SYSFLO (“we”, “us”, “our”) respects your privacy. This policy explains what personal data we collect, why, who we share it with, and your rights, in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).
1. Who We Are
SYSFLO is a UK-based digital marketing agency that helps local businesses get found, get called and get booked, through websites, branding, photography and video, Google Ads and marketing systems. For the personal data described in this policy, SYSFLO is the data controller.
Privacy questions or requests: hello@sysflo.co.uk or 07577 724888.
2. What Data We Collect
- Enquiries: your name, business name, email address, phone number and anything you tell us about your business, when you use our contact form, email us or call us.
- Live chat: messages you send through the chat window on our website, plus any name or email address you choose to give.
- Discovery calls & projects: information about your business, customers, competitors and goals that you share so we can plan and deliver your system.
- Client accounts & billing: contact and billing details, invoices and payment records, and the access details you give us for accounts we manage for you (for example Google Ads, Google Business Profile, hosting or domain accounts).
- Photos & video: images and footage of your premises, work and team, captured during on-location shoots you book with us.
- Website usage: pages visited, approximate location, device and browser type, how you arrived at our site and how you use it, collected through cookies and Google Analytics.
3. How We Use Your Data & Our Legal Basis
- To reply to your enquiry and prepare a quote – legitimate interests, or steps you ask us to take before entering a contract.
- To deliver the systems, services and Monthly Plans you buy from us, and send project updates and invoices – performance of a contract.
- To keep financial and tax records – legal obligation.
- To understand how our website is used and improve it – consent, through analytics cookies.
- To show work we have done for clients in our portfolio – legitimate interests; you can ask us not to at any time.
- To send you marketing emails – consent only, which you can withdraw at any time.
We never sell your personal data.
4. When We Process Data for Our Clients
When we build and run websites, forms, booking systems, CRMs, live chat or ad campaigns for a client, we may handle personal data about that client’s own customers. In that case the client is the data controller and we act as their data processor, handling that data only on their instructions and only to deliver their services. If you are a customer of one of our clients, please contact that business about your data.
5. Who We Share Data With
We share personal data only with trusted providers that help us run our business and deliver our services, such as:
- Our website hosting and email delivery providers
- Google (Google Analytics, Google Ads, Google Business Profile and Google Workspace tools)
- Tidio, which powers the live chat on our website
- Advertising platforms we run campaigns on for clients, such as Google and Meta
- CRM, booking and automation tools used in client systems
- Payment processors and our accountant, for invoicing and bookkeeping
Some of these providers process data outside the UK, for example in the USA or the EU. Where this happens, we rely on UK adequacy regulations or appropriate safeguards such as the UK International Data Transfer Addendum or Standard Contractual Clauses.
We may also disclose data where the law requires us to.
6. Cookies
Our website uses:
- Essential cookies that the site needs to work properly and securely.
- Analytics cookies from Google Analytics, which tell us how visitors use the site.
- Live chat cookies from Tidio, which keep your chat conversation connected.
We do not currently use advertising or tracking pixels from social networks on our own website. Analytics and chat cookies are not essential, and you can refuse, block or delete them at any time in your browser settings, and you can opt out of Google Analytics using Google’s browser add-on. Blocking some cookies may affect how the site works.
7. How Long We Keep Data
- Enquiries that don’t lead to a project: up to 12 months.
- Client project and account data: for as long as we work together, and up to 2 years afterwards in case you need support or a copy of your site.
- Invoices and financial records: 6 years, as required by HMRC.
- Live chat transcripts: up to 12 months.
When you stop working with us, we remove our access to your accounts and hand over your website as described in our Terms & Conditions.
8. Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Have inaccurate data corrected
- Have your data deleted, where applicable
- Object to, or restrict, certain processing
- Receive a copy of your data in a portable format
- Withdraw consent at any time, where we rely on consent
To use any of these rights, email hello@sysflo.co.uk. We will reply within one month. If you are unhappy with how we have handled your data, you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk.
9. Security
We use reasonable technical and organisational measures to protect personal data, including secure (HTTPS) connections on our website, restricted access to client accounts and regular site updates.
10. Changes to This Policy
We may update this policy when our services, tools or the law change. The version published on this page is the one in effect, and the date at the top shows when it was last updated.
11. Contact Us
Questions about this policy or your data? Email hello@sysflo.co.uk or call 07577 724888.