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Privacy policy

What happens to your details when you contact us — in plain English.

Last updated:

Who we are

This website is run by SystemLoom Limited (“SystemLoom”, “we”, “us”), a company registered in England and Wales. We are the data controller for the personal data described in this policy. For any privacy question, email us at contact@systemloom.com.

The short version

  • We only collect what you send us through our contact or quote forms.
  • We use it only to reply to your enquiry.
  • We don't store it in a database, sell it or use it for marketing.
  • Enquiries that don't become projects are deleted after 3 months.
  • You can ask us to delete your details at any time.

What we collect

When you fill in our contact or quote form, we receive the details you choose to give us:

  • your name and email address (required);
  • optionally, your company, phone number, the services you're interested in, budget, timeline and your message.

If you message us on WhatsApp using the button on this site, we receive your WhatsApp name, phone number and message. We don't use advertising or cross-site tracking tools.

How we use it and why

We use your details only to reply to your enquiry and, if you ask for one, to prepare a quote. Our legal basis is our legitimate interest in responding to people who contact us. If you become a client, we use your details to deliver the work you've asked for, on the basis of our contract with you.

We never sell your details, share them for anyone else's marketing, or add you to a mailing list.

Who handles your data

We don't keep form submissions in a website database. When you send the form:

  • Resend, our email delivery service, sends your enquiry to our inbox. Resend keeps a short-term delivery log.
  • Google (Gmail) stores the email in our inbox until we delete it.
  • Vercel, our website hosting provider, processes standard technical logs (such as IP addresses) to run and secure the site, and provides our anonymous website analytics.
  • WhatsApp (Meta) handles any messages you choose to send us on WhatsApp, under its own privacy policy.

These providers act on our instructions and only process your data to provide their service. Some of them are based in, or use servers in, the United States. Where your data leaves the UK, it is protected by approved safeguards such as the UK–US Data Bridge or the UK's standard data protection clauses.

How long we keep it

  • Enquiries that don't become projects: deleted from our inbox after 3 months.
  • Clients: we keep project correspondence for as long as the project runs, and business records such as invoices for as long as UK law requires (normally 6 years).

Keeping it secure

This website uses an encrypted (HTTPS) connection, and only our team can read enquiries. Our forms include hidden spam protection, which collects no extra information about you.

Website analytics

We use Vercel Web Analytics to count page views and see which pages are popular, so we can improve the site. It doesn't use cookies, doesn't identify you or follow you across other websites, and only gives us anonymous, combined statistics such as page visits, referring sites, country and device type. Our legal basis is our legitimate interest in understanding how our website is used.

We also use Vercel Speed Insights to measure how quickly pages load, so we can keep the site fast. It works the same way: no cookies, nothing that identifies you, and only anonymous, combined performance data such as loading times, page, country and device type.

Cookies and local storage

We don't use advertising or tracking cookies. The site saves only your display preferences (light or dark theme and cursor style) in your own browser, so they're remembered next time. This information never leaves your device, and you can clear it at any time in your browser settings.

Your rights

Under UK data protection law, you have the right to:

  • ask what personal data we hold about you and get a copy of it;
  • ask us to correct anything that's wrong;
  • ask us to delete your data;
  • ask us to limit how we use it, or object to us using it;
  • ask us to send your data to you or another organisation in a common format.

To use any of these rights, email contact@systemloom.com. We'll reply within one month, and it's free.

Complaints

If you're unhappy with how we've handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk/make-a-complaint or by calling 0303 123 1113.

Changes to this policy

We may update this policy from time to time, for example if we start using a new service. The “Last updated” date at the top always shows when it last changed.