Privacy Policy

1. Who We Are

The data controller responsible for your personal data is:

2. What Data We Collect

Data you provide directly to us

• Name and job title
• Business name and address
• Email address and telephone number
• Information submitted via our website contact or booking forms
• Payment information — processed securely via Stripe; we do not store card details
• Any information you provide during a Discovery Audit or onboarding call

Data collected automatically

• IP address and browser type
• Pages visited on our website and duration of visit
• Referring website or search terms used to find us
• Device type and operating system

Data we process on behalf of clients

When we deliver our automation platform to business clients, we process personal data belonging to their customers on their behalf. In this context, Zell Systems acts as a data processor and our clients act as the data controller. A Data Processing Agreement is provided to all clients as part of their service agreement.

3. How We Use Your Data

• To respond to enquiries and provide the Discovery Audit service
• To deliver and manage subscription services outlined in the client agreement
• To process payments and issue invoices
• To communicate with clients regarding their account and monthly reviews
• To send marketing communications where you have given consent
• To improve our website and services based on how they are used
• To comply with our legal and regulatory obligations

Lawful basis for processing

We process personal data under the following lawful bases: contract performance (delivering our services), legitimate interests (responding to enquiries, improving our services), legal obligation (tax and compliance requirements), and consent (marketing communications where applicable).

4. How We Share Your Data

We do not sell, rent, or trade personal data. We may share data with the following third parties where necessary to deliver our services:

5. How Long We Keep Your Data

• Client account data — retained for the duration of the contract plus 6 years
• Enquiry and audit data — retained for 2 years from the date of last contact
• Website analytics data — retained for 13 months on a rolling basis
• Payment records — retained for 7 years in accordance with HMRC requirements
• Marketing consent records — retained until consent is withdrawn

6. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — request a copy of the data we hold about you
• Right to rectification — ask us to correct inaccurate or incomplete data
• Right to erasure — ask us to delete your data where there is no lawful reason to retain it
• Right to restrict processing — ask us to limit how we use your data
• Right to data portability — request your data in a machine-readable format
• Right to object — object to processing based on legitimate interests

To exercise any of these rights, contact us at enquiries@zellsystems.co.uk. We will respond within 30 days.

7. Cookies

• Essential cookies — required for the website to function correctly
• Analytics cookies — help us understand visitor behaviour
• Marketing cookies — used only where consent has been given

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our website.

8. Data Security

• All data transmitted via our website is encrypted using SSL/TLS
• Client data is stored in secure, access-controlled environments
• Access to client data is restricted to team members who require it to deliver the service
• We conduct regular reviews of our data handling practices

In the event of a data breach likely to result in a risk to your rights, we will notify the ICO within 72 hours and inform affected individuals without undue delay.

9. International Data Transfers

Some third-party services we use may transfer or store data outside the UK. Where this occurs, we ensure appropriate safeguards are in place — such as Standard Contractual Clauses — to protect your data to the standard required under UK GDPR.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify clients of any material changes via email. The current version is always available at zellsystems.co.uk/privacy.

11. How to Complain

If you have a concern, please contact us first at enquiries@zellsystems.co.uk. If you remain unsatisfied, you have the right to complain to the Information Commissioner's Office: