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Last updated: 28 April 2026

Privacy Policy

This Privacy Policy explains how SysGroup PLC and its subsidiaries (together "SysGroup", "we", "us", "our") collect, use, store, and protect personal information when you use this website or our services.

SysGroup PLC is the data controller for the personal information we collect through this website. We are registered in England and Wales (company registration number 06172239) with our registered office at 55 Spring Gardens, Manchester M2 2BY. We are registered with the Information Commissioner's Office.

If you have any questions about this policy or wish to exercise any of your rights, please contact our Data Protection Officer at dpo@sysgroup.com or write to us at SysGroup PLC, 55 Spring Gardens, Manchester M2 2BY.

Scope of This Policy

This policy applies to personal information processed through sysgroup.com and its sub-pages. It does not cover separate platforms operated by us under different terms (for example, our support portal, recruitment portal, or any client-specific service environments), each of which has its own notice.

What Information We Collect

We only collect information you actively provide or that is generated by routine use of the website. This may include:

  • Contact details: first name, last name, email address, telephone number, and the company you represent;
  • Enquiry content: the nature of your enquiry and any message you choose to send;
  • Booking details: if you book a meeting via our online booking tool, the date, time, and any context you supply;
  • Subscription preferences: your email address and consent if you sign up to receive our Insights or other communications;
  • Technical and usage information: anonymised, aggregated visit statistics generated by our privacy-friendly analytics provider (see our Cookie Policy).

How We Use Your Information

We use personal information for the following purposes:

  • To respond to enquiries you submit through our contact form or by email;
  • To arrange and confirm meetings or calls you have booked with us;
  • To send marketing communications (such as our Insights newsletter) where you have given us your consent;
  • To administer and improve the operation, security, and performance of our website;
  • To comply with legal, regulatory, and contractual obligations.

Lawful Basis for Processing

We rely on the following lawful bases under the UK GDPR and the Data Protection Act 2018:

  • Consent: for marketing emails, the Insights newsletter, and any optional communications you choose to receive;
  • Legitimate interests: to respond to your enquiries, manage business correspondence, and protect the integrity of our website and services. We balance these interests against your rights and will not rely on this basis where your rights override our interests;
  • Contractual necessity: to take steps prior to entering, or to perform, a contract with you or your organisation;
  • Legal obligation: where we are required by law or regulation to retain or process information.

How Your Information Is Processed and Where

Contact and enquiry forms

Information you submit via our contact form is transmitted securely and stored in our customer relationship management system (Zoho CRM). Access is restricted to authorised SysGroup personnel.

Newsletter and Insights subscriptions

If you sign up to receive our Insights or other marketing emails, we record your email address and your consent in our marketing platform (Zoho Campaigns). You can unsubscribe at any time using the link in any email we send.

Online booking

When you book a meeting through our website, the appointment details are processed by Microsoft Bookings as part of our Microsoft 365 tenant.

Website analytics

We use a privacy-friendly analytics service (Plausible Analytics) which does not use cookies and does not collect personal data. See our Cookie Policy for details.

Sharing Your Information

We do not sell your personal information. We share it only with:

  • Trusted service providers acting as our data processors (for example, Zoho Corporation for CRM and email marketing, and Microsoft Corporation for productivity and booking services), who are contractually bound to handle your data securely and only on our instructions;
  • Professional advisers (such as auditors and legal counsel) where reasonably required;
  • Regulators, law enforcement, or other authorities where we are legally required to do so.

International Transfers

Some of our service providers may process data outside the United Kingdom or the European Economic Area. Where this happens, we ensure that an appropriate transfer mechanism is in place (such as the UK International Data Transfer Agreement, the EU Standard Contractual Clauses, or an adequacy decision recognised by the UK government).

Retention

We keep personal information only for as long as necessary for the purposes set out in this policy, including any legal, accounting, or reporting requirements. Typical retention periods are:

  • Contact and enquiry records: up to six years from the last interaction, in line with the limitation period for contract claims;
  • Newsletter subscribers: until you unsubscribe or we identify your record as inactive, whichever is sooner;
  • Booking records: for the duration of the engagement plus any period required for our records.

Security

We have implemented appropriate technical and organisational measures to safeguard your personal information against unauthorised access, alteration, disclosure, or destruction. These include access controls, encryption in transit, secure hosting environments, and staff training. No method of transmission over the internet is completely secure, and we cannot guarantee absolute security of information transmitted to us.

Your Rights

Under data protection law you have the following rights:

  • Right to be informed: about how your data is used (this policy);
  • Right of access: to a copy of the personal data we hold about you;
  • Right to rectification: to have inaccurate or incomplete data corrected;
  • Right to erasure: to have your data deleted in certain circumstances;
  • Right to restrict processing: to limit how we use your data;
  • Right to data portability: to receive your data in a structured, commonly used format;
  • Right to object: to processing based on legitimate interests or for direct marketing;
  • Rights related to automated decision-making: we do not use your data for automated decisions or profiling that produce legal effects.

To exercise any of these rights, please email dpo@sysgroup.com. We will respond within one calendar month.

Withdrawing Consent

Where we rely on your consent (for example, marketing emails), you can withdraw it at any time by clicking unsubscribe in any email or by contacting us. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

Links to Other Websites

Our website may contain links to third-party sites. We are not responsible for the content or privacy practices of those sites and encourage you to review their privacy notices.

Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. The date at the top of this page indicates when it was last revised. Material changes will be notified through this page or, where appropriate, by email.

Complaints

If you are unhappy with how we have handled your personal information you can complain to the Information Commissioner's Office (ICO):

  • Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  • Telephone: 0303 123 1113
  • Web: ico.org.uk

We would, however, appreciate the chance to address your concerns first. Please contact our Data Protection Officer at dpo@sysgroup.com.