Systemised

Privacy Policy

Last updated: 20 July 2026

1. Purpose of this privacy policy

Systemised Ltd respects your privacy and is committed to protecting your personal data.

This privacy policy explains how we collect, use, store and protect your personal data when you:

  • visit systemised.com;
  • contact us;
  • submit an enquiry or application;
  • book a call;
  • subscribe to our communications;
  • purchase or use one of our products or services;
  • access any platform, community, portal, software or resource that we provide; or
  • otherwise interact with Systemised Ltd.

It also explains your privacy rights and how applicable data protection laws protect you.

This website and our services are not intended for children, and we do not knowingly collect personal data relating to children.

2. Important information and who we are

Data controller

Systemised Ltd is the controller responsible for the personal data described in this privacy policy.

Where this policy refers to “Systemised”, “Systemised Ltd”, “we”, “us” or “our”, it means Systemised Ltd.

Contacting us

Questions about this privacy policy, our privacy practices or the personal data we hold about you should be sent to samson@systemised.com or george@systemised.com.

Complaints

You have the right to make a complaint to the Information Commissioner’s Office, the UK supervisory authority for data protection matters.

We would appreciate the opportunity to address your concerns before you contact the ICO, so please contact us first where possible.

3. The personal data we collect

Personal data means information relating to an identified or identifiable individual. It does not include information that has been anonymised so that an individual can no longer be identified.

We may collect, use, store and transfer the following categories of personal data.

Identity data

  • your name;
  • username or account identifier;
  • job title;
  • company name;
  • business type;
  • profile information; and
  • any other identifying information you provide.

Contact data

  • email address;
  • telephone number;
  • business address;
  • billing address;
  • social media username; and
  • other contact information.

Account data

  • login information;
  • encrypted passwords;
  • account preferences;
  • membership information;
  • portal activity; and
  • account status.

Transaction and payment data

  • details of products and services purchased;
  • payment status;
  • billing history;
  • transaction identifiers;
  • subscription information; and
  • limited payment-related information.

Payments may be processed by third-party payment providers. We do not ordinarily store full payment card details ourselves.

Business and service data

This may include information you provide in connection with our services, including:

  • business objectives;
  • revenue or performance information;
  • marketing and sales data;
  • advertising information;
  • client acquisition data;
  • operational information;
  • onboarding responses;
  • call recordings or transcripts;
  • documents and resources you upload;
  • feedback;
  • support requests; and
  • communications with our team.

Technical data

  • internet protocol address;
  • device identifiers;
  • browser type and version;
  • operating system;
  • time zone and location settings;
  • referring website;
  • requested pages;
  • login data;
  • device type; and
  • other technology used to access our website or services.

Usage data

This may include information about how you use:

  • our website;
  • landing pages;
  • client portals;
  • software;
  • online communities;
  • emails;
  • content;
  • products; and
  • services.

Marketing and communications data

  • your marketing preferences;
  • your communication preferences;
  • whether you have opened or interacted with our emails;
  • your responses to marketing campaigns; and
  • records of communications with you.

Content and communications data

  • emails;
  • direct messages;
  • application responses;
  • call notes;
  • video or audio recordings;
  • survey responses;
  • testimonials;
  • reviews;
  • feedback; and
  • other information you choose to provide.

Aggregated data

We may create and use aggregated or statistical data for purposes such as analysing website usage, measuring business performance and improving our services.

Aggregated data may be derived from personal data but will not be treated as personal data where it does not directly or indirectly identify you.

4. How we collect personal data

We collect personal data through the following methods.

Information you provide directly

You may provide personal data when you:

  • complete a form;
  • book a consultation or sales call;
  • register for an account;
  • purchase a product or service;
  • communicate with us;
  • join a community or portal;
  • attend a call, workshop or event;
  • complete an onboarding process;
  • submit a support request;
  • respond to a survey;
  • provide a testimonial or review; or
  • apply to work with or for us.

Automated technologies

When you interact with our website, software or digital services, we may automatically collect technical and usage data using:

  • cookies;
  • tracking pixels;
  • server logs;
  • analytics technologies;
  • advertising technologies; and
  • similar tools.

Third parties and publicly available sources

We may receive personal data from third parties, including:

  • payment processors;
  • analytics providers;
  • advertising platforms;
  • customer relationship management providers;
  • scheduling platforms;
  • email and communication providers;
  • automation platforms;
  • social media platforms;
  • referral partners;
  • business partners;
  • lead-generation providers; and
  • publicly available sources.

Where we receive personal data from another source, we will process it in accordance with applicable data protection laws.

5. How we use your personal data

We will only use your personal data where permitted by law.

We may use your personal data to:

  • create and manage your account;
  • respond to enquiries;
  • assess whether our services are suitable for you;
  • arrange and conduct calls or meetings;
  • process purchases, subscriptions and payments;
  • provide our products and services;
  • deliver consulting, coaching, implementation or support;
  • provide access to portals, communities, content, software and resources;
  • personalise your experience;
  • manage our relationship with you;
  • provide customer service and technical support;
  • monitor service usage and performance;
  • improve our website, products and services;
  • develop and test new products, systems and features;
  • communicate service updates;
  • send marketing communications where permitted;
  • measure the effectiveness of our advertising;
  • understand customer behaviour;
  • prevent fraud, misuse and security incidents;
  • maintain business and accounting records;
  • recover amounts owed to us;
  • enforce our agreements and legal rights;
  • comply with legal and regulatory obligations; and
  • protect our business, customers, users and third parties.

6. Our lawful bases for processing

Depending on the circumstances, we rely on one or more of the following lawful bases.

Performance of a contract

We may process personal data where necessary to:

  • provide a product or service you have purchased;
  • take steps at your request before entering into a contract;
  • manage your account;
  • process payments;
  • deliver support; or
  • fulfil our contractual obligations.

Legitimate interests

We may process personal data where necessary for our legitimate business interests, provided those interests do not override your rights and freedoms.

Our legitimate interests may include:

  • operating and growing our business;
  • responding to business enquiries;
  • improving our services;
  • understanding how our services are used;
  • managing customer relationships;
  • maintaining network and information security;
  • preventing fraud and misuse;
  • recovering debts;
  • measuring marketing effectiveness;
  • promoting relevant services to existing or prospective business customers; and
  • protecting our legal and commercial interests.

Consent

We may rely on your consent where required, including for certain forms of:

  • email marketing;
  • non-essential cookies;
  • testimonials;
  • recordings; or
  • other optional processing.

You may withdraw your consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before the withdrawal.

Legal obligation

We may process personal data where necessary to comply with a legal or regulatory obligation, including obligations relating to:

  • taxation;
  • accounting;
  • fraud prevention;
  • law enforcement;
  • court orders; and
  • regulatory requirements.

Protection of vital interests

In exceptional circumstances, we may process personal data where necessary to protect someone’s life or physical safety.

7. Marketing communications

We may use your identity, contact, technical, usage and profile data to understand which products, services and offers may be relevant to you.

You may receive marketing communications from us where:

  • you have requested information from us;
  • you have purchased a product or service from us;
  • you have provided your consent;
  • you have otherwise engaged with our business and applicable law permits us to contact you; or
  • we have another lawful basis for doing so.

You may ask us to stop sending marketing communications at any time by:

Opting out of marketing communications will not prevent us from sending service-related or transactional communications, such as:

  • payment confirmations;
  • account notices;
  • contractual communications;
  • important service updates; or
  • responses to support requests.

8. Third-party marketing

We will obtain your express consent before sharing your personal data with an unrelated third party for that third party’s own direct marketing purposes where consent is required by law.

We may use advertising platforms to display relevant advertisements or create advertising audiences. Where this involves personal data, we will do so in accordance with applicable law and the relevant platform’s privacy terms.

9. Cookies and tracking technologies

Our website may use cookies and similar technologies to:

  • operate the website;
  • remember preferences;
  • maintain security;
  • understand website usage;
  • analyse traffic;
  • measure advertising performance;
  • personalise content; and
  • support marketing activities.

Some cookies are essential for the website to function. Other cookies, such as analytics or advertising cookies, may require your consent.

You can control cookies through:

  • our cookie consent tool, where available; and
  • your browser settings.

Disabling certain cookies may affect the availability or functionality of parts of the website.

Further information may be provided in a separate cookie policy or cookie notice displayed on our website.

10. Sharing your personal data

We may share personal data with trusted third parties where reasonably necessary for the purposes described in this policy.

These third parties may include:

  • website hosting providers;
  • cloud storage providers;
  • customer relationship management providers;
  • payment processors;
  • accounting and finance providers;
  • email and communication providers;
  • scheduling providers;
  • analytics providers;
  • advertising platforms;
  • automation and integration providers;
  • video conferencing and recording providers;
  • community and learning-platform providers;
  • professional advisers, including lawyers and accountants;
  • contractors and service providers;
  • business partners;
  • prospective purchasers or investors; and
  • regulators, courts, law enforcement agencies or public authorities.

We require service providers that process personal data on our behalf to protect it and only use it for the agreed purposes.

We do not rent or sell your personal data to third parties.

We may share anonymised or aggregated information that does not identify you.

11. Disclosures required by law

We may disclose personal data where reasonably necessary to:

  • comply with a legal obligation;
  • respond to a court order or lawful request;
  • protect and defend our legal rights or property;
  • protect the rights, property or safety of our customers or others;
  • prevent or investigate fraud, misuse or illegal activity;
  • enforce our contracts; or
  • protect against serious harm.

12. International transfers

Some of our service providers may be based outside the United Kingdom or may process personal data in other countries.

Where personal data is transferred outside the UK, we will take reasonable steps to ensure that an appropriate level of protection is applied.

Depending on the destination and circumstances, these safeguards may include:

  • transferring data to a country recognised as providing an adequate level of protection;
  • using approved contractual protections, including international data transfer agreements or approved addenda;
  • implementing additional technical or organisational safeguards; or
  • relying on another lawful transfer mechanism.

You may contact us for further information about the safeguards used for international transfers.

13. Data security

We use reasonable technical and organisational measures designed to protect personal data against:

  • unauthorised access;
  • accidental loss;
  • misuse;
  • alteration;
  • disclosure; and
  • destruction.

These measures may include:

  • access controls;
  • password protection;
  • encryption where appropriate;
  • secure hosting;
  • staff and contractor confidentiality obligations;
  • limited access based on business need;
  • monitoring and backup procedures; and
  • security procedures for suspected data incidents.

No method of transmission or storage is completely secure. We cannot guarantee absolute security, but we take reasonable steps to protect the personal data under our control.

You are responsible for keeping your login details and passwords secure and for controlling access to your devices and email accounts.

14. Data retention

We retain personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, reporting and contractual requirements.

When deciding how long to retain data, we consider:

  • the amount and nature of the data;
  • the sensitivity of the data;
  • the risk of harm from unauthorised use or disclosure;
  • the purpose for which the data is processed;
  • whether the purpose can be achieved through other means;
  • applicable legal requirements;
  • contractual limitation periods; and
  • our legitimate business needs.

For example:

  • transaction and accounting records may generally be retained for at least six years where required for tax and accounting purposes;
  • enquiry and marketing data may be retained while we reasonably believe our services may remain relevant, unless you opt out;
  • account information may be retained for the duration of the account and for a reasonable period afterwards;
  • call recordings and transcripts may be retained for training, quality assurance, contractual or record-keeping purposes; and
  • information may remain in secure backups for a limited period after deletion from active systems.

We may anonymise personal data so it can no longer identify you. We may use anonymised information indefinitely for research, analytics and business purposes.

15. Account closure and deletion

You may request that your account be closed or that eligible personal data be deleted by contacting samson@systemised.com or george@systemised.com.

We may need to retain certain information following account closure where necessary to:

  • comply with legal obligations;
  • resolve disputes;
  • prevent fraud;
  • enforce agreements;
  • maintain financial records; or
  • protect our legal rights.

16. Children’s privacy

Our website, products and services are not directed at children under the age of 16.

We do not knowingly collect personal data from anyone under the age of 16.

If we become aware that we have collected personal data from a child without an appropriate lawful basis, we will take reasonable steps to delete it.

Please contact us if you believe we may hold personal data relating to a child.

17. Third-party websites and services

Our website, products or services may contain links to third-party websites, applications or services.

We do not control those third parties and are not responsible for their privacy practices, security or content.

When you follow a third-party link or authorise a third-party service to access your information, that third party’s own terms and privacy policy will apply.

We encourage you to review the privacy policy of every third-party website or service you use.

18. Automated decision-making

We do not ordinarily make decisions that produce legal or similarly significant effects about you solely through automated processing.

We may use automation to:

  • organise enquiries;
  • personalise communications;
  • analyse website activity;
  • score or categorise leads;
  • recommend content;
  • measure marketing performance; or
  • improve our services.

Where applicable law gives you rights in relation to automated decision-making or profiling, you may contact us to request further information or human review.

19. Your data protection rights

Depending on the circumstances and lawful basis for processing, you may have the following rights.

Right to be informed

You have the right to receive clear information about how your personal data is collected and used.

Right of access

You may request access to the personal data we hold about you and certain information about how it is processed.

Right to rectification

You may request that inaccurate or incomplete personal data be corrected.

Right to erasure

You may request deletion of your personal data in certain circumstances.

This right is not absolute, and we may retain information where we have a lawful reason to do so.

Right to restrict processing

You may request that we restrict the processing of your personal data in certain circumstances.

Right to data portability

Where applicable, you may request that certain personal data be provided to you or transferred to another organisation in a structured, commonly used and machine-readable format.

Right to object

You may object to processing based on legitimate interests in certain circumstances.

You have an absolute right to object to your personal data being used for direct marketing.

Right to withdraw consent

Where processing is based on consent, you may withdraw that consent at any time.

Rights relating to automated decision-making

Where applicable, you may have rights concerning decisions made solely through automated processing that have legal or similarly significant effects.

Right to complain

You may lodge a complaint with the Information Commissioner’s Office or another relevant supervisory authority.

20. Exercising your rights

To exercise any of your rights, contact samson@systemised.com or george@systemised.com.

You will not normally be required to pay a fee.

However, we may charge a reasonable fee or refuse to act where a request is clearly unfounded, repetitive or excessive, as permitted by law.

We may request information to verify your identity before responding. This helps ensure personal data is not disclosed to someone who is not authorised to receive it.

We aim to respond to valid requests within the timeframe required by applicable law. In some circumstances, we may need additional time and will notify you where permitted.

21. Change of purpose

We will only use personal data for the purposes for which it was collected unless we reasonably determine that another use is compatible with the original purpose.

If we need to use personal data for an unrelated purpose, we will notify you and explain the lawful basis that permits the new use, unless the law allows or requires us to process it without notification.

22. Changes to this privacy policy

We may update this privacy policy from time to time to reflect:

  • changes to our services;
  • changes to our business;
  • changes to the third parties we use;
  • changes to our data-processing practices; or
  • changes to legal or regulatory requirements.

The current version will be published on systemised.com with an updated revision date.

Where appropriate, we may notify you of material changes by email, through our website or through our services.

23. Contact us

Questions about this privacy policy or our handling of your personal data should be sent to:

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