Privacy Notice

Last updated: 4 October 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 020 3326 5996.

What information we collect

When you contact us

Enquiries reach us by email, by telephone, by WhatsApp message, 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 of property, the borough or postcode area it is in, the service you are enquiring about, 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, its general location (a borough or postcode area, not a full address), the service you need and a description of the work. A phone number is optional. What you submit is emailed straight to us at info@systasisgroup.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.

If you message us on WhatsApp

The WhatsApp button on this website opens a chat with our WhatsApp number. WhatsApp, which is run by Meta, handles your message, phone number and profile name under its own terms and privacy policy. We see your number, your profile name and what you write, and we use them to answer your enquiry.

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

When you visit this website, 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’s typeface is self-hosted from our own server, so no font provider is contacted when the page loads.

The first time you visit, a banner asks whether you accept analytics. If you reject, we set no cookies and load no analytics. If you accept, we use Google Analytics, which sets cookies on your device and sends Google information about your visit, such as the pages you view, your approximate location, your device and browser type, how you reached the site and your IP address as seen by Google. We use it to see how the site is used and to improve it, and we look at it in aggregate rather than to identify individual visitors. We do not use advertising, remarketing or social media tracking. Your choice is remembered in your browser’s local storage under the name systasis_cookie_consent. Our cookies and tracking page explains this in full and lets you change your choice at any time.

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.
To understand how this website is used, through Google Analytics, but only if you accept analytics on the cookie banner. Our lawful basis is your consent, which you can withdraw at any time on our cookies page.

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.

Do you have to give us your information?

Giving us your details is not a statutory requirement. It is needed so that we can respond to your enquiry or carry out the work. Without it, we cannot prepare a quote or do the job.

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

Registered engineers or specialists we engage for parts of the work our own team does not carry out (for example gas or notifiable electrical 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.
Google, which provides Google Analytics and processes analytics data for us, but only if you accept analytics on the cookie banner.
WhatsApp (Meta), if you choose to message us on WhatsApp.
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

We do not routinely transfer personal information outside the UK, with two exceptions. If you accept analytics, Google may process analytics data on its servers outside the UK, including in the United States, and Google applies safeguards recognised under UK data protection law to those transfers. If you reject analytics, this does not happen. If you message us on WhatsApp, your message is handled by WhatsApp (Meta) under its own terms, which can also involve processing outside the UK. If anything else 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.
Analytics data, if you accepted analytics, is held in Google Analytics for no longer than 14 months. The analytics cookies on your device last up to two years unless you delete them sooner.

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.

Automated decision-making

We do not carry out any automated decision-making or profiling using your personal information.

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.