Astro business-contact privacy notice

Version: 15 October 2026

Who is responsible

James Callaghan trading as Astro is the controller responsible for the business-contact processing described here. Astro is not currently an incorporated limited company. Contact James at privacy@astroautomate.co or callaghan@astroautomate.co for privacy questions, a copy of this notice, or to exercise your rights.

What this notice covers

This notice covers Astro's research into potential business customers, relevant business introductions, resulting correspondence, and basic delivery and security of this website. It does not describe a live client enquiry-handling service. If Astro starts a different activity, the relevant privacy information will be provided separately.

Information and sources

We use company names, registration numbers and status, business locations, published services, professional roles and names where relevant, publicly published professional or team contact addresses, the public pages supporting our observations, email-verification results, contact and approval history, and correspondence you choose to send. Company information may not identify a person, but professional names and correspondence can do so.

Sources are the relevant agency's public website, public Companies House records, address-verification results, and your replies. We do not guess personal email addresses for this initial outreach. You can ask which source was used for your details. We do not need sensitive personal information; please do not send it in an initial business enquiry.

Purposes and lawful basis

We use relevant business information to identify suitable estate and letting agencies, prepare accurate introductions about Astro's enquiry-handling ideas, decide whether and how to contact them, and manage correspondence. We rely on legitimate interests in relevant business marketing and managing business relationships, balanced against your interests and rights. Published contact details do not mean that you consented to marketing. Our initial approach uses relevant corporate contact routes, limited contact, truthful information, human review and an easy way to object.

We also keep necessary records to honour objections, prevent duplicate or inappropriate contact, maintain security and demonstrate our handling of requests. These activities rely on legitimate interests in respecting objections and operating responsibly, and on compliance with legal obligations where a specific obligation applies. You do not have to provide information or reply, and there is no contractual requirement to respond to our marketing. Choosing not to reply has no consequence other than not starting a conversation.

Service providers and disclosures

James handles these records using local records and automation, including SQLite and n8n. Google Workspace provides the business mailbox and correspondence. Instantly is connected to the mailbox and is used for address verification and outreach preparation; campaign sending, if later used, remains subject to separate release approval. OpenAI services, including Codex and ChatGPT, assist with supervised research preparation, writing and review. Human review remains required. We provide only information relevant to those activities.

These providers receive or process relevant information under their applicable service and data terms. Instantly's terms also address its use of email-validity and performance information; it should not be assumed that all its processing is exclusively on our instructions. We may disclose information where legally required, or where necessary to obtain professional advice or establish, exercise or defend legal claims. We do not sell the outreach contact list or publish private correspondence. Bouncer and Parallel are not used to process the three-address initial experiment.

Netlify hosts and delivers this website and may process visitors' IP addresses and technical request information to provide and secure it. Our legitimate interest is making this privacy information reliably available. Hosting data is handled under Netlify's applicable service and data-protection terms and its operational, security and legal retention requirements; the 12-month outreach-record period below is not a stated retention period for hosting logs. Contact privacy@astroautomate.co for details of the applicable arrangements. No visitor analytics or marketing cookies are enabled. The unconnected Ask Astro demonstration stores its conversation locally in your browser session; it does not send that text to Astro or an AI service.

International processing

Service providers may process information outside the United Kingdom, including in the United States. Where UK transfer rules apply, the applicable arrangements may include an adequacy decision or contractual safeguards such as standard contractual clauses with the UK Addendum, as provided in the relevant provider's terms. Google Workspace's data-processing terms and Instantly's data-processing agreement describe their transfer arrangements. OpenAI processing depends on the actual service and account terms; we do not promise UK-only processing or a particular account-level retention or training setting without confirmation. Contact privacy@astroautomate.co for details of the safeguards applicable to your information and how to obtain a copy. We will check the actual arrangement before introducing a new use or provider.

Retention

Our policy is to retain ordinary outreach records for 12 months after the last relevant contact or activity, unless a documented legal reason requires a different period. Opening a record or preparing a review does not restart that period. Minimal suppression information, such as the address or company needed to recognise an objection and its date, is retained for as long as reasonably necessary to prevent unwanted re-contact. We review its continuing need.

Retention is handled through manual review across our records, correspondence, provider accounts, exports and backups. Automatic cross-system deletion is not implemented. Deletion requests and expiry reviews take account of provider deletion procedures, backup cycles, legal exceptions and necessary suppression information; we do not promise instantaneous deletion from every backup.

Your rights and marketing objections

You can object to direct marketing at any time, free of charge, by replying to the email or contacting privacy@astroautomate.co. We will stop using your personal information for direct marketing and keep only necessary suppression information to honour your objection. You can also ask that we stop contacting your business.

Depending on the circumstances, you can request access to your personal information, correction, erasure, restriction of processing, or object to other processing based on legitimate interests. Data portability applies where the legal conditions are met; our outreach does not rely on consent or a contract for that purpose. If a future activity relies on consent, you can withdraw that consent without affecting earlier lawful processing. We may need proportionate information to confirm your identity and understand the request. We normally respond within one month, subject to the extensions allowed by law.

You can complain to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/. You are welcome to raise a concern with James first, but do not have to do so before contacting the ICO.

Human decisions and tracking

This outreach does not involve solely automated decisions producing legal or similarly significant effects. Research, verification and administrative checks may assist preparation, but a human approves the initial messages and handles replies. Open and click tracking are disabled for the proposed initial three emails. The privacy-notice page prepared for that experiment uses no analytics, advertising scripts, tracking pixels or forms.

Changes

We will update this notice when the relevant processing changes. Material changes affecting existing contacts will be communicated where required. The version date above identifies this notice.