Last updated: 28 July 2026
Who We Are
Point Systems Ltd provides IT infrastructure, connectivity, security, support, and related technology services. This privacy policy explains how we handle personal information collected through this website and related enquiries.
For the purposes of UK data protection law, Point Systems Ltd is the controller for personal information we collect and decide how to use. You can contact us at info@point-systems.co.uk or by telephone on 07867 802744.
Information We Collect
We may collect and use the following types of personal information:
- contact details, such as your name, email address, telephone number, and company name;
- message content and enquiry details submitted through the contact form or by email;
- newsletter preference information if you tick the newsletter box on the contact form;
- business relationship information, such as your role, organisation, requirements, and previous discussions;
- technical information needed to deliver, secure, and troubleshoot the website or contact form.
We do not ask you to submit special category data, payment card details, passwords, or confidential security credentials through this website. Please do not include that type of information in a website enquiry.
How We Collect Information
We collect personal information when you:
- submit the website contact form;
- email, telephone, or otherwise contact us;
- ask us about products, services, pricing, support, or project work;
- tick the newsletter option on the contact form;
- interact with embedded third-party services, such as the map on the contact page.
How We Use Personal Information
We use personal information for the following purposes:
- to receive, route, and respond to website enquiries;
- to discuss possible products, services, support, consultancy, or project work;
- to prepare quotations, proposals, or follow-up communications where requested;
- to keep business records relating to enquiries, customers, suppliers, and projects;
- to send newsletters or marketing communications where you have asked to receive them or where legally permitted;
- to protect the website, prevent spam, investigate faults, and maintain security;
- to meet legal, accounting, regulatory, or contractual obligations.
Our Lawful Bases
Depending on the context, we rely on one or more of the following lawful bases under UK data protection law:
- Legitimate interests: responding to business enquiries, managing business relationships, preventing spam, securing the website, and keeping appropriate records.
- Contract: taking steps before entering into a contract or carrying out agreed services.
- Consent: sending newsletters or optional marketing where consent is required and has been given.
- Legal obligation: keeping records or sharing information where required by law.
Where we rely on consent, you can withdraw that consent at any time by contacting us or using any unsubscribe option provided in a marketing email.
Contact Form and Email Delivery
The contact form sends your enquiry to us using a Cloudflare Pages Function and SMTP2GO email delivery. The details submitted in the form are used to generate an email to Point Systems so that we can respond to your enquiry.
The form currently asks for your name, company name, telephone number, email address, message, and optional newsletter preference. A hidden anti-spam field may also be used to help reject automated submissions.
Who We Share Information With
We may share personal information where necessary with:
- our website hosting and infrastructure provider, including Cloudflare Pages;
- our email delivery provider, SMTP2GO, for sending website enquiry emails;
- IT, hosting, email, security, backup, and business administration providers who support our operations;
- professional advisers, insurers, auditors, or legal advisers where required;
- law enforcement, regulators, courts, or public authorities where we are legally required to do so;
- suppliers or partners involved in responding to a specific enquiry or delivering an agreed service, where appropriate.
We do not sell personal information. We do not use website enquiry information for automated decision-making that produces legal or similarly significant effects.
International Transfers
Some service providers may process information outside the United Kingdom. Where this happens, we expect appropriate safeguards to be used, such as adequacy arrangements, approved contractual protections, or other safeguards permitted by UK data protection law.
How Long We Keep Information
We keep personal information only for as long as needed for the purpose it was collected. Website enquiries are normally kept for as long as necessary to respond, manage follow-up discussions, and maintain appropriate business records. If an enquiry leads to a customer, supplier, or project relationship, related records may be kept for longer to meet contractual, accounting, tax, legal, and operational requirements.
Newsletter consent records may be kept while you remain subscribed and for a reasonable period afterwards so we can respect unsubscribe requests and demonstrate how consent was obtained.
How We Protect Information
We use reasonable technical and organisational measures to protect personal information, including access controls, hosted infrastructure security, email security, and operational procedures. No website or email system can be guaranteed to be completely secure, so you should avoid submitting highly sensitive information through the website form.
Your Rights
Under UK data protection law, you may have rights to be informed about how your information is used, access your information, correct inaccurate information, request deletion, restrict processing, object to processing, request portability in some circumstances, and withdraw consent where processing is based on consent.
These rights are not absolute and may depend on the circumstances. To exercise a right, contact info@point-systems.co.uk. We may need to verify your identity before responding.
Complaints
Please contact us first if you have a concern about how we use personal information. You also have the right to complain to the UK Information Commissioner's Office at ico.org.uk.
Cookies and Third-Party Services
Information about cookies, embedded maps, and similar technologies is provided in our Cookie Policy. External services may process information under their own terms and privacy policies.
Changes to This Policy
We may update this privacy policy from time to time. The updated version will apply from the date it is published on this page.