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Privacy Notice

Last updated: 18 September 2026

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This privacy notice tells you what to expect us to do with your personal information.

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Contact details

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Via Ad Astra by LT
Lucija Tot, Sole Trader

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Email: contact@viaadastra.net

Website: www.viaadastra.net

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What information we collect, use, and why

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To provide educational counselling and application support services

We collect or use personal information to provide educational counselling, application guidance and support to students applying to universities and colleges in the United States.

This may include:

  • names and contact details;

  • information about parents, legal guardians, family members or other relevant parties;

  • client records;

  • records of meetings, communications and decisions;

  • educational history and school information;

  • academic transcripts, grades and school reports;

  • standardised testing information, where relevant;

  • extracurricular activities, awards and achievements;

  • university and college preferences;

  • essays and personal statements;

  • application materials; and

  • other educational or admissions information reasonably necessary to provide the agreed services.

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To manage payments, invoicing and our client relationship

We collect or use information for payment, invoicing and business administration purposes.

This may include:

  • names and contact details;

  • billing information;

  • invoice details;

  • transaction information, including details of payments to and from you;

  • payment references;

  • details of services purchased; and

  • records relating to the client relationship.

Payments for our services are made by bank transfer. We do not accept payment by credit or debit card and do not collect or store clients' credit or debit card details.

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To respond to enquiries

We may collect or use personal information where you contact us about our services, including through our website, email, telephone or other communication methods.

This may include:

  • names and contact details;

  • information contained in your enquiry;

  • correspondence; and

  • other information you choose to provide.

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For information updates or marketing purposes

Where applicable, we may collect or use:

  • names and contact details; and

  • marketing preferences.

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To comply with legal requirements

We may collect or use:

  • names;

  • contact information;

  • financial and transaction records; and

  • other personal information where required to comply with our legal, tax, accounting or regulatory obligations.

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To deal with queries, complaints or legal claims

We may collect or use:

  • names and contact details;

  • service history;

  • client records;

  • financial transaction information;

  • correspondence; and

  • other information relevant to the enquiry, complaint, dispute or legal claim.

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Lawful bases and data protection rights

Under UK data protection law, we must have a lawful basis for collecting and using your personal information.

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Which lawful basis we rely on may affect the data protection rights available to you.

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Depending on the circumstances, you may have the following rights:

  • Your right of access — You have the right to ask us for copies of your personal information and certain other information about how we use it.

  • Your right to rectification — You have the right to ask us to correct personal information you believe is inaccurate and to complete information you believe is incomplete.

  • Your right to erasure — In certain circumstances, you have the right to ask us to delete your personal information.

  • Your right to restriction of processing — In certain circumstances, you have the right to ask us to restrict how we use your personal information.

  • Your right to object to processing — In certain circumstances, you have the right to object to our processing of your personal information.

  • Your right to data portability — In certain circumstances, you have the right to ask us to transfer personal information you provided to us to another organisation or to you.

  • Your right to withdraw consent — Where we rely on consent as our lawful basis, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

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Not all rights apply in every circumstance, and exemptions may apply under data protection law. If you make a data protection rights request, we will respond without undue delay and normally within one month, as required by applicable data protection law. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

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Our lawful bases for the collection and use of your data

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Providing educational counselling and application support services

Our lawful basis for collecting and using personal information where necessary to enter into or carry out our contract with you is:

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Contract — we need to collect and use relevant information so that we can take steps at your request before entering into a contract and provide the services agreed with you.

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Where a parent or legal guardian is the contracting client and we process personal information relating to a student in order to provide the requested services, we may also rely on legitimate interests, where appropriate.

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Our legitimate interest is providing and administering the educational counselling and application support services requested by the client while respecting the rights and interests of the student.

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Managing payments, invoices and the client relationship

Depending on the purpose, our lawful bases may include:

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Contract — where the processing is necessary to administer the services and payment arrangements agreed with you.

Legal obligation — where we need to retain or use financial, tax or accounting information to comply with the law.

 

Responding to enquiries

Our lawful bases may include:

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Contract — where the information is necessary to take steps at your request before entering into a contract.

Legitimate interests — where we use information to respond to enquiries and administer our business.

Our legitimate interest is responding to people who contact us about our services and managing prospective client relationships.

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Information updates or marketing

Where we rely on your permission to send marketing communications, our lawful basis is:

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Consent — we have your permission to use your information for this purpose. You may withdraw your consent at any time.

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Complying with legal requirements

Our lawful basis is:

Legal obligation — we need to collect, use or retain information where necessary to comply with applicable law.

 

Dealing with queries, complaints or legal claims

Our lawful basis may be:

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Legitimate interests — where it is necessary to respond to enquiries, investigate and resolve complaints, administer our business or establish, exercise or defend legal claims.

Our legitimate interests are responding appropriately to students, parents and guardians, resolving issues relating to our services and protecting our legal rights.

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Where we get personal information from

We may obtain personal information:

  • directly from you;

  • from students receiving our services;

  • from parents or legal guardians who provide information about a student or provide information and documents on the student's behalf;

  • through our website and website contact forms;

  • through email correspondence;

  • during Zoom meetings or telephone conversations; and

  • from other relevant individuals or organisations where you have asked or authorised them to provide information to us or where otherwise permitted by law.

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Personal information relating to students under 18

Some students receiving our services may be under the age of 18. Where appropriate, services involving a student under 18 will ordinarily be arranged with the student's parent or legal guardian. Parents or legal guardians may provide personal information and documents relating to the student on the student's behalf, including educational records and application materials. We will only collect and use personal information relating to a student where it is reasonably necessary for providing and administering our services or where another lawful basis applies.

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How long we keep information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected and to meet applicable legal, accounting or reporting requirements. Personal information and application materials required to provide our educational counselling and application support services will be retained for the duration of our work with the client. When our services end, we will review the personal information and application materials we hold and delete information that is no longer required.

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Application-related materials, including academic records, transcripts, grades, school reports, essays, personal statements and other application documents, will generally be deleted as soon as they are no longer required and, in any event, within 12 months after the relevant services have ended, unless there is a legitimate reason or legal requirement to retain particular information for longer.

 

Certain limited client records and correspondence may be retained for longer where reasonably necessary for administrative purposes, dealing with complaints, establishing or defending legal claims or complying with legal obligations. Financial, invoice and transaction records will be retained for the period required by applicable tax and accounting laws.

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When personal information is no longer required, we will securely delete or anonymise it, as appropriate.

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Who we share information with

 

Data processors

We use third-party service providers to help us operate our business and provide our services.

 

Wix.com Ltd. / Wix

Wix provides our website hosting and website management services, including operating our website and processing personal information submitted through website forms.

 

Google LLC / Google Workspace, Google Drive and Google Docs

Google provides our business email, cloud storage and document-management services. Personal information contained in emails, client documents, educational records and application materials may therefore be processed or stored using these services.

 

Zoom Communications, Inc.

Zoom provides video conferencing and online communication services used for consultations and meetings.

 

Other organisations

We may also share personal information:

  • with organisations or individuals where you have asked or authorised us to do so;

  • where reasonably necessary for the provision of the agreed services;

  • with professional advisers where reasonably necessary;

  • with organisations we are legally required to provide information to; or

  • where necessary to establish, exercise or defend legal claims.

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We do not sell personal information.

 

 

Sharing information outside the UK 

Some of the service providers we use operate internationally and may process personal information outside the United Kingdom. Where necessary, our data processors transfer personal information outside the UK. Appropriate safeguards or recognised transfer mechanisms are used where required by UK data protection law.

 

Wix.com Ltd. / Wix

Category of recipient: Website hosting and online services provider
Country personal information may be sent to: United States
Transfer mechanism: UK adequacy regulations / UK Extension to the EU-US Data Privacy Framework, where applicable.

 

Google LLC / Google Workspace

Category of recipient: Cloud-based email, document storage and business services provider
Country personal information may be sent to: United States
Transfer mechanism: UK Addendum to the EU Standard Contractual Clauses (SCCs), where applicable. 

 

Zoom Communications, Inc.

Category of recipient: Video conferencing and online communications provider
Country personal information may be sent to: United States
Transfer mechanism: UK Addendum to the EU Standard Contractual Clauses (SCCs), where applicable.

 

You may contact us using the details at the top of this privacy notice if you would like further information about the safeguards used in connection with international transfers.

 

 

Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to our services, business practices, service providers or applicable legal requirements.

The latest version will be published on our website with the applicable updated date.

 

 

How to complain

If you have concerns about our use of your personal information, you can make a data protection complaint to us:

 

Via Ad Astra by LT
Email: contact@viaadastra.net

 

If you remain unhappy with how we have used your personal information after raising your concern with us, you can also complain to the Information Commissioner's Office (ICO).

 

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

 

Helpline: 0303 123 1113
Website: ico.org.uk

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