Privacy Policy

Who we are

Novaeris Consulting is a quality engineering and technology consultancy based in London, England. For the purposes of data protection law, Novaeris Consulting is the data controller for personal data collected through this website.

You can contact us about anything in this policy at hello@novaeris.co.uk.

The data we collect

We collect personal data only when you choose to give it to us, through the consultation form or the careers page on this site. For enquiries, that may include:

• Your name
• Your company name
• Your business email address
• Your telephone number, if you provide it
• The service you are interested in and the contents of your message

We do not collect special category data, and we ask that you do not include sensitive personal information in your messages. The data we collect when you apply for a role is described under “Job applications” below.

How we use your data

We use the information you send us to respond to your enquiry, arrange consultations and provide our services. Our legal basis is legitimate interest (responding to a business enquiry you have chosen to make) or, where we go on to work together, the performance of a contract.

We do not sell your personal data, use it for automated decision-making, or send unsolicited marketing.

Sharing and retention

We share personal data only with service providers that help us operate this website and our business, and only to the extent needed. These are: Netlify (website hosting), HubSpot (our CRM for consultation enquiries), Web3Forms (email notifications for consultation enquiries), Supabase (our secure candidate database and CV storage, hosted in Ireland), Anthropic (AI processing of CVs, described under “How we use AI”), Cloudflare (protecting our careers form from spam and bots) and Google (website analytics).

When you submit the consultation form, your details are sent to HubSpot (HubSpot, Inc.) so we can manage and respond to your enquiry. HubSpot may process data outside the UK; see HubSpot’s privacy documentation for details of its safeguards.

We keep enquiry data for up to 12 months from your last contact with us if no engagement follows. If we go on to work together, we keep relevant data for the duration of the engagement and for up to six years afterwards, to meet legal, accounting and contractual obligations. After those periods, data is securely deleted.

Job applications

If you apply for a role or send us your CV through the careers page, we collect your name, contact details, location, LinkedIn profile, security clearance level, right-to-work status, your CV and anything else you choose to tell us.

We use this information to assess your application and to contact you about relevant roles. Our legal basis is your consent, which you give when you submit the form, and our legitimate interest in recruiting for our business and our clients.

Your application and CV are stored in our secure candidate database, hosted by Supabase on Amazon Web Services in Ireland. UK law recognises the EU as providing an adequate level of protection for personal data. Only the Novaeris founders can access it, using a password and two-factor authentication.

To protect the careers form from spam and abuse, we use Cloudflare Turnstile to check that each application comes from a person rather than an automated program. To do this, Cloudflare processes your IP address and technical information about your browser and device. Cloudflare may process this data outside the UK, under appropriate safeguards. We also keep a scrambled (one-way hashed) form of your IP address for up to seven days to limit repeated submissions, and we check that uploaded files are genuine PDF or Word documents. Our legal basis for these checks is our legitimate interest in keeping our systems secure.

With your agreement, we keep your CV and details for up to six years from our last contact with you, so we can consider you for future roles. We will check in with you from time to time to confirm you are happy for us to keep them, and you can ask us to delete them at any time by emailing hello@novaeris.co.uk.

If you work with us or we place you with a client, we keep the records needed to meet legal, accounting and contractual obligations for up to six years after that engagement ends. After these periods, your data is securely deleted.

We will always ask you before sharing your CV with a client for a specific role.

How we use AI

We use AI tools to support our work, never to replace human judgement.

When you send us your CV, we use an AI model (Claude, provided by Anthropic) to read it and extract key information, such as your skills, experience, work history and qualifications, into our candidate database, and to write a short summary. This helps us review applications consistently and match people to relevant roles more quickly.

A person always reviews this information and makes every decision about your application. We do not use AI to reject applications or to make any decision about you that has a legal or similarly significant effect.

Anthropic processes this data on our behalf under terms that do not allow it to use your data to train its models. It may process data outside the UK, under appropriate safeguards for international transfers.

If you would prefer your CV not to be processed by AI, email hello@novaeris.co.uk. We will remove the AI-extracted details and review your CV by hand.

In our client work, we use AI tools to support activities such as test design, analysis and documentation, as part of our QAI Engineering approach. We do not put client data or personal data into AI tools that use it for training.

Cookies and analytics

We use Google Analytics 4 (Google LLC) to understand how people use this website, for example which pages are visited, which links are clicked, and whether the consultation form is seen or submitted.

Google may process usage data (such as page path, device/browser type, approximate location derived from IP, and interaction events). We configure Analytics with IP anonymisation and do not use it for advertising personalisation. Google may process data outside the UK; see Google’s privacy documentation for details of its safeguards.

Our hosting provider may also set strictly necessary cookies required to deliver the site securely. These do not track you across other websites and cannot be switched off without affecting how the site works.

You can limit Analytics through browser controls or Google’s opt-out tools.

Your rights

Under UK data protection law you have the right to:

• Access the personal data we hold about you
• Ask us to correct inaccurate data
• Ask us to delete your data
• Object to or restrict our processing
• Data portability, where applicable

To exercise any of these rights, email hello@novaeris.co.uk. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk) if you are unhappy with how we handle your data.

Changes to this policy

We may update this policy from time to time. The date at the top of this page shows when it was last revised.

Questions about this page can be sent to hello@novaeris.co.uk.