Privacy Policy · Zell Systems

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This Privacy Policy explains how CPM Digital Systems Ltd, trading as Zell Systems, collects, uses, stores, and protects personal data. We are committed to handling all personal data responsibly and in full compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our website or engaging our services, you agree to the terms of this Privacy Policy.

1. Who We Are

The data controller responsible for your personal data is:

Legal name	CPM Digital Systems Ltd
Trading name	Zell Systems
Address	South Ayrshire, Scotland
Phone	+44 7700 144325
Email	enquiries@zellsystems.co.uk
Website	zellsystems.co.uk

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 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 collected through our website quote form

Our website includes a quote enquiry form, hosted on our automation platform's booking domain, bookingzellsystems.co.uk. Submitting this form shares your name, business name, phone number, email address, and any details you enter with us directly, so we can respond to your enquiry.

Data processed by Isla, our AI receptionist

For clients on our Partner plan, calls to the client's business number may be answered by Isla, an AI-powered voice receptionist we build and manage as part of that plan. Isla processes what is said on the call in order to understand the caller's request, check availability, and book an appointment where relevant. Call content is processed to deliver this service and is not used to train any third-party AI model beyond what is contractually required to operate the service. Where Isla is in use, the client business remains the data controller for their own customers' calls, and Zell Systems acts as a data processor, consistent with the Data Processing Agreement described immediately below.

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:

Stripe	Payment processing, name, email, payment amount
Our automation platform	Service delivery, name, email, phone number
Google Workspace	Email communications, name and email address
Notion	Client portal, name, business name, project details
PandaDoc	Document signing, name, email, signed agreements
HMRC / accountants	Legal and tax compliance, business and financial records

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 or call +44 7700 144325. If you remain unsatisfied, you have the right to complain to the Information Commissioner's Office:

Website	ico.org.uk
Telephone	0303 123 1113
Address	Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF