Privacy Policy

1. Who we are

This Privacy Policy explains how Nexsys Tech Limited ("we", "us", "our") collects and processes personal data when you visit our website, contact us, or engage us for professional services.

We are the data controller for the personal data we hold about you.

2. Information we collect

Depending on how you interact with us, we may collect the following categories of personal data:

• Contact details you submit via our contact form or email — such as your name, email address, business name and phone number.
• Project information you share while discussing or delivering a project — such as briefs, requirements, credentials, and files.
• Billing information — such as company name, VAT number (where applicable), and bank transfer details for issued invoices.
• Technical information collected automatically — such as your IP address, device type, browser type and version, operating system, referrer URL, and pages visited.
• Cookie data — see our Cookie Policy.
• Correspondence — emails, form messages, and support tickets you send us.

3. How we use your data and the legal basis

We only process personal data where we have a lawful basis to do so under UK GDPR:

• To respond to enquiries and provide quotations — legal basis: taking steps at your request prior to entering a contract, and legitimate interests.
• To deliver our services and manage engagements — legal basis: performance of a contract.
• To issue invoices, take payment via bank transfer and keep accounting records — legal basis: legal obligation and legitimate interests.
• To provide support, maintenance and updates — legal basis: performance of a contract and legitimate interests.
• To operate, secure and improve our website — legal basis: legitimate interests in operating a secure, performant website.
• To comply with legal, regulatory and tax obligations — legal basis: legal obligation.
• To send optional marketing communications (only where you have opted in) — legal basis: consent.

4. Cookies and analytics

We use a small number of cookies and similar technologies to run this site and, with your consent, understand how it is used. You control non-essential cookies via our cookie banner. See our Cookie Policy for full details.

Analytics are disabled by default and only load if you consent. We do not use analytics to build advertising profiles.

5. Sharing your data

We do not sell your personal data. We may share it only with:

• Service providers that help us run our business — such as email, hosting, backup, and accounting providers — under written contracts requiring appropriate safeguards.
• Professional advisers — such as accountants and legal advisers — where necessary.
• Regulators, tax authorities, courts or law enforcement — where we are legally required to do so.
• Successors in the event of a sale, merger or reorganisation of our business.

6. International transfers

Some of our service providers may process data outside the United Kingdom. Where this happens, we ensure appropriate safeguards are in place — such as UK adequacy regulations, the UK International Data Transfer Agreement, or the EU Standard Contractual Clauses together with the UK Addendum.

7. How long we keep your data

We only keep personal data for as long as necessary for the purposes we collected it. Retention periods are set out in our Data Retention Policy. In summary:

• General enquiries — up to 24 months from last contact.
• Client project records — for the duration of the engagement and 7 years thereafter for tax and accounting purposes.
• Invoices and financial records — 7 years (HMRC requirement).
• Website logs — up to 90 days.

8. How we protect your data

We use appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access. These include encryption in transit (HTTPS/TLS), access controls, secure hosting, strong password practices and regular backups. See our Security Policy for details.

9. Your rights

Under UK GDPR you have the following rights:

• Right of access — to obtain a copy of the personal data we hold about you.
• Right to rectification — to correct inaccurate or incomplete data.
• Right to erasure — to request deletion in certain circumstances.
• Right to restriction — to limit our processing in certain circumstances.
• Right to data portability — to receive certain data in a structured, machine-readable format.
• Right to object — including to processing based on legitimate interests and to direct marketing.
• Right to withdraw consent — where processing is based on consent.
• Rights in relation to automated decision-making — we do not make solely automated decisions with legal or significant effects.

To exercise any of these rights, email us at nexsys.te@gmail.com. We will respond within one month. There is normally no charge, and we may ask you to verify your identity.

10. Complaints to the ICO

If you are unhappy with how we handle your personal data, please contact us first so we can try to put things right. You also have the right to complain to the UK Information Commissioner's Office (ICO):

11. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top reflects the most recent version. Material changes will be highlighted on our website.

12. Contact

For any questions about this Privacy Policy or how we handle your data, please contact us at nexsys.te@gmail.com.