LAST UPDATED May 26th, 2026

1. Who we are

Fylde Systems provides websites, enquiry capture systems, review tools, follow-up automations and related services for trades, emergency services and local home service businesses.

For the purposes of UK data protection law, Fylde Systems is the controller of the personal information we collect through this website, contact forms, booking forms, emails, calls and our services.

Business name: Fylde Systems
Website: fyldesystems.co.uk
Email: [email protected]

If you have any questions about this Privacy Policy or how we use your personal information, contact us using the email address above.

2. What information we collect

We may collect the following information when you visit our website, complete a form, book a call, contact us, become a client or use our services:

Your name

Business name

Email address

Phone number

Website URL

Business address or service area

Information you provide about your business, services, website, Google profile or enquiry process

Messages, enquiries and communications you send to us

Booking details for calls or consultations

Payment and billing details, where relevant

Technical information such as IP address, browser type, device type, pages visited and how you use our website

If you become a client, we may also collect information needed to build and manage your website or system, such as your logo, images, service information, customer enquiry forms, contact details, testimonials, review links and business content.

3. How we collect information

We collect personal information when:

You complete a contact form or booking form

You book a free review or consultation

You email, call or message us

You provide onboarding information for a website or system

You use our website

You respond to our outreach or marketing

We use publicly available business information, such as your business website, Google Business Profile, Companies House listing, social media pages or other public business directories

4. How we use your information

We use your information to:

Respond to enquiries

Book and manage review calls or consultations

Provide quotes, proposals and service information

Build, maintain and support websites and revenue capture systems

Set up forms, booking flows, review requests, automations and follow-up systems

Manage client accounts and service delivery

Process payments and invoices

Send service updates and important account information

Improve our website, services and customer experience

Send relevant business-to-business marketing, where legally permitted

Keep records of enquiries, clients and communications

Meet legal, tax, accounting and regulatory obligations

We do not sell your personal information.

5. Our lawful bases for using your information

Under UK data protection law, we must have a lawful basis for using your personal information.

We may rely on the following lawful bases:

Contract

We use your information where it is necessary to provide services you have requested, prepare a proposal, manage your account or deliver a website/system.

Legitimate interests

We may use your information for our legitimate business interests, such as responding to enquiries, improving our services, keeping business records, carrying out business-to-business marketing, following up with prospects and managing client relationships.

Consent

We may rely on consent where required, such as for certain types of marketing or non-essential cookies.

Legal obligation

We may use your information where required to comply with legal, tax, accounting or regulatory duties.

6. Business-to-business marketing

We may contact businesses about services that may be relevant to them, including website, follow-up, review and enquiry capture services.

Where we send marketing emails, we will identify ourselves and provide a way to opt out. You can ask us to stop contacting you at any time by replying to our email or contacting [email protected].

If you ask us not to contact you again, we may keep a limited record of your details to make sure we respect that request.

7. Cookies and analytics

Our website may use cookies and similar technologies to:

Make the website work properly

Understand how visitors use the website

Improve website performance and user experience

Support marketing or remarketing activity, if enabled

Some cookies are essential. Others, such as analytics or marketing cookies, may require your consent.

You can control cookies through your browser settings. Where required, we will ask for your consent before using non-essential cookies.

8. Payments

If you pay for our services, payment may be processed by a third-party payment provider such as Stripe or another secure payment processor.

We do not store full card details on our own systems. Payment providers process payment information in accordance with their own privacy policies and security standards.

9. Who we share your information with

We may share your personal information with trusted third-party providers where necessary to operate our business and provide our services.

This may include:

Website and hosting platforms

CRM and automation platforms

Email and SMS providers

Calendar and booking tools

Payment processors

Analytics providers

Cloud storage providers

Professional advisers such as accountants or legal advisers

Public authorities, regulators or law enforcement where legally required

We only share information where necessary and expect our service providers to protect personal information appropriately.

10. International transfers

Some of the platforms and providers we use may process personal information outside the UK.

Where personal information is transferred internationally, we will take steps designed to ensure appropriate safeguards are in place, such as using providers with recognised safeguards, adequacy arrangements or contractual protections where required.

11. How long we keep your information

We keep personal information only for as long as necessary for the purposes it was collected.

Typical retention periods include:

Enquiry records: up to 24 months after last contact

Client records: for the duration of the client relationship and up to 7 years afterwards for tax, accounting and legal purposes

Marketing suppression records: as long as needed to make sure we do not contact you again

Website analytics data: according to the retention settings of the analytics provider

We may keep information for longer if required by law or if needed to establish, exercise or defend legal claims.

12. How we protect your information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

These steps may include:

Using secure systems and reputable service providers

Restricting access to information where appropriate

Using password-protected accounts

Keeping software and systems maintained

Reviewing data access where needed

No system can be guaranteed 100% secure, but we take data protection seriously and aim to use appropriate safeguards.

13. Your rights

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

Ask for access to your personal information

Ask us to correct inaccurate information

Ask us to delete your information

Ask us to restrict how we use your information

Object to certain uses of your information, including direct marketing

Ask for a copy of your information in a portable format

Withdraw consent where we rely on consent

The rights available to you may depend on the lawful basis we use for processing your information. The ICO says individuals should be told about their information rights, including the right to withdraw consent where consent is used.

To exercise your rights, contact:

[email protected]

14. Complaints

If you are unhappy with how we use your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

ICO website: ico.org.uk
ICO helpline: 0303 123 1113

15. Links to other websites

Our website may include links to third-party websites, platforms or services.

We are not responsible for the privacy practices or content of those third-party websites. You should read their privacy policies before providing them with personal information.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will always be published on this page with the updated date shown at the top. If we make significant changes, we may take additional steps to notify you where appropriate.