Privacy policy
Version 1.4. Last reviewed 22 September 2026. This notice explains what personal data Systemwork CS Ltd collects through this website and in the course of business, why, and what your rights are.
Who we are
Systemwork CS Ltd (trading as Systemwork) is registered in England and Wales, company number 07359773, at Platform, New Station Street, Leeds LS1 4JB. We are the data controller for the personal data described in this notice. Our Data Protection Officer can be contacted at info@system-work.co.uk or by post at the address above. We are registered with the Information Commissioner's Office, registration number ZC104116.
What we collect and why
Enquiries through this website
When you complete the contact form we collect your name, company, work email address, phone number if you give it, your team size, when your current IT agreement ends, and anything you write in the message box. We also record how you arrived at the site, such as the search term or advert you clicked, so we can understand which of our marketing works. We use this information to respond to your enquiry, arrange your free audit and, if you become a client, to set up your account. The lawful basis is our legitimate interest in responding to business enquiries, and, where you ask us to, taking steps before entering into a contract.
Business-to-business marketing
We may contact people in their business role at organisations we believe could benefit from our services, using publicly available business contact details. We do this on the basis of legitimate interest and in line with the Privacy and Electronic Communications Regulations. Every message includes a simple way to opt out, and we honour opt-outs immediately. We do not send marketing to sole traders or partnerships without consent.
Website analytics and advertising
Clients and suppliers
If you are a client, we hold the contact details of your staff and the technical information needed to deliver the services in your contract. This is processed under the contract and under our legitimate interest in running the service. Client data we process on your behalf is covered by the data processing terms in your agreement.
Who we share it with
We use trusted suppliers to run our business, including hosting, email, our customer relationship system and analytics providers. They act on our instructions under written contracts. We do not sell personal data. Some suppliers store data outside the UK; where they do, transfers are protected by the UK International Data Transfer Agreement or an adequacy decision.
How long we keep it
Enquiries that do not lead to a contract are kept for 24 months and then deleted. Client records are kept for the length of the contract and for six years afterwards to meet our legal and accounting obligations. Marketing contact records are kept until you opt out, or for 24 months without engagement, whichever is sooner.
Your rights
You have the right to ask for a copy of the personal data we hold about you, to have it corrected or deleted, to object to or restrict how we use it, and to withdraw consent where we rely on it. To exercise any of these, email info@system-work.co.uk. We respond within one month. If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Security
We apply the same security controls to our own systems that we implement for clients, including access control, encryption, monitoring and staff training. No system is perfectly secure, and if a breach affecting your data ever occurred we would tell you and the ICO as the law requires.
Changes
We review this notice at least annually and whenever our processing changes. The version and review date at the top tell you which version you are reading.