Privacy Policy

Systemizer Ltd ("Systemizer", "we", "us", "our") is committed to protecting your personal data. This Privacy Policy explains what information we collect when you visit systemizer.co.uk, how we use it, and your rights under UK data protection law. Systemizer Ltd is registered in England and Wales, Company No. 11000216. We are the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. What data we collect

Contact form data

When you submit an enquiry through our contact form, we collect: your name, organisation name, email address, phone number (if provided), the service type you have selected, and the content of your message. This data is collected on the basis of legitimate interests — specifically, to respond to your enquiry — and, where a contractual relationship follows, on the basis of contract performance.

Booking data

When you book a consultation through our Microsoft 365 Bookings integration, your booking information — including your name, email address, and selected appointment time — is processed by Microsoft Corporation as a data processor on our behalf. Microsoft's own privacy policy applies to the processing of that data on their platform.

Cookies and analytics data

When you browse our website, we collect data about your visit through cookies and third-party analytics tools. This includes pages visited, time spent on site, device type, browser, and approximate location derived from IP address. This data is collected on the basis of your consent, which you may withdraw at any time. See Section 4 for details.

Server log data

Our hosting infrastructure automatically logs certain technical data including IP addresses, request timestamps, and HTTP response codes. This data is retained for security and operational purposes and is not used for marketing or profiling.

2. How we use your data

We use the data we collect for the following purposes:

• •To respond to enquiries submitted through our contact form
• •To confirm, manage, and conduct consultation bookings
• •To understand how visitors use our website and improve its content and performance
• •To maintain the security and integrity of our systems
• •To comply with legal obligations where applicable

We do not use your personal data for automated decision-making or profiling. We do not sell your data to third parties. We do not use your data for unsolicited marketing communications.

3. Who we share data with

We share data only with the following third parties, each acting as a data processor:

Microsoft Corporation

We use Microsoft 365 Bookings to manage consultation appointments. Booking data is processed and stored on Microsoft's infrastructure. Microsoft is certified under the EU-US Data Privacy Framework and maintains appropriate safeguards for international data transfers. For more information, see Microsoft's privacy documentation at microsoft.com/privacy.

Google LLC

We use Google Analytics to collect aggregated, anonymised data about website usage. Google Analytics uses cookies to track user behaviour across sessions. IP anonymisation is enabled. Google is certified under the EU-US Data Privacy Framework. For more information, see Google's privacy documentation at policies.google.com.

Microsoft Corporation (Clarity)

We use Microsoft Clarity to understand user behaviour on our website through session recordings and heatmaps. Clarity collects data in accordance with Microsoft's privacy policy. You can opt out of Clarity data collection at clarity.microsoft.com/opt-out.

We do not transfer your personal data outside the United Kingdom except as described above, and only where appropriate safeguards are in place.

4. Cookies

We use the following categories of cookies on systemizer.co.uk:

Strictly necessary cookies

Required for the website to function. These cannot be disabled. They do not collect personal data for marketing purposes.

Analytics cookies

Used by Google Analytics and Microsoft Clarity to collect information about how you use our website. These cookies are only set with your consent. You may withdraw consent at any time by adjusting your cookie preferences.

Functional cookies

Used by the Microsoft 365 Bookings integration to enable the booking calendar to operate correctly within our website.

You can manage your cookie preferences at any time by clicking the cookie settings link in the footer of this website. You can also control cookies through your browser settings. Note that disabling certain cookies may affect the functionality of parts of this site.

5. Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected:

• •Contact form submissions are retained for 24 months from the date of submission, or for the duration of any resulting client engagement plus 6 years in accordance with standard contractual limitation periods.
• •Booking data is retained within Microsoft 365 Bookings for 12 months following the appointment date.
• •Analytics data (Google Analytics, Microsoft Clarity) is retained in accordance with the respective platform's default retention settings and is not linked to identifiable individuals.
• •Server log data is retained for 90 days.

6. Your rights under UK GDPR

You have the following rights in relation to your personal data:

• •Right of access — You may request a copy of the personal data we hold about you.
• •Right to rectification — You may ask us to correct inaccurate or incomplete data.
• •Right to erasure — You may ask us to delete your data where there is no compelling reason for its continued processing.
• •Right to restriction — You may ask us to restrict processing of your data in certain circumstances.
• •Right to data portability — You may request your data in a structured, machine-readable format where processing is based on consent or contract.
• •Right to object — You may object to processing based on legitimate interests.
• •Right to withdraw consent — Where processing is based on consent (including analytics cookies), you may withdraw that consent at any time.

To exercise any of these rights, contact us at info@systemizer.co.uk. We will respond within one calendar month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has been handled unlawfully.

7. Contact

For any questions about this Privacy Policy or how we handle your data: