PRIVACY POLICY

1. Who we are

This privacy policy explains how Severn Systems Ltd collects, uses and protects personal information when you use our website, contact us, request a quote, book a site survey, or otherwise deal with us.

For the purpose of UK data protection law, Severn Systems Ltd is the data controller for the personal information described in this policy unless stated otherwise.

2. Personal information we collect

We may collect and use the following types of personal information:

• Contact details: name, company name, job title, email address, telephone number and business address.
• Enquiry information: details you provide through website forms, quote requests, service enquiries, site survey requests and email communications.
• Customer and supplier information: information needed to provide proposals, manage projects, process orders, deliver services and maintain business relationships.
• Website usage information: IP address, device type, browser type, pages visited, referral source, date and time of visit, and similar technical information.
• Marketing preferences: your preferences about receiving updates, newsletters or service information from us.

3. How we collect personal information

We collect personal information when you:

• complete a contact form, quote request or other form on our website;
• contact us by email, telephone, LinkedIn or another business communication channel;
• ask us to provide a quotation, proposal, service visit or site survey;
• supply information as a customer, supplier, contractor or business partner;
• use our website, where cookies or analytics tools may collect technical information.

4. How we use your personal information

We use personal information for the following purposes:

• to respond to enquiries and provide requested information;
• to prepare quotations, proposals and technical information;
• to arrange site surveys, service visits, installations and project work;
• to manage customer, supplier and partner relationships;
• to process orders, invoices, payments and account administration;
• to improve our website, services, marketing and customer experience;
• to send relevant business updates or marketing where we are legally allowed to do so;
• to comply with legal, regulatory, tax, accounting and insurance requirements;
• to protect our business, website, systems and legal rights.

5. Lawful bases for using personal information

Under UK GDPR, we must have a lawful basis for using personal information. Depending on the circumstances, we may rely on:

• Contract — to take steps before entering into a contract, provide quotations, deliver agreed services, manage orders and carry out contract administration.
• Legitimate interests — to operate and grow our business, respond to business enquiries, manage customer relationships, improve services, protect our systems and carry out B2B marketing where appropriate.
• Legal obligation — to comply with tax, accounting, health and safety, company law, regulatory and other legal duties.
• Consent — where we ask for consent, such as certain cookie settings or specific marketing preferences. You can withdraw consent at any time.

6. Marketing communications

We may contact business contacts with relevant information about our products, services, capability, projects or industry updates where permitted by law. You can opt out of marketing communications at any time by contacting us at info@severnsystems.co.uk or using any unsubscribe option provided.

We will not sell your personal information to third parties for marketing purposes.

7. Cookies and website analytics

Our website may use cookies and similar technologies to make the website work, understand how it is used and improve performance. Some cookies may be essential, while others may be used only with your consent.

8. Who we share personal information with

We may share personal information where necessary with:

• IT, hosting, website, email and cloud service providers;
• professional advisers such as accountants, insurers, legal advisers and consultants;
• manufacturers, distributors, subcontractors, engineers, logistics providers and project partners where needed to respond to an enquiry or deliver work;
• payment, accounting, CRM and business administration providers;
• law enforcement, regulators, courts or public authorities where required by law.

We require service providers to handle personal information securely and only for authorised purposes.

9. International transfers

Some service providers may process personal information outside the UK. Where this happens, we will take steps designed to ensure appropriate safeguards are in place, such as UK-approved transfer mechanisms or adequacy arrangements where applicable.

10. How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purposes described in this policy, including legal, accounting, tax, insurance and dispute-resolution purposes.

• Website enquiries not converted to work: usually up to 24 months, unless needed for ongoing discussions or legal reasons.
• Customer, project and contract records: usually up to 7 years after the end of the relationship or project, unless a longer period is required.
• Supplier and contractor records: usually up to 7 years after the end of the relationship or project.
• Marketing preferences: until you opt out or the information is no longer useful for the purpose collected.
• Website analytics data: as configured in the analytics/cookie platform.

11. How we protect personal information

We use reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. These may include access controls, secure systems, supplier due diligence, staff awareness and appropriate backup/security processes.

12. Your rights

Under UK data protection law, you may have the right to:

• request access to your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to delete your information in certain circumstances;
• ask us to restrict how we use your information;
• object to certain uses of your information, including direct marketing;
• request transfer of your information in certain circumstances;
• withdraw consent where we rely on consent.

To exercise your rights, contact us at info@severnsystems.co.uk. We may need to verify your identity before responding.

13. Complaints

If you have concerns about how we use your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority for data protection. Website: ico.org.uk. Telephone: 0303 123 1113.

14. Updates to this policy

We may update this privacy policy from time to time. The latest version will be published on our website with the updated date shown at the top.

15. Company details

• Company name: Severn Systems Ltd
• Registered office: 11 Grenville Terrace, Rogiet, NP26 5PW
• Company number: 16892178
• Email: info@severnsystems.co.uk
• Telephone: 07508 165 864