Privacy Notice

Systemwork CS Ltd · Version 1.4 · Last updated 10 March 2026

1. Who We Are

Systemwork CS Ltd, company number 07359773, registered office Platform, New Station St, Leeds LS1 4JB, is a Managed IT, cybersecurity, and cloud services provider. We are registered with the Information Commissioner's Office under registration reference ZC104116.

Our Data Protection Officer is James Durham, Managing Director, who can be contacted at jamie@system-work.co.uk.

2. What This Notice Covers

This notice explains how Systemwork CS Ltd collects, uses, stores, and shares personal data, and sets out the rights individuals have over their personal data. It applies to personal data we hold about our clients and their staff, prospective clients, suppliers, job applicants, and our own employees.

3. What Personal Data We Collect

• Business contact details such as name, job title, business email address, and phone number, where you contact us or we provide services to your organisation
• Information submitted through our website contact form, such as your name, email address, and the content of your enquiry
• Information relating to IT support requests, including details necessary to diagnose and resolve technical issues
• Recruitment information if you apply for a role with us, including your CV and contact details
• Employee information for our own staff, including HR, payroll, and right to work records

4. How We Use Your Personal Data

5. Who We Share Your Data With

We do not sell personal data. We may share personal data with the following categories of recipient, where necessary:

• Our IT service providers and cloud hosting platforms, who process data on our behalf as data processors under written agreements
• Our accountant or payroll provider, for financial and payroll administration
• Regulatory or law enforcement bodies, where we are legally required to do so
• Professional advisors such as solicitors, where necessary

6. International Transfers

Where any of our service providers process data outside the UK, appropriate safeguards are in place, such as the UK International Data Transfer Agreement or adequacy regulations, to ensure your data remains protected to UK standards.

7. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes set out in this notice, in line with our Records Management Policy and Retention Schedule. Typical retention periods range from 3 years for general business correspondence to 7 years for financial records, in line with statutory requirements.

8. Your Rights

Under UK GDPR, you have the right to:

• Request access to the personal data we hold about you
• Request correction of inaccurate data
• Request erasure of your data in certain circumstances
• Request restriction of processing
• Request data portability
• Object to processing based on legitimate interests

To exercise any of these rights, please contact our Data Protection Officer, James Durham, at jamie@system-work.co.uk. We will respond within one calendar month in line with our Data Subject Rights Policy.

9. How to Complain

If you are unhappy with how we have handled your personal data, you can contact us directly in the first instance. You also have the right to lodge a complaint with the Information Commissioner's Office at ico.org.uk or by calling 0303 123 1113.

10. Accessibility and Alternative Formats

This notice is available free of charge in this format. If you require this notice in an alternative format, such as large print, audio, or a translated version, please contact James Durham at jamie@system-work.co.uk and we will arrange this for you.

11. Changes to This Notice

We may update this notice from time to time. The current version is always available on our website. This notice was last reviewed and approved on 10 March 2026.

Approved by James Durham, Managing Director · 10 March 2026