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Privacy Policy

Last updated: 16 SEPTEMBER 2026

Pollysys respects your privacy and is committed to protecting your personal information. This Privacy Policy explains what information we collect, why we collect it, how we use it and the rights available to you under applicable UK data-protection law.

1. Who We Are

Pollysys provides AI consultancy, automation, managed IT, Microsoft 365, AWS, cloud, cybersecurity, SEO and digital marketing services.

For data-protection purposes, the data controller is:

Pollysys Global Solutions Ltd, trading as “Pollysys” (referred to as “Pollysys”, “we”, “us” or “our” throughout this document).

Legal company name: Pollysys Global Solutions Ltd
Trading name: Pollysys
Email: sayhello@pollysys.com

2. Information We Collect

We may collect personal information when you contact us, submit an enquiry, request a resource, subscribe to communications, book a consultation or engage Pollysys to provide services.

Depending on your interaction with us, this information may include:

  • Your name

  • Business email address

  • Telephone number

  • Job title and organisation

  • Billing or business address

  • Information included within your enquiry

  • Communication preferences

  • Records of correspondence

  • Information required to provide an agreed service

  • Technical information relating to your use of our website

  • Any other information you choose to provide

Please do not submit confidential, sensitive or special-category personal information through a general website enquiry form unless we specifically request it through an appropriate process.

3. How We Collect Your Information

We may collect information:

  • Directly from you when you complete a form, contact us or use our services

  • Through correspondence by email, telephone or other agreed channels

  • Automatically when you use our website, subject to applicable cookie requirements

  • From your organisation where it provides your details for an authorised business purpose

  • From publicly available business sources

  • From suppliers or professional advisers where lawful and appropriate

4. How We Use Your Information

We may use personal information to:

  • Respond to enquiries and consultation requests

  • Provide requested resources

  • Prepare proposals or take steps before entering into a contract

  • Deliver and administer agreed services

  • Manage client and supplier relationships

  • Process payments and maintain business records

  • Provide service, security or operational communications

  • Improve our website, services and customer experience

  • Protect our systems and investigate suspected misuse

  • Meet legal, regulatory, insurance and accounting obligations

  • Send marketing communications where permitted

We will not use personal information for an unrelated purpose unless there is a lawful reason to do so and, where required, we provide further information.

5. Our Lawful Bases

Depending on the circumstances, Pollysys may process personal information because:

  • It is necessary to take steps at your request before entering into a contract

  • It is necessary to perform a contract

  • We have a legal obligation

  • We have a legitimate business interest that is not overridden by your rights

  • You have provided consent for a specific purpose

Where we rely on consent, you can withdraw it at any time. Withdrawing consent does not affect processing that took place before consent was withdrawn.

6. IP Addresses, Cookies and Analytics

When you visit our website, we may receive technical information such as your IP address, browser type, operating system, device information, referring page, pages visited and approximate visit times.

Cookies and similar technologies may be used to:

  • Enable essential website functions

  • Remember privacy or cookie preferences

  • Protect forms and website services

  • Understand website performance

  • Measure how visitors use the website

  • Support marketing activity where consent has been provided

Cookies that are not strictly necessary will be used only where the required consent has been obtained. You can accept, reject or manage applicable cookies through our cookie-consent tool.

Further information should be provided in our Cookie Policy.

7. Marketing Communications

We may send relevant business communications where you have consented or where another lawful permission applies.

You can unsubscribe at any time by:

  • Selecting the unsubscribe link in a marketing email

  • Contacting us at sayhello@pollysys.com

  • Updating your communication preferences, where available

Service messages relating to an active enquiry, contract, security issue or operational matter are not marketing messages.

8. Sharing Your Information

We may share personal information with trusted organisations that help us operate our business and provide services, including:

  • Website and cloud-hosting providers

  • Email and communication platforms

  • Customer-relationship and enquiry-management systems

  • Analytics and security providers

  • Payment, accounting and professional-service providers

  • Subcontractors supporting an agreed engagement

  • Government, regulatory or law-enforcement bodies where legally required

Service providers must handle information only for authorised purposes and under appropriate contractual and security obligations.

Pollysys does not sell personal information.

9. International Data Transfers

Some service providers may store or process information outside the United Kingdom.

Where personal information is transferred internationally, Pollysys will take appropriate steps designed to protect it in accordance with applicable law. These measures may include UK adequacy regulations, approved contractual safeguards or another recognised transfer mechanism.

10. How We Protect Your Information

Pollysys uses proportionate technical and organisational measures intended to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Measures may include access controls, authentication, system maintenance, secure service providers, staff procedures and appropriate contractual protections.

However, no internet transmission or information-storage system can be guaranteed to be completely secure.

11. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, contractual, accounting, security and dispute-resolution requirements.

Retention periods may vary depending on the type of information and relationship involved.

When information is no longer required, it will be securely deleted, anonymised or otherwise handled according to the applicable retention process.

12. Your Data-Protection Rights

Depending on the circumstances, you may have the right to:

  • Be informed about how your information is used

  • Request access to your personal information

  • Ask for inaccurate or incomplete information to be corrected

  • Request deletion of personal information

  • Ask us to restrict how information is used

  • Object to certain processing

  • Request transfer of eligible information

  • Withdraw consent

  • Raise concerns about automated decision-making, where applicable

  • Complain to the Information Commissioner’s Office

These rights are not absolute and may depend on the lawful basis and circumstances of the processing.

To exercise a right, contact sayhello@pollysys.com. We may need to verify your identity before completing the request.

13. Automated Decision-Making

Pollysys does not use information collected through general website enquiries to make solely automated decisions that produce legal or similarly significant effects.

If this changes, we will update this policy and provide the information required by applicable law.

14. Third-Party Websites

Our website may contain links to websites, platforms or services operated by other organisations.

Pollysys does not control those organisations’ privacy practices. You should review the relevant privacy policy before providing information through an external website or service.

15. Children’s Information

Our website and services are intended primarily for organisations and business users. They are not directed towards children.

Please do not submit personal information about a child through our general website forms. Contact Pollysys first if information relating to a child may be relevant to an authorised engagement.

16. Complaints

Please contact Pollysys first if you have concerns about how we use your personal information:

Email: sayhello@pollysys.com

You also have the right to complain to the UK Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: https://ico.org.uk/
Telephone: 0303 123 1113

17. Changes to This Policy

We may update this Privacy Policy to reflect changes in our services, systems or legal obligations.

The latest version will be published on this page with the revised “Last updated” date. Where a change materially affects how we use personal information, we will provide additional notice where appropriate.

18. Contact Pollysys

For questions about this Privacy Policy or the use of your personal information, contact:

Pollysys
Email: sayhello@pollysys.com