Privacy notice
This privacy notice explains how SystemSIP collects, uses, stores, and protects personal information when you visit this website, contact us, or engage us in connection with advisory, audit, supervision, and lifecycle assurance services.
Who this notice applies to
This notice applies to prospective clients, client representatives, website visitors, suppliers, and other individuals whose personal information we handle in the ordinary course of operating SystemSIP.
Information we collect
We may collect:
- Contact details such as name, email address, phone number, company, and job title
- Inquiry information you submit through forms, email, or calls, including your project requirements, timing, and indicative budget
- Commercial and engagement information needed to scope, deliver, support, and manage services
- Technical information such as IP address, browser type, device data, and basic website usage analytics
- Records of correspondence, meetings, proposals, contracts, and support interactions
How we use personal information
We use personal information to:
- Respond to inquiries and assess whether our services are a fit
- Prepare proposals, statements of work, and commercial documentation
- Deliver audits, architecture reviews, governance support, and ongoing lifecycle services
- Manage client relationships, support requests, billing, and service operations
- Maintain security, detect abuse, and protect this website and our systems
- Comply with legal, regulatory, contractual, and professional obligations
- Improve our website, messaging, and service delivery
Legal bases for processing
Where UK GDPR or similar laws apply, we rely on one or more of the following legal bases:
- Taking steps at your request before entering into a contract
- Performing a contract with you or your organisation
- Our legitimate interests in operating, securing, and improving our business, provided those interests are not overridden by your rights
- Compliance with legal obligations
- Consent, where we specifically ask for it
How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose it was collected, including to respond to inquiries, deliver services, manage records, resolve disputes, enforce agreements, and comply with legal or tax obligations.
Inquiry data that does not lead to an engagement is typically retained for a limited period unless a longer retention period is justified for business, legal, or security reasons.
How we share information
We do not sell personal information. We may share it with trusted service providers and processors who support website hosting, analytics, form handling, email delivery, document storage, CRM, payments, and professional operations, but only where reasonably necessary and subject to appropriate safeguards.
We may also disclose information where required to comply with law, protect rights and security, or support corporate, legal, or regulatory processes.
International transfers
Some suppliers or technical systems may process data outside the UK or your home jurisdiction. Where that happens, we take reasonable steps to ensure appropriate safeguards are in place, such as contractual protections or the use of providers with recognised compliance commitments.
Security
We take reasonable technical and organisational measures to protect personal information against accidental or unlawful loss, misuse, unauthorised access, disclosure, alteration, or destruction. No system is completely secure, but security is a core part of how we operate and deliver services.
Cookies and analytics
This website may use limited cookies or similar technologies for core functionality, performance measurement, and security. Where analytics are enabled, they are used to understand aggregate website usage and improve site performance and content effectiveness.
Your rights
Depending on the law that applies to you, you may have rights to request access to your personal information, ask for correction or deletion, object to certain processing, request restriction, withdraw consent where consent is the basis, or ask for data portability.
You may also have the right to complain to a relevant supervisory authority if you believe your information has been handled unlawfully.
Third-party content and client data
Where we work with clients on live systems, infrastructure, or AI-enabled products, we may process limited client or business contact information as part of service delivery. The client remains responsible for its own end-user privacy obligations unless otherwise agreed in writing.
Contact
If you have a privacy question or would like to exercise your rights, contact hello@systemsip.com.
Updates to this notice
We may update this notice from time to time to reflect changes in our services, practices, suppliers, legal obligations, or website functionality. The latest version published on this page will apply.