Privacy notice.

Clarke Systems Group is the trading name of Alex Clarke, a sole trader in the United Kingdom, of [Business address: add before launch]. Alex Clarke is the controller of the personal information described in this notice.

For any privacy question or request, email enquiries@clarkesystemsgroup.com.

• Information you send us: your name, email address and anything you include in your message, such as your company, role, team size and the details of the process you describe. When you submit the request form on this site, your request is sent to us through Netlify, our website host, which stores the submission and notifies us by email. If it can't be sent that way, the form opens a draft email in your own email app instead, and nothing reaches us until you press send.
• If you become a client: billing details, contract records, invoices, payment records and our correspondence.
• When you visit this site: our hosting provider processes technical data, such as your IP address, browser type and the pages requested, to deliver the site and keep it secure.

Please don't send us health information or other sensitive personal information, or personal information about other people, unless we have agreed that it is needed.

If a project involves personal information that a client holds, such as customer or staff records, we process it only on the client's documented instructions, as its processor, under the data protection terms of our services agreement. That processing is governed by the agreement, not this notice, and the client remains the controller.

We may contact people whose business contact details are published for business purposes, for example on a company website or LinkedIn, to introduce our services. We use your name, role, company and business email address, on the basis of our legitimate interest in promoting our services to businesses.

Every such email includes a simple way to opt out. If you don't reply, we delete your details within 12 months. If you object, we stop straight away and keep only a minimal record so that we don't contact you again. To object at any time, email enquiries@clarkesystemsgroup.com.

• To reply to your enquiry and prepare an outline and estimate: taking steps at your request before entering into a contract or, where you contact us on behalf of an organisation, our legitimate interest in responding to business enquiries.
• To deliver a project, invoice for it and manage the relationship: performing our contract with you or, where the contract is with your organisation, our legitimate interest in delivering it.
• To keep accounting and tax records: complying with our legal obligations.
• To establish, exercise or defend legal claims, and to deal with our insurers and professional advisers: our legitimate interests.
• To keep this site and our systems secure: our legitimate interests.

Where we rely on legitimate interests, we have balanced them against your rights, and you can ask us for details. We never sell personal information. We only send marketing emails where the law allows, and every one includes a simple way to opt out. We don't make decisions about you by automated means that have legal or similarly significant effects.

You are not legally required to give us any information, but without your contact details we can't reply to you.

Only where necessary, with:

• service providers acting on our instructions: Google (business email and file storage) and Netlify (website hosting and request form submissions)
• our accountant, insurers, bank and professional advisers, who are bound by confidentiality
• HMRC, regulators, courts or law enforcement, where the law requires it
• a buyer or successor if the business is transferred, who must handle it in line with this notice

We don't use subcontractors on client work without the client's prior written agreement.

Google and our other providers may process personal information outside the UK. Where they do, the transfer is covered by UK adequacy regulations or by safeguards approved under UK law, such as the International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses. You can ask us for details of the safeguards used.

• Enquiries that don't lead to a project: deleted within 24 months of our last contact.
• Business contacts we approached first: deleted within 12 months if there is no reply. If you ask us not to contact you again, we keep only the record needed to respect that.
• Client records: kept for 6 years after the project ends, so that we can deal with any legal claims, and in any case for at least 5 years after the 31 January Self Assessment deadline for the tax year they relate to, as HMRC requires. The longer period applies.
• Website technical data: kept by our hosting provider only for as long as it needs for security and operation.

After that, it is securely deleted.

Our accounts use two-step verification, information is encrypted in transit, and access is limited to the people who need it. If a personal data breach occurs, we will report it to the Information Commissioner's Office, and tell you, where the law requires it.

You have the right to:

• ask for a copy of your personal information
• have it corrected or completed
• have it deleted
• restrict how we use it
• object to our use of it where we rely on legitimate interests, and to direct marketing at any time
• receive it in a portable format, where the law provides for this
• withdraw your consent at any time, where we rely on consent

To use any of these rights, email enquiries@clarkesystemsgroup.com. We may need to confirm your identity first. There is usually no charge. We will respond within one month, or tell you within that month if a complex request needs up to two more months. Some rights have legal limits, and we will explain if any apply.

If you're unhappy with how we have handled your personal information, please tell us first at enquiries@clarkesystemsgroup.com. We will acknowledge your complaint within 30 days, look into it without undue delay, keep you updated and tell you the outcome.

You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

This site sets no cookies, stores nothing on your device and uses no analytics or tracking. Its fonts are built into the page, so no other company is contacted when it loads.

We may update this notice. The current version is always on this page, with the date it was last updated.