Privacy Policy

Last updated: August 2026

This policy explains what personal data Sysmatics Ltd collects through sysmatics.co.uk, why we collect it, and what rights you have over it. We handle personal data in line with the UK GDPR and the Data Protection Act 2018.

1. Who we are

Sysmatics Ltd is a company registered in England & Wales, Company Registration Number 17343811. We provide technical drawing and schematic production services to business clients.

For any question about this policy or about your data, contact us at info@sysmatics.co.uk. Sysmatics Ltd is the data controller for the information described here.

2. What we collect

We only collect what we need to respond to you and to deliver work you've asked for.

Information you give us through the service request form

• Your name
• Your company name (optional)
• Your email address
• Your telephone number (optional)
• The details of your request — service tier, drawing types, delivery formats, volumes, timeframes and required lead time
• Any free-text notes you choose to add
• A record that you accepted this Privacy Policy, and when

Information you send us by email

If you email us directly, we receive whatever you include in that message and any attachments — which may include site survey data, asset registers and existing drawings.

What we do not collect

This website does not use advertising cookies, analytics cookies or third-party tracking pixels. We do not build visitor profiles, and we do not sell or rent personal data to anyone, ever.

3. Why we use it, and our lawful basis

• To respond to your enquiry and prepare a quote. Lawful basis: legitimate interests — you contacted us about our services and expect a reply. Where you tick the consent box on the form, that also records your agreement to be contacted about that request.
• To deliver drawings and manage our contract with you. Lawful basis: performance of a contract.
• To keep business and accounting records. Lawful basis: legal obligation.

We do not use your details for marketing unrelated to your enquiry unless you ask us to.

4. Who we share it with

We don't sell your data. We use a small number of service providers who process data on our behalf under contract:

• Web3Forms — processes submissions from the service request form and delivers them to our inbox, and sends your confirmation email.
• Zoho Mail — our business email provider, which stores our correspondence with you.
• Hostinger — hosts this website. Their servers keep standard access logs.
• Google Analytics — provides anonymised website usage statistics, and only where you have accepted analytics cookies. See section 9.

We may also share information where we're legally required to, for example in response to a lawful request from a regulator or court.

Some of these providers may process data outside the UK. Where that happens, we rely on the safeguards those providers have in place for international transfers, such as standard contractual clauses.

5. Project and site data

Survey data, drawings and site information supplied to us for a project are treated as confidential client material. We use them solely to produce your deliverables, we do not redistribute them, and we do not use them as portfolio or marketing material without your written permission.

We retain project source files after delivery so that later revisions — after remedial works or system changes — can be produced efficiently. If you would prefer us not to, or want files deleted at the end of a project, just tell us.

6. How long we keep it

• Enquiries that don't become projects: normally deleted within 24 months.
• Client project records and drawing files: kept for the life of the working relationship and afterwards where needed for revisions or dispute resolution.
• Accounting records: retained for six years, as UK company and tax law requires.

7. Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal data we hold about you;
• have inaccurate data corrected;
• ask us to delete data where there's no good reason for us to keep it;
• object to, or ask us to restrict, our processing;
• ask us to transfer your data to another provider;
• withdraw consent at any time, where we relied on consent.

To exercise any of these, email info@sysmatics.co.uk. We'll respond within one month.

If you're unhappy with how we've handled your data you can complain to the Information Commissioner's Office at ico.org.uk, though we'd appreciate the chance to put things right first.

8. Security

This website is served over HTTPS, and form submissions are encrypted in transit. Access to our email and project files is restricted to team members who need it for the work. No system is perfectly secure, but we take reasonable technical and organisational measures appropriate to the data we hold.

9. Cookies and analytics

We use Google Analytics 4 to understand how visitors use this site — which pages get read, and where people arrive from. This helps us improve the site. We have IP anonymisation enabled, and we do not use Google Analytics for advertising, remarketing or ad personalisation.

Analytics cookies are switched off by default. Nothing is set until you choose "Accept" on the cookie banner. If you choose "Reject", or simply ignore the banner, no analytics cookies are placed and the site works exactly the same. Your choice is remembered in your browser's local storage under the key sys_consent; clearing your browser data will make the banner appear again.

Strictly necessary cookies are not used for advertising and are limited to what makes the site function. We do not use advertising cookies or third-party tracking pixels.

Fonts are loaded from Google Fonts, which means your browser makes a request to Google's servers and Google may log your IP address for that request.

10. Changes to this policy

If we change this policy we'll update the date at the top of this page. Material changes affecting how we use data you've already given us will be notified directly where we hold contact details for you.