Privacy notice

About this notice

This notice explains how we handle information when you use this website or contact us about our services. It covers initial enquiries and related correspondence. Arrangements for processing information within a client project are agreed separately.

Who is responsible

SYSTEMAISE LTD is responsible for the personal information described here. We are registered in England and Wales, company number 17365632. Our registered office is 66 Paul Street, London, England, EC2A 4NA, United Kingdom.

For privacy questions or requests, email info@systemaise.co.uk, call +44 7356 056575 or write to the registered office, marked Privacy.

Information you give us

The enquiry form asks for your name, email address and a short project brief. Business name, website, timing and area of interest are optional. We also keep the submission date, an enquiry reference and information needed to manage your request. If you email or call, we use the contact details and information you choose to share.

You are not legally required to send an enquiry. Without contact details or enough information about the request, we may be unable to respond usefully. Please keep the first message brief and avoid passwords, sensitive personal information or confidential records about other people. The form does not accept attachments.

Why we use this information

We use enquiry information to understand your request, reply, assess suitable work and manage the discussion. For general enquiries and contact with someone representing a business, our lawful basis is legitimate interests: responding to people who contact us and managing prospective business relationships.

Where you personally ask us to take a necessary step towards a contract with you, such as preparing a quotation, or to perform a contract with you, we use the contract lawful basis for that processing. We do not treat every business enquiry as a contract with the person sending it.

We also use limited technical information to operate and protect the website, prevent abuse and investigate problems. This supports our legitimate interests in a reliable, secure service. If we need to preserve records to meet a specific legal obligation, that obligation is the basis; handling or defending a legal claim may instead rely on our legitimate interests.

Technical information and measurement

Website requests can include an IP address, browser information, requested page and request time. Hosting services may record these details for operation and security. The form uses a short-lived, one-way keyed identifier derived from an IP address to limit repeated requests; it does not save the raw IP address in the enquiry record.

The production website loads Google Tag Manager with optional analytics and advertising consent settings denied initially. Loading that resource sends a request to Google before you choose; standard request details can include your IP address and browser information. No Google Analytics or advertising tags are configured in the current container. The Cookies and measurement choices page explains the stored preference and how to change it. Sending an enquiry does not subscribe you to marketing.

If you allow enquiry measurement

If you choose Allow measurement on the public website, we use limited information to understand which pages and campaigns lead to enquiries. This optional use relies on your consent. You can browse and contact us without allowing it.

We can record the first page visited in the current tab while measurement is allowed, the time those details were captured, and campaign information included in the link, such as its source, medium, campaign, keyword or advertising-click identifier. We keep only recognised campaign fields and an approved page path. We do not keep a full referring address, a complete page URL or unrelated query information in this record. The capture time shows when information was collected with measurement allowed; it is not necessarily the time you first made the choice.

These details are used within a 30-minute capture window in the current tab. An expired record is discarded when the website next checks it. If you submit an enquiry while the details are valid and measurement is still allowed, they can be saved privately alongside it, with the received time and the recorded allow choice. They follow the form-record retention described below and are included when we handle a relevant access or erasure request.

With measurement allowed, a newly saved enquiry can also produce a signal containing the contact-page path and a service category selected from a fixed list. It contains no name, email address, project brief, private enquiry reference or campaign-click identifiers. This records receipt of an enquiry, not a qualified lead, sale or verified email delivery. The current Google Tag Manager container has no configured Analytics or advertising tags to send this signal to those services.

Rejecting optional measurement clears the browser campaign record and stops further optional capture and signals. It does not automatically erase an enquiry or campaign information already submitted. To withdraw consent for further use of saved campaign information or request its deletion, contact info@systemaise.co.uk. Withdrawing consent does not affect earlier lawful use.

Who receives information

Enquiries and any consented campaign details submitted with them are stored in a restricted area of our website and are available to authorised administrators handling the request. We use Cloudways with DigitalOcean infrastructure in London for website hosting, Elastic Email through Cloudways to send enquiry notifications, and Google Workspace for business email and correspondence. These providers and their authorised service providers process relevant information to supply their services.

We may share necessary information with professional advisers when obtaining advice or managing a legal matter, and with authorities where the law requires it. We do not sell enquiry details. The public contact form does not send your brief to an AI chatbot or make significant decisions about you automatically.

Processing outside the UK

Our website server is in London, but hosting support, provider operations and email services can involve processing outside the UK, including the United States. A UK server does not mean every part of the service remains in the UK.

For relevant US transfers, the providers’ published arrangements include the UK Extension to the EU–US Data Privacy Framework where it applies. DigitalOcean’s agreement provides contractual safeguards if that mechanism is unavailable. Google’s arrangements also provide standard contractual clauses with the relevant UK provisions for transfers requiring them. The applicable safeguard depends on the receiving provider and transfer. Contact us at info@systemaise.co.uk for information about the safeguards or a copy of the relevant terms.

How long we keep information

New records submitted through this website’s enquiry form are scheduled for deletion after 90 days, unless we retain a record for an active project or another documented reason. Deletion runs through scheduled maintenance, so it may occur after the 90-day point rather than at an exact time.

Email correspondence and project records are managed separately from the form record. We keep them only while needed for the discussion, delivery or support of an agreed project, relevant record-keeping duties, or resolving a dispute. We consider the status of the relationship, the information’s continuing usefulness and any applicable legal requirement when reviewing retention. A form record’s deletion does not automatically delete separate email correspondence.

Technical logs are kept for operational and security needs and reviewed against those purposes. Copies in restricted backups may remain until the backup is rotated; they are not used for routine correspondence. The browser preference described on our cookies page has no automatic expiry and remains until changed or cleared. The separate optional campaign record is limited to the current tab and a 30-minute capture window; any details submitted with an enquiry follow the form-record retention above.

Your right to object

You can object to processing based on our legitimate interests for reasons relating to your situation. Email info@systemaise.co.uk and tell us which use concerns you. We will consider the objection and explain the outcome. This right is separate from changing your website measurement preference.

Your other rights

Depending on the circumstances, you can ask to access your personal information, correct inaccurate information, erase it, restrict its use or receive information in a portable form. These rights have conditions and exceptions; we will explain any that affect your request. We may ask for information needed to confirm your identity before disclosing or changing a record.

Where processing relies on consent, you can withdraw that consent without affecting earlier lawful use. You can change the website measurement preference using Change privacy choice on the cookies page or in the footer. Contact info@systemaise.co.uk for any other privacy request.

Concerns and complaints

Please contact us if you have a concern so we can look into it. You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator. Information on making a complaint is available at ico.org.uk/make-a-complaint/.

Keeping this notice current

Last updated: 11 October 2026. We update this notice when the way we handle website information changes. Any separate project privacy terms should be read alongside this notice where they apply.