Last updated: May 28, 2026
1. Introduction
Infotec Systems Ltd (“Infotec Systems”, “we”, “our”, or “us”) is committed to protecting
and respecting your privacy. This Privacy Policy explains how we collect, use, store, disclose,
and protect personal data in connection with our software-as-a-service (SaaS) solutions and
bespoke software development services.
This policy applies to personal data processed through our systems, websites, applications,
support services, and business operations.
Infotec Systems Ltd acts as a data controller where we determine the purposes and means of
processing personal data, and may act as a data processor when processing data on behalf of
our business customers.
2. Information We Collect
We may collect and process the following categories of personal data:
- Full name
- Business email address
- IP address
- Device and browser information
- Technical usage information necessary for security, diagnostics, and system administration
We do not intentionally collect special category personal data unless explicitly required
by a customer agreement.
3. How We Collect Information
We collect personal data through:
- Account creation and onboarding processes performed on behalf of our business customers
- Direct communications with users or customer representatives
- Access to and use of our SaaS platforms and hosted systems
- Session cookies and technical logging mechanisms required for secure platform operation
User accounts are provisioned by Infotec Systems or authorised customer representatives
rather than through public self-registration.
4. Lawful Basis for Processing
Under the UK GDPR, we rely on the following lawful bases:
- Performance of a contract
- Legitimate interests (security, fraud prevention, service improvement, operations)
- Compliance with legal obligations
Where required by law, we will obtain consent before processing personal data.
5. How We Use Personal Data
We use personal data to:
- Provide and maintain our SaaS and software development services
- Provision and manage customer user accounts
- Authenticate authorised users
- Monitor system performance, reliability, and security
- Detect and prevent unauthorised access or misuse
- Respond to support requests and enquiries
- Meet contractual, regulatory, and legal obligations
We do not sell personal data or use it for advertising purposes.
6. Cookies and Similar Technologies
Our systems use essential session cookies necessary for authentication, security, and operation.
These cookies do not perform behavioural advertising or cross-site tracking. Disabling cookies
may affect functionality.
7. Data Sharing and Third-Party Processors
We may share personal data with trusted providers, including:
- FastHosts – hosting and infrastructure services
- IDrive – backup and disaster recovery services
All providers must implement appropriate security measures. We do not sell or commercially
distribute personal data.
8. International Transfers
Where data is transferred outside the UK, appropriate safeguards are applied in line with
applicable data protection laws.
9. Data Retention
Personal data is retained only as long as necessary for legal, regulatory, contractual,
and operational purposes. When no longer required, data is securely anonymised within
a maximum period of seven years.
10. Security Measures
We implement appropriate technical and organisational measures, including:
- Access controls and authentication procedures
- Encrypted communications where appropriate
- Secure hosting environments
- Backup and disaster recovery procedures
- Monitoring and logging systems
While no system is completely secure, we follow industry best practices to protect data.
11. Data Subject Rights
Individuals may have the right to:
- Request access to personal data
- Correct inaccurate information
- Request erasure of data
- Restrict or object to processing
- Request data transfer
- Lodge a complaint with the UK ICO
12. Contact Information
13. Changes to This Privacy Policy
We may update this policy periodically to reflect legal or operational changes.
Updates will be published with a revised effective date.