Privacy Policy

1. Who we are

Systamize is an AI, automation, and consulting business helping companies work smarter through intelligent systems. When we refer to "Systamize", "we", "us", or "our" in this policy, we mean the Systamize entity responsible for processing your personal data.

For questions about this policy or your data, please contact us.

2. Information we collect

Information you provide directly

• Name and email address (when you book a call, subscribe, or contact us)
• Company name and role (when you enquire about our services)
• Any other information you share with us via forms, email, or during consultations

Information collected automatically

• Device and browser information (type, operating system, screen resolution)
• IP address and approximate location
• Pages visited, time spent, and interaction data on our website
• Referral source (how you found us)

Information we do not collect

We do not knowingly collect personal data from children under 16. We do not collect sensitive personal data such as health information, religious beliefs, or biometric data.

3. How we use your information

We use the information we collect to:

• Respond to your enquiries and provide our consulting, AI, and automation services
• Send you the resources you've requested (e.g. our AI Automation Checklist)
• Schedule and manage discovery calls and client meetings
• Improve our website, services, and user experience
• Send occasional updates about our services (only with your consent, and you can unsubscribe at any time)
• Comply with legal obligations

4. Legal basis for processing

We process your personal data under the following legal bases as defined by the UK GDPR and EU GDPR:

• Consent — when you subscribe to our mailing list or opt in to marketing communications
• Contractual necessity — when processing is needed to deliver our services to you
• Legitimate interests — to improve our website and services, and to respond to enquiries, provided this does not override your rights
• Legal obligation — when we are required to process data by law

5. How we share your data

We do not sell, rent, or trade your personal data. We may share data with:

• Service providers — trusted third parties that help us operate (e.g. email platforms, scheduling tools, analytics). These providers are contractually obligated to protect your data.
• Legal authorities — if required by law, regulation, or legal process

We will never share your data with third parties for their own marketing purposes.

6. Data storage & security

Your data is stored securely using industry-standard measures including encryption in transit and at rest. We use reputable, GDPR-compliant service providers for data storage and processing.

While no method of transmission over the internet is 100% secure, we take all reasonable steps to protect your personal information from unauthorised access, alteration, disclosure, or destruction.

Your data will never be used to train AI models.

7. Data retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law.

• Enquiry data — retained for up to 24 months after your last interaction
• Client data — retained for the duration of our engagement plus 6 years (to comply with UK legal requirements)
• Marketing subscribers — retained until you unsubscribe, after which your data is deleted within 30 days
• Analytics data — anonymised and aggregated; not linked to identifiable individuals

8. Your rights

Under the UK GDPR and EU GDPR, you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct any inaccurate or incomplete data
• Erasure — request that we delete your personal data ("right to be forgotten")
• Restriction — ask us to limit how we process your data
• Portability — request your data in a structured, machine-readable format
• Object — object to processing based on legitimate interests or for marketing purposes
• Withdraw consent — where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, contact us. We will respond within 30 days.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been handled unlawfully.

9. Cookies

Our website uses cookies to improve your experience and help us understand how visitors use our site. Cookies are small text files stored on your device.

Essential cookies

Required for the website to function properly. These cannot be disabled.

Analytics cookies

Help us understand traffic patterns and improve our site. These are only set with your consent.

Marketing cookies

Used to measure the effectiveness of our marketing campaigns. These are only set with your consent.

You can manage your cookie preferences at any time through your browser settings. Disabling certain cookies may affect your experience on our website.

10. Third-party links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices or content of these external sites. We encourage you to read their privacy policies before providing any personal information.

11. Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

12. Contact us

If you have any questions about this privacy policy or how we handle your data, please get in touch: