Privacy Policy

1. Who we are and how to contact us

Data controller:
Systovate Ltd
Registered in: England and Wales
Company number: 16801827
Registered office: 20 Wenlock Road, London, England, N1 7GU

Contact for privacy queries:
Email: [email protected] (or your preferred contact email)

If you have any questions about this Privacy Policy or how we use your personal information, you can contact us using the details above. (ICO)

2. What information we collect

Because systovate.com is currently a simple informational website (homepage, /about, /links) and does not include user accounts, comments, or online payments, we collect only limited personal information.

2.1 Information you provide to us

You may provide personal information when you choose to contact us, for example by:

• Sending us an email using an address listed on the website
• Messaging us via social media profiles linked from /links

This information may include:

• Name
• Email address or social media handle
• Any other information you choose to include in your message

We ask you not to provide sensitive or special category data (e.g. health, political opinions) in general enquiries.

2.2 Information collected automatically

When you visit systovate.com, our systems and/or hosting provider may automatically collect:

• IP address
• Browser type and version
• Device type and operating system
• Referring website (if any)
• Pages viewed and time spent on pages
• Date and time of access
• Basic error and performance logs

This data is typically collected through standard server logs and similar technologies and is used primarily for security, troubleshooting and basic usage statistics.

3. How we use your information and legal bases

We will only use your personal information when we have a lawful basis to do so under UK GDPR. (ICO)

3.1 Operating and securing our website

• To provide access to the site and ensure it functions correctly
• To monitor and improve performance and usability
• To detect, investigate and prevent security incidents or misuse

Legal basis:

Our legitimate interests in operating a secure, reliable website and understanding how it is used (UK GDPR Article 6(1)(f)).

3.2 Responding to enquiries

• To read and respond to emails or messages you send us
• To keep records of communications where reasonably necessary

Legal basis:

Our legitimate interests in responding to enquiries and managing our relationship with potential and existing business contacts (Article 6(1)(f)).

3.3 Legal and regulatory obligations

• To comply with legal obligations, regulatory requirements or law enforcement requests where applicable

Legal basis:

Compliance with a legal obligation (Article 6(1)(c)).

If we ever rely on consent (for example, for non-essential cookies or optional marketing), we will clearly ask for it and explain how you can withdraw it at any time. (ICO)

4. Cookies and similar technologies

At this stage, systovate.com is intended to use only minimal technologies that are strictly necessary to operate the site (for example, basic security-related or load-balancing cookies set by our hosting provider, if any).

If we introduce analytics or other non-essential cookies in future, we will:

• Update this Privacy Policy and/or provide a separate Cookie Notice
• Implement a consent mechanism where required by law
• Clearly explain what each cookie does and how you can control it

5. Sharing your information

We do not sell your personal information.

We may share your personal information with:

• Service providers: such as website hosting, content delivery networks, or email providers, who act as our processors and only process data on our instructions.
• Professional advisers: such as lawyers or accountants, where reasonably necessary.
• Authorities: law enforcement, regulators or courts where we are legally required to do so or where this is necessary to protect our rights or the rights of others.

Where we use third-party service providers, we ensure appropriate contractual arrangements are in place to protect your personal data, as required by UK GDPR. (GDPR.eu)

6. International data transfers

Our service providers may store or process personal data outside the UK and European Economic Area (EEA), for example in the United States or other countries.

Where this happens, we will ensure that an appropriate safeguard is in place, such as:

• An adequacy decision for the destination country; or
• UK-approved standard contractual clauses or equivalent safeguards. (freeprivacypolicy.com)

You can contact us for more details of the specific safeguards used for any particular transfer.

7. How long we keep your information

We keep personal data only for as long as we reasonably need it for the purposes described in this Privacy Policy, and to meet legal, accounting or reporting requirements. (ICO)

In particular:

• Server logs and basic technical data: typically kept for up to 12 months for security and troubleshooting, unless a longer retention period is required in connection with an incident.
• Email and enquiry records: typically kept for up to 6 years from the last interaction, to respond to follow-up queries and for potential legal claims.

We may keep anonymised or aggregated data (that no longer identifies you) for longer.

8. Your data protection rights

Under data protection law, you have a number of rights in relation to your personal information, subject to certain conditions. (ICO)

These may include:

• Right of access - to obtain confirmation of whether we process your personal data and, if so, to receive a copy.
• Right to rectification - to ask us to correct inaccurate or incomplete personal data.
• Right to erasure - to ask us to delete your personal data in certain circumstances.
• Right to restriction - to ask us to restrict processing of your personal data in certain circumstances.
• Right to object - to object to processing based on our legitimate interests, on grounds relating to your particular situation.
• Right to data portability - to receive certain personal data you have provided to us in a structured, commonly used and machine-readable format and to request that we transmit it to another controller, where technically feasible.
• Right to withdraw consent - where we rely on consent, you can withdraw it at any time (this will not affect processing carried out before withdrawal).

To exercise any of these rights, please contact us using the details in section 1. We may need to verify your identity before responding.

9. Complaints

If you have concerns about how we handle your personal information, we would encourage you to contact us first so we can try to resolve the issue.

You also have the right to make a complaint to the UK data protection regulator:

Information Commissioner's Office (ICO)
Website: https://ico.org.uk
Helpline: 0303 123 1113 (ICO)

10. Children

systovate.com is aimed at business and professional users and is not intended for children. We do not knowingly collect personal data relating to children. If you believe a child has provided us with personal information, please contact us so that we can delete it where appropriate. (GDPR.eu)

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time, for example to reflect changes in our website, services, technology, or applicable law. When we make changes, we will update the "Last updated" date at the top of this page.

We recommend that you review this Privacy Policy periodically to stay informed about how we use your personal information. (GDPR.eu)