Privacy policy
What we collect when you use this website or get in touch, why we collect it, and what you can ask us to do with it.
The short version
- We only collect what you give us when you get in touch, plus the basic technical details any website receives.
- We use it to reply to you and to run the website. We do not sell it, and we will not add you to a mailing list.
- You can ask to see it, correct it or have it deleted at any time.
Who we are
This website is run by IT System Integrators Ltd (“ITSI”, “we”, “us”). We are the controller of the personal data described in this policy.
- Registered in England and Wales, company number 08940059
- Registered office: 12 Parmiter Close, Aylesbury, Buckinghamshire, HP19 8GS
- Office: 7 Station Approach, Wendover, Buckinghamshire, HP22 6BN
- Information Commissioner’s Office registration number: ZA177928
We are not required to appoint a Data Protection Officer. Questions about this policy or your personal data go to hello@itsystemintegrators.co.uk, by phone on 01296 344874, or by post to the registered office above.
To confirm: ICO registration ZA177928 (taken from the 2018 privacy notice) is still current
What this policy covers
This policy covers people who visit itsystemintegrators.co.uk, contact us through it, or contact us by email, phone or live chat about our services.
It does not cover the data we handle for clients as part of the Standard ERP, hosting and support services we provide. In that work we usually act as a processor on our client’s behalf, and the contract with that client sets out how the data is handled.
What we collect
Information you give us
- Enquiry and demo forms: your name, company, email address, phone number if you give it, what your enquiry is about and your message.
- Live chat: your name, email address and what you write in the chat.
- Email and phone: whatever you choose to send us or tell us.
Please don’t send us sensitive information, such as health details, through the website. We don’t need it to answer an enquiry.
Information collected automatically
- Server logs: like every website, ours receives your IP address, browser type, the pages you request and the time of each request. Our hosting provider records these to deliver the site and keep it secure.
- Fonts: the site’s typefaces are loaded from Google Fonts, which means Google receives your IP address when a page loads. Google Fonts does not set cookies.
- Live chat: the chat service records technical details such as your IP address, browser and the page you were on, so the chat works and can be continued.
- Site search: search runs entirely in your browser. What you type is not sent to us.
For what this site stores in your browser, see our cookie policy.
Add a line here for the analytics tool once it is chosen (GA4 or a cookieless tool such as Plausible). Today the site runs no analytics
Why we use it
Data protection law requires us to have a lawful basis for each use of your data. Ours are:
| What we do | Data used | Lawful basis |
|---|---|---|
| Reply to your enquiry, arrange a demo or a call | Form, chat, email and phone details | Legitimate interests: answering people who ask us about our services. Where you are asking about becoming a client, also steps taken at your request before a contract |
| Provide support to existing clients who contact us | Contact details and the support request | Contract: our agreement with your organisation |
| Run, secure and fix the website | Server logs and technical data | Legitimate interests: keeping the site working and protecting it from misuse |
| Keep business and financial records | Correspondence and records of work agreed | Legal obligation, for example tax and accounting rules |
We do not use your data for automated decision-making or profiling, and we do not send marketing emails to people who have only made an enquiry. If that ever changes we will ask you first.
Who we share it with
We do not sell your personal data. We share it only with the service providers that run parts of our business for us, under contracts that require them to protect it and use it only on our instructions:
- Email provider - where enquiries arrive and are stored
- HansaWorld - Standard ERP, our own business system, which holds customer and contact details
- Sevalla - website hosting
- tawk.to - live chat
- Google - web fonts
We may also share data with our professional advisers, such as accountants and lawyers; with police, regulators or courts where the law requires it; and with a buyer if our business is ever sold, in which case this policy would continue to apply.
We work alongside an associated company, E-Commerce Strategies (ECS). It is separately owned, and we only pass your details to it if you have asked us to or agreed to it.
To confirm before launch: the email provider, the form handler, whether tawk.to goes live, Cloudflare if Turnstile is used for spam protection, and the analytics tool. The 2018 notice also listed Zoho Desk, Jira, Confluence, Slack and LastPass for client work - that belongs in client contracts, not here, unless website enquiries reach them
Transfers outside the UK
Some of our providers store or process data outside the UK. Where they do, we make sure the transfer is protected, either because the destination is covered by UK adequacy regulations or because the provider has signed the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for details of the safeguard that applies.
To confirm: the Sevalla data-centre region chosen for the site, where tawk.to stores chat data, and the transfer terms in each provider’s data processing agreement
How long we keep it
| Data | How long |
|---|---|
| Enquiries that do not lead to work together | 2 years from our last contact, then deleted |
| Live chat transcripts | 12 months |
| Client correspondence and records | 6 years after our contract ends, to meet legal and tax obligations |
| Website server logs | Kept by our hosting provider for a short period for security, then deleted |
These periods are proposed defaults. Check they match what actually happens in the mailbox, CRM and tawk.to, and set the tawk.to retention to match
Keeping it safe
The website is served only over an encrypted (HTTPS) connection. Access to enquiries and client records is limited to the people at ITSI who need it, using accounts protected by multi-factor authentication. ITSI holds Cyber Essentials certification.
Confirm the multi-factor authentication statement, and that Cyber Essentials is current, before publishing
Your rights
You have the right to:
- see the personal data we hold about you and get a copy of it
- correct anything that is wrong or incomplete
- ask us to delete it, where we no longer have a good reason to keep it
- object to us using it on the basis of legitimate interests, or ask us to restrict how we use it
- receive it in a portable format, where that applies
- withdraw your consent at any time, where we rely on consent
To use any of these, email hello@itsystemintegrators.co.uk. It is free, and we will reply within one month. We may need to confirm who you are before we act on a request.
Complaints
If you are unhappy with how we have handled your data, please tell us first and we will try to put it right. You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection: visit ico.org.uk/make-a-complaint or call 0303 123 1113.
Changes to this policy
We will update this policy when the way we use personal data changes, and the date at the top of the page will always show when it was last revised. This website is not aimed at children, and we do not knowingly collect data from anyone under 16.