SYSFLO (“we”, “us”, “our”) is committed to protecting your privacy. This policy explains what personal data we collect, how we use it, and your rights, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
SYSFLO is a digital growth agency based in the UK, providing website design, branding, and marketing services to local trade and service businesses. For any privacy-related queries, contact us via our website contact form.
2. What Data We Collect
We collect personal data in the following ways:
- Contact form submissions: name, business name, email address, phone number, and any details you provide about your business or enquiry.
- Discovery calls & consultations: information you share about your business, customers, and goals, used to scope and deliver our services.
- Website analytics: pages visited, general location, device and browser type, and how you interact with our site.
- Client account & project data: information provided in the course of building and managing your website, marketing accounts, or booking systems.
3. How We Use Your Data
We use personal data to:
- Respond to enquiries and provide quotes
- Deliver and manage the services you’ve purchased from us
- Provide ongoing support under Monthly Plans
- Send service-related communications (e.g. project updates, invoices)
- Improve our website and services
- Meet our legal and accounting obligations
We do not sell your personal data to third parties.
4. Legal Basis for Processing
We process your data on the following bases: performance of a contract (delivering services you’ve engaged us for), legitimate interests (responding to enquiries, improving our services), and consent (where you’ve opted in to marketing communications, which you may withdraw at any time).
5. Third-Party Services
To operate our business and deliver client services, we may share data with trusted third-party providers, including:
- Website hosting and email providers
- CRM and marketing automation platforms (e.g. for booking, live chat, and follow-up communications)
- Analytics and advertising platforms (e.g. Google Analytics, Google Ads, Meta Ads)
- Payment processors, for handling deposits and invoices
Some of these providers may process data outside the UK/EEA. Where this happens, we take steps to ensure appropriate safeguards are in place, such as Standard Contractual Clauses.
6. Cookies
Our website uses cookies to help it function and to understand how visitors use the site. This may include essential cookies (required for the site to work) and analytics cookies (which help us understand visitor behaviour). You can control or disable cookies through your browser settings; doing so may affect how the site functions.
7. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes it was collected for, including any legal, accounting, or reporting requirements. Client project data is generally retained for the duration of our working relationship and for a reasonable period afterward, in case of follow-up support needs.
8. Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data, where applicable
- Object to or restrict certain processing
- Request a copy of your data in a portable format
- Withdraw consent at any time, where processing is based on consent
To exercise any of these rights, contact us via our website. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data has been mishandled.
9. Data Security
We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, or misuse.
10. Changes to This Policy
We may update this policy from time to time to reflect changes in our practices or legal requirements. The version published on our website is the version currently in effect.
11. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, please get in touch via our website contact form.