Privacy Policy

This Privacy Policy explains how Gareth's Systems (“we”, “us”, “our”) collects, uses, and protects personal data when you visit our site or use this service to learn about our technology and systems solutions. We are committed to handling personal data responsibly and in accordance with applicable data protection laws, including the UK GDPR and the EU General Data Protection Regulation (GDPR), as applicable.

Who we are

Gareth's Systems
The Old Marlborough Road,
North Tidworth, Wiltshire,
SP9 7BB,
United Kingdom

What this policy covers

This policy covers personal data we process in connection with:

• your interactions with our site (for example, when you browse pages);
• enquiries you submit via forms or other contact features on our site;
• business communications related to potential or existing clients; and
• supporting activities required to deliver technology and systems solutions.

Key principles

We process personal data lawfully, fairly, and transparently. We keep personal data only for as long as necessary for the purposes described in this policy, and we take appropriate technical and organisational measures to protect it.

The personal data we collect

Depending on how you interact with our site and this service, we may collect the following categories of personal data:

Personal data you provide to us

• Contact and enquiry details: such as name, job title (if provided), company name, email address, telephone number (if provided), and the contents of messages you send to us.
• Client and business relationship data: such as details about your business needs, your preferences, and communications relevant to evaluating and delivering solutions.
• Credentials and onboarding data (where applicable): such as user identifiers for systems access during delivery or support, if required for the engagement.

Personal data we collect automatically

• Device and usage information: for example, IP address, browser type, pages viewed, referring/exit pages, approximate location derived from IP, and access times.
• Log data: information generated by servers when you use our site.
• Cookies and similar technologies: we may use cookies to operate the site and to understand how it is used (see “Cookies” below).

Personal data from other sources (where permitted)

In limited circumstances, we may receive personal data from partners, professional networks, or other third parties to the extent this is necessary for business development or to comply with legal obligations. We will only use such personal data in accordance with applicable law.

How we use personal data

We use personal data for the purposes below, which may involve one or more lawful bases depending on the situation.

To respond to enquiries and communicate with you

We use your contact details and message content to respond to your enquiries, provide information about our services, and arrange discussions.

To provide and manage technology and systems solutions

• to plan, deliver, and maintain solutions for clients;
• to communicate about project progress, support requests, and service-related matters;
• to manage contracts, invoices, and administrative activities; and
• to ensure secure operation of systems and services.

To improve our site and services

• to understand how visitors use our site and improve content and functionality;
• to diagnose technical issues and maintain system performance; and
• to protect the security and integrity of our online platform.

To comply with legal obligations

We use personal data to meet regulatory requirements, respond to lawful requests, and protect rights and interests where required by law.

For legitimate business interests

Where appropriate and balanced against your rights, we may use personal data for legitimate interests such as fraud prevention, internal reporting, and ensuring that our services are marketed and delivered effectively.

Lawful bases for processing (UK GDPR / GDPR)

We rely on the following lawful bases where applicable:

• Contract: processing necessary to take steps prior to entering into a contract with you or to perform a contract.
• Legitimate interests: processing necessary for our business operations, such as improving services and securing our site, provided this does not override your rights.
• Legal obligation: processing required to comply with laws and regulations.
• Consent: processing where you have given clear consent (for example, for certain cookie settings beyond strictly necessary cookies). You can withdraw consent at any time where consent is used.

Cookies

Our site may use cookies and similar technologies to operate the site, enable certain features, and understand usage patterns. Cookies may be first-party (set by us) or third-party (set by service providers).

If our site uses cookies that require consent under applicable law, we will request and manage your cookie preferences. You can typically adjust your browser settings to refuse cookies, though this may affect functionality.

How we share personal data

We may share personal data with the following categories of recipients, as needed to fulfil the purposes described in this policy:

• Service providers and processors: technology, hosting, analytics, customer relationship management, and security providers that process data on our instructions.
• Professional advisers: legal, accounting, and auditing services where necessary for business purposes or legal compliance.
• Business partners: where collaboration is required to deliver solutions (for example, technology providers). Any sharing will be limited to what is necessary.
• Authorities: law enforcement or regulators when required by law or to protect our rights and users.

We do not sell your personal data. We only disclose personal data where it is necessary for the purposes described in this policy and in accordance with law.

International data transfers

We may use service providers that process personal data outside the UK and/or the EEA/Europe. Where this occurs, we apply appropriate safeguards designed to ensure an adequate level of protection in line with applicable data transfer rules, such as Standard Contractual Clauses (or equivalent mechanisms where required).

Data retention

We keep personal data only for as long as necessary for the purposes set out in this policy, including to satisfy legal, accounting, and reporting obligations. Retention periods vary depending on the nature of the data, the purpose of processing, and whether you are an active or former client or prospective client.

When we no longer need personal data, we take steps to delete, anonymise, or securely dispose of it.

Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. No method of transmission over the internet or method of electronic storage is completely secure, but we work to reduce risk and to respond to potential security incidents.

Children’s privacy

Our site and this service are intended for business users and are not directed to children. We do not knowingly collect personal data from children. If you believe a child has provided personal data to us, please contact us via our physical address listed above so we can investigate and take appropriate action.

Your rights

Depending on your location and the applicable data protection regime, you may have rights regarding your personal data, including:

• Right of access: to request confirmation of whether we process your personal data and access to it.
• Right to rectification: to request correction of inaccurate or incomplete personal data.
• Right to erasure: to request deletion of personal data in certain circumstances.
• Right to restriction: to request restriction of processing in certain circumstances.
• Right to object: to object to processing based on legitimate interests or direct marketing (where applicable).
• Right to data portability: to receive certain personal data in a structured, commonly used format, and to transmit it to another controller where applicable.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time (without affecting the lawfulness of processing before withdrawal).
• Right to lodge a complaint: with a supervisory authority.

To exercise these rights, you can write to us at the physical address shown in the “Who we are” section. We may need to verify your identity before responding.

Right to complain

If you believe our processing of your personal data infringes data protection law, you have the right to lodge a complaint with the relevant supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO).

Automated decision-making

We do not use personal data to make decisions solely by automated means that have legal or similarly significant effects on you, unless we notify you and provide information required by law in such cases.

Business communications and marketing

Where we communicate with you for marketing or promotional purposes, we will do so in accordance with applicable marketing laws. If you no longer want to receive certain communications, you can contact us at the physical address listed above so we can update your preferences.

Third-party links

Our site may include links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing any personal data.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we update the policy, we will make the updated version available on our site.

Contact us

If you have questions about this Privacy Policy or how we handle personal data, write to:

Gareth's Systems
The Old Marlborough Road,
North Tidworth, Wiltshire,
SP9 7BB,
United Kingdom