, it also uses analytics and advertising cookies, for example from Google and Meta, to see how visitors use the site and how well our adverts perform.
We ask for your consent before setting any non-essential cookies, and you can change your choice at any time. You can also block or delete cookies in your browser settings. Blocking them may stop some parts of the site from working.
- Analytics cookies last up to 2 years.
- Advertising cookies last up to 3 months.
10. Client data, security and changes
Data we handle for clients. When we run marketing, CRM or automations for a client, we process their customers’ information on the client’s behalf and under their instructions. In that case the client is the data controller, their own privacy policy applies, and our contract with them sets out how we handle it.
Security. We limit access to the people who need it, use strong passwords and two-factor sign-in where it is available, and choose providers with recognised security standards.
Changes. We may update this policy from time to time. The date at the top shows when it last changed, and the current version is always at stargazysolutions.com.