Privacy Policy

1. Introduction

Systems360 Ltd ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains what personal data we collect about you, how and why we use it, who we share it with, how long we keep it, and the rights you have in relation to your personal data.

It applies to personal data we collect through this website and any related online services we operate, and to personal data you give us when you contact us or use our services.

We are the data controller responsible for your personal data.

Our contact details:
Systems360 Ltd
REPLACE_ME_REGISTERED_ADDRESS
Telephone: REPLACE_ME_PHONE
Email: REPLACE_ME_DATA_EMAIL

If you have any questions about this policy or how we handle your personal data, please contact us using the details above.

2. Scope of this Policy

This policy covers personal data collected through this website and the online services we operate on it, such as enquiry and quotation forms.

Some functions of the site rely on trusted third-party platforms that operate under their own privacy policies. Where you follow a link to a third-party service, we encourage you to read that provider's privacy policy. We are not responsible for the privacy practices of third-party websites or services.

3. The Personal Data We Collect

We may collect, use, store and transfer the following categories of personal data about you:

• Identity Data – your name, username or similar identifier, job title and the company you represent (where relevant).
• Contact Data – your postal address, billing address (where different), email address and telephone numbers.
• Transaction Data – details of payments to and from you and details of the goods or services you have purchased from us. Where card payments are taken they are processed securely by our payment provider; we do not store full card details ourselves.
• Technical Data – your internet protocol (IP) address, browser type and version, time zone setting and location, operating system, device information and other technology on the devices you use to access this website.
• Usage Data – information about how you use our website, including pages visited and links clicked.
• Marketing and Communications Data – your preferences in receiving marketing from us and your communication preferences.

We do not routinely collect any special categories of personal data (such as data about health, race or ethnicity) through this website. Where we do need to collect such data for a specific purpose (for example, access requirements relevant to work at your premises), we will tell you and rely on an appropriate lawful basis.

4. How We Collect Your Personal Data

We collect personal data:

• Directly from you – when you create an account, request a quotation, sign up for newsletters or communications, or contact us with an enquiry.
• Automatically – as you interact with our website, through cookies and similar technologies.
• From third parties – such as analytics providers and the platforms that deliver our enquiry forms, where you have used those services.

5. How and Why We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly we use it under one or more of the following lawful bases:

• Performance of a contract – to prepare quotations, deliver the work or services you have asked us for, and to manage your account.
• Legitimate interests – to run and improve our website and services, keep them secure, understand how visitors use them, and (where appropriate) to keep you informed about our services.
• Consent – where you have given us permission, for example to send you certain marketing communications.
• Legal obligation – to comply with our legal and regulatory duties.

Specific purposes for which we use your data include:

• Preparing quotations and processing orders and payments
• Managing your account and our relationship with you
• Sending you marketing communications you have requested
• Responding to your enquiries and providing customer support
• Operating, maintaining, securing and improving our website and services
• Complying with our legal obligations

We will not sell your personal data to third parties.

6. Marketing and Your Choices

We may send you news, offers and updates about our services where you have agreed to receive them, or where we are otherwise permitted to do so by law. You can opt out of marketing communications at any time by:

• Using the "unsubscribe" link in any marketing email; or
• Contacting us at REPLACE_ME_DATA_EMAIL; or
• Updating your preferences in your account.

Opting out of marketing will not stop us sending you service-related messages, such as order confirmations or important updates about your account.

7. Cookies

Our website uses cookies and similar technologies to make the site work, to remember your preferences and to understand how the site is used. You can control cookies through your browser settings and our cookie controls.

8. Who We Share Your Personal Data With

We may share your personal data with:

• Service providers and processors acting on our behalf – including our website hosting and development provider, payment processors, email and marketing platforms, and analytics providers. These parties are only permitted to process your data on our instructions and under a written contract that requires them to keep it secure.
• Regulators, law enforcement and other authorities where we are required to do so by law.
• Professional advisers such as lawyers, auditors and insurers where necessary.

This website is hosted and maintained on our behalf by our website provider, Shoothill Ltd, who acts as a data processor in relation to data collected through the site and processes it only on our instructions.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

9. International Transfers

We aim to store and process your personal data within the UK and the European Economic Area (EEA) wherever possible. Where any of our service providers transfer your data outside the UK, we will ensure a similar degree of protection is given to it by relying on an appropriate safeguard, such as UK "adequacy regulations" or standard contractual clauses approved for use in the UK.

10. Data Security

We have put in place appropriate technical and organisational measures to protect your personal data against accidental loss, unauthorised access, alteration or disclosure. Access to your personal data is limited to those who have a genuine business need to access it. We also have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator where we are legally required to do so.

11. How Long We Keep Your Personal Data

We will only keep your personal data for as long as necessary to fulfil the purposes for which we collected it, including to satisfy any legal, accounting or reporting requirements. When we no longer need your personal data, we will securely delete or anonymise it.

Different retention periods apply to different types of data. For example, transaction records are typically retained for 10 years to meet tax and accounting obligations, while marketing preferences are kept until you ask us to stop or your account is closed.

12. Your Legal Rights

Under data protection law, you have the right to:

• Request access to your personal data (a "subject access request").
• Request correction of personal data that is inaccurate or incomplete.
• Request erasure of your personal data where there is no good reason for us to continue processing it.
• Object to processing of your personal data, including for direct marketing.
• Request restriction of processing of your personal data.
• Request transfer (portability) of your personal data to you or a third party.
• Withdraw consent at any time where we are relying on consent to process your data.

You will not usually have to pay a fee to exercise these rights. To make a request, please contact us at REPLACE_ME_DATA_EMAIL. We may need to verify your identity before responding, and we aim to respond to all legitimate requests within one month.

If you are unhappy with how we have handled your personal data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk, or by calling 0303 123 1113. We would, however, appreciate the chance to address your concerns first, so please consider contacting us in the first instance.

13. Children's Privacy

This website is not directed at children, and we do not knowingly collect personal data relating to children through it.

If you are under 16, please get your parent or guardian's permission before providing us with any personal data. If you believe we hold data about a child, please contact us so we can address it.

14. Third-Party Links

Our website may contain links to third-party websites, plug-ins and applications. Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy practices. We encourage you to read the privacy policy of every website you visit.

15. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. Where changes are significant, we will take reasonable steps to bring them to your attention. We encourage you to review this policy periodically.

16. Contact Us

If you have any questions, comments or requests regarding this Privacy Policy or our handling of your personal data, please contact:

Systems360 Ltd
REPLACE_ME_REGISTERED_ADDRESS
Email: REPLACE_ME_DATA_EMAIL
Telephone: REPLACE_ME_PHONE