Privacy Notice

Last updated: 25 August 2026

Who we are

Systasis Consulting Ltd is the data controller for the information described in this notice. We are registered in England and Wales, company number 17255922, and we trade as Systasis Properties.

You can reach us about anything in this notice by email at info@systasisproperties.co.uk or by phone on 0333 335 7604.

What information we collect

When you contact us

Enquiries reach us by email, by telephone, or through the enquiry form on our contact page. However you get in touch, the information we hold is whatever you choose to tell us: typically your name, your email address or phone number, the type and address of the property, and a description of the work you want done.

When you use the enquiry form

The form asks for your name, your email address, the type of property and a description of the work. A phone number is optional. What you submit is emailed straight to us at info@systasisproperties.co.uk and is not stored in a database, published anywhere, or passed to any third-party form service.

To stop the form being used to send spam, we limit how many enquiries can be sent from the same internet connection in an hour. To do that we store a one-way cryptographic hash of your IP address, with a timestamp, in temporary storage on the web server for one hour. The hash cannot be reversed to recover your IP address, it is not linked to your enquiry, and it is not used for any other purpose. The form sets no cookies.

When we quote for and carry out work

If your enquiry becomes a job, we also hold the site survey notes, the quote and any revisions to it, the works programme, correspondence about the job, invoices and payment records, and photographs of the work where these are taken as a record of condition or completion.

If you are a freeholder, residents’ management company or RTM company

Where we look after a block or its common parts, we hold the contact details of the directors or officers who instruct us, the details of the building and the works, and correspondence about quoted and completed work. Where a leaseholder or occupier reports a fault or we need access to a flat, we hold the contact and access details needed to attend, and we use them only for that purpose.

If you are a landlord, managing agent or commercial client

We hold your business contact details and the details of the properties we are instructed on. Where you give us access details or contact information for an occupier so that we can arrange entry, we hold that too, and we use it only to carry out the works.

If you are a contractor or supplier

We hold your contact details, the details of work you have quoted for or carried out for us, your invoices and payment details, and any qualification, competence or registration evidence you provide to us.

When you visit this website

This website sets no cookies and runs no analytics, advertising or tracking scripts. Our web host records standard server log information, including the IP address the request came from, the time of the request, the page requested and basic browser information. This happens on essentially every website and is used to keep the service running and secure. The site also loads its typeface from Google Fonts, which means your IP address is disclosed to Google. Our cookies and tracking page explains both points in full.

Why we use it, and our lawful basis

To answer your enquiry and prepare a quote. Our lawful basis is legitimate interests. You have asked us to get in touch about work, and it is in the interests of both sides that we can reply.
To carry out the work and manage the job. Where you are the client, our lawful basis is performance of a contract with you, or taking steps at your request before entering into one. Where you are an occupier rather than our client, our basis is legitimate interests in completing work we have been properly instructed to do.
To invoice, take payment and keep our accounts. Our lawful basis is a combination of contract and legal obligation.
To keep records we are required by law to keep, including accounting, tax and health and safety records. Our lawful basis is legal obligation.
To handle a complaint or a legal claim. Our lawful basis is legitimate interests in defending our position and in putting problems right.
To keep this website available and secure, including stopping the enquiry form being abused to send spam. Our lawful basis is legitimate interests.

We do not use your information to send you marketing unless you have asked us to, and we do not sell it or share it for anyone else’s marketing.

We share personal information only where there is a reason to, and only as much as is needed. In practice that means:

Subcontractors and qualified trades we engage to carry out part of the work, who need the site address, the access arrangements and the scope.
Suppliers, where a delivery has to be made to your property.
Our web host, which operates this website and its server logs on our behalf.
Our accountants, and HM Revenue & Customs, for tax and accounting purposes.
Professional advisers, insurers or the courts, where we need advice or need to establish or defend a legal claim.
Anyone else you have asked us to share it with, or where the law requires it.

Transfers outside the UK

Loading our typeface from Google Fonts discloses your IP address to Google LLC in the United States. Apart from that, we do not routinely transfer personal information outside the UK. If that changes, we will update this notice and make sure an appropriate safeguard recognised under UK data protection law is in place.

How long we keep it

We keep information for as long as we need it for the purpose we collected it for, and then for as long as the law requires. In practice:

Enquiries that do not turn into jobs are kept while the enquiry is live and for a short period afterwards, in case you come back to us.
Records relating to a job we carried out are kept for at least six years after the work is finished. Accounting records must be kept for six years under section 388 of the Companies Act 2006, and a claim relating to the work can generally be brought for up to six years under the Limitation Act 1980.
Records that health and safety or building control rules require us to keep are kept for the period those rules specify.

When we no longer need information, we delete it or securely destroy it.

Your rights

Under UK data protection law you have the right to ask us for a copy of the personal information we hold about you, to have inaccurate information corrected, to have information erased in some circumstances, to restrict or object to how we use it, and to ask for it in a portable format where you provided it to us and we rely on consent or contract.

Where we rely on legitimate interests, you can object, and we will stop unless we have compelling grounds to continue. Where we rely on consent, you can withdraw it at any time, which does not affect anything we did before you withdrew it.

To exercise any of these rights, email info@systasisproperties.co.uk. We will respond within one month. There is normally no charge.

Complaints

If you are unhappy with how we have handled your information, please tell us first so we have the chance to put it right. Our complaints procedure sets out how.

You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator, at any time. The ICO can be reached at ico.org.uk/make-a-complaint or on 0303 123 1113.