Privacy policy.

M-Tech Systems Ltd is committed to ensuring that your privacy is protected.

This privacy policy lays out the specific commitments of M-Tech Systems Ltd, in compliance with the Data Protection Act 1998, the General Data Protection Regulation (GDPR) and the Privacy and Electronic Communications Regulations (PECR).

This privacy policy sets out how M-Tech Systems Ltd uses and protects any information that you may give out while visiting the website and when engaged with the business as a customer or prospective customer.

Should we ask you to provide certain information by which you can be identified when dealing with us as a business, or visiting the website, then you can be assured that it will only be used in accordance with this privacy statement. Similarly, if we hold personal data which has not been obtained from you directly, it will only be used in accordance with this privacy statement.

What We Collect Through the Website

We will only collect information from you with your submission and consent. If we request your email or phone number, we will detail what purpose we will use these for at time of submission.

If you supply your email address to download a case study, attend a webinar, partake in a survey, etc, but do not choose to Opt-In to the Mailing List you will only be contacted with respect to the activity you have requested to download or be part of.

We may request the following information:

• name and job title and company name
• contact information including email address.
• demographic information such as postcode, preferences, and interests
• other information relevant to client surveys and/or promotions

What We Do with the Information We Gather Through the Website

We will sometime request information from you to understand your needs and provide you with a better service, and for the following reasons:

• Internal record keeping.
• We may use the information to improve our product and service offerings.
• We may periodically send promotional emails about products, special offers or other information which we think you may find interesting using the email address which you have provided. You may unsubscribe at any time.
• From time to time, we may also use your information to contact you for market research purposes.
• We may use the information to customise the website according to your interests.

Email Marketing

When you fill out one of our contact forms, you will see the option to choose to opt-in to our Mailing List, Subscribe to our Newsletter, or wording to the same effect.

If you do choose to opt-in to email marketing from M-Tech, the details you have provided will be stored within our third-party CRM system and third-party email marketing service provider. The data will not be sold or delivered to any third party for their own marketing purposes.

Email Marketing Opt Out

Each email marketing message we send you will also include an appropriate and easy way for you to opt out of receiving further communications by email from us, usually in the form of an 'unsubscribe' link in the email footer.

Alternatively, you can contact us at dataprotection@mtechsystems.co.uk, with the email address you would like to remove, and we will remove this and any data attached to this from all of our systems. We will still hold your email address on file in a suppression list to ensure you don't receive any future marketing contact.

Legal Bases for Email Marketing (Consent and Legitimate Interest)

We follow the regulations and guidance from the ICO, PECR and DMA and distinguish between Individuals and B2B contacts, and the permissible methods of electronic communication in our marketing outreach.

"Business-to-business (B2B) marketing (defined as limited, public limited companies and public bodies such as schools and hospitals) are not covered under PECR, which means that you do not need prior consent to send emails or SMS communications. Marketers may therefore be able to use legitimate interests for B2B campaigns."

We operate our B2B email marketing lists under either the legal basis of consent, or legitimate interests, two of the six bases permitted under the GDPR.

If you have freely and actively provided your consent to receive email communication from us, you will be on a list where the legal basis for M-Tech Systems Ltd to contact you is through consent.

If you have not actively provided your consent, we may process your personal information for our legitimate business interests. To contact you in this way, we will have conducted a Legitimate Interest assessment:

• identify a legitimate interest.
• show that the processing is necessary to achieve it; and
• balance it against the individual's interests, rights, and freedoms.

Third-Party Processors

Our carefully selected partners and service providers may process personal information about you on our behalf as described below:

Digital Marketing Service Providers: We may periodically appoint digital marketing agents to conduct marketing activity on our behalf, such activity may result in the compliant processing of personal information. Our current appointed data processors can be provided on request to dataprotection@mtechsystems.co.uk

Website Analytics: With your consent, we use Google Analytics (provided by Google) to measure and understand how visitors use our website. Google processes this analytics data on our behalf as a data processor. See "How We Use Cookies" below for what this involves and how to opt out.

How We Use Cookies

Cookies are small text files stored on your device when you visit a website. We use a small number of cookies that are strictly necessary for this website to function, such as keeping the site secure and remembering basic preferences. These do not require your consent.

With your consent, we also use Google Analytics to understand how visitors use the site so that we can improve it. Google Analytics sets first-party analytics cookies (for example _ga and _ga_<id>) and processes the resulting data on our behalf as our data processor. Until you accept, no analytics cookies are placed on your device.

When you first visit, a cookie banner lets you accept or reject analytics cookies. We only set them if you choose Accept. You can change or withdraw your choice at any time using the "Cookie settings" link in the footer, or by clearing cookies in your browser. We do not use advertising or marketing cookies, and we do not track your activity across other websites.

You can read how Google handles analytics data in the Google Privacy Policy, and you can opt out of Google Analytics on all websites using the Google Analytics Opt-out Browser Add-on. You can also control cookies through your browser settings; most browsers let you block or delete cookies, though disabling some may affect how this website works. To learn more, visit aboutcookies.org.

Links to Third-Party Websites

At M-Tech Systems, we strive to provide a valuable browsing experience, which is why our website may include links to other websites that might be of interest to you. However, we want to make it clear that once you use these links to exit our site, we no longer have any control over the destination website.

As a result, we cannot take responsibility for the protection and privacy of any information you may share while visiting these external sites. These websites operate independently, and our privacy statement does not govern them.

We care deeply about your privacy and security, so we urge you to exercise caution and carefully review the privacy statement of any website you visit through the provided links. Understanding their data collection practices will help you make informed decisions about sharing your personal information.

Please be assured that while we are committed to maintaining a safe browsing environment on our website, we cannot guarantee the practices of external sites. Your privacy matters to us, and we want you to feel confident and protected throughout your online journey.

Using Personal Data (Customer or Engaged Prospective Customer)

At M-Tech Systems, safeguarding your personal information is of utmost importance to us. Any personal information you provide during business negotiations will be securely stored within our systems. This data will be used solely for the purpose of processing your order and effectively managing your account with us. Please rest assured that we employ robust security measures to protect your sensitive data from unauthorised access or disclosure.

Kindly note that providing the required information is essential for us to proceed with your purchase or contract. Without this necessary data, we may regrettably be unable to fulfil your request or complete the transaction.

As part of our commitment to transparency, we want to assure you that we do not engage in any automated decision-making or profiling within our business operations. Your information will only be used for the intended purposes you have consented to.

Under the grounds of the 'soft opt-in', we may occasionally email you about other products and services that we believe may be of interest to you. The 'soft opt-in' is based on the following conditions:

• We obtained your contact details during a previous sale or negotiation with you.
• The email message we send will be marketing similar products or services that align with your previous interests.
• Rest assured, every email we send will provide you with a simple and clear opportunity to opt-out from further marketing communications. If you no longer wish to receive such emails, you can easily unsubscribe or opt-out, and we will promptly respect your preferences.

Under the Privacy and Electronic Communications Regulations (PECR), B2B marketing is not covered, which means that prior consent is not required for sending emails or SMS communications to these entities. Marketers can use the legal basis of legitimate interests for B2B campaigns, making it a valid approach for reaching out to businesses for marketing purposes.

At M-Tech Systems, we operate our B2B email marketing lists under the legal bases of either consent or legitimate interests. Both bases are permitted under the General Data Protection Regulation (GDPR), and we ensure strict compliance with the regulations to protect your data and privacy.

For those cases where we have obtained your consent, it means that you have willingly provided permission for us to contact you with relevant marketing materials related to our products and services. If you have not given explicit consent, we rely on the legal basis of legitimate interests, ensuring that our marketing communications are relevant and align with your business interests based on our existing relationship.

Sharing Personal Data with Third Parties (Customer or Engaged Prospective Customer)

As part of our commitment to delivering exceptional services and ensuring a seamless experience for our engaged customers and prospective customers, we may, with your explicit consent, share certain personal data with trusted third-party entities, including credit reference agencies. This data-sharing process allows us to better serve you and make well-informed decisions when you apply for a credit account with our company.

The personal data shared with third parties, such as credit reference agencies, may encompass various relevant details. This information includes, but is not limited to, your full name, contact information, financial history, credit application particulars, and any other pertinent data required for the credit assessment process.

Sharing your personal data with credit reference agencies allows us to gain valuable insights into your creditworthiness and financial standing. This critical assessment enables us to tailor our services, including credit account options, to better suit your needs and financial capabilities.

Any personal data shared with third parties, especially credit reference agencies, is handled with the utmost care and in strict compliance with applicable data protection laws and regulations. Our commitment to safeguarding your data is unwavering.

We carefully select our third-party partners, ensuring that they adhere to robust data protection standards and maintain the confidentiality of your personal information. However, please be aware that we cannot be held liable for the data practices of these third parties.

At M-Tech Systems, we are dedicated to prioritising your privacy and respecting your data protection rights. By sharing your personal data responsibly and transparently with selected third parties, we aim to deliver exceptional services tailored to your unique needs while maintaining the highest standards of data security.

Jurisdiction and Governing Law

This Privacy Policy and any disputes arising out of or relating to this Privacy Policy, or any other matter shall be governed by and construed in accordance with the laws of England and Wales. You agree to submit to the exclusive jurisdiction of the English courts in respect of any such disputes.

Your Data Rights under Data Protection Act 1998, the General Data Protection Regulation (GDPR)

As a valued visitor to M-Tech Systems, we want to ensure that you are aware of your rights under the General Data Protection Regulation (GDPR). We are committed to respecting your privacy and providing you with the necessary control over your personal information. As such, you have the following rights with respect to your data:

The Right to Access: You have the right to request a copy of the personal information we hold about you. If you wish to exercise this right, please contact us using the information provided in this privacy policy. We will respond to your request promptly and provide you with the relevant details in a clear and understandable format.

The Right to Correct: If you believe that any of the information we hold about you is inaccurate or incomplete, you have the right to request corrections. Simply get in touch with us, and we will ensure that any inaccuracies are promptly rectified to maintain the accuracy and completeness of your data.

The Right to Delete: You have the right to request the deletion of your personal information under certain circumstances. If you no longer want us to retain your data, please let us know, and we will securely delete it from our records, unless we have a legitimate reason or legal obligation to continue processing it.

The Right to Object: You have the right to object to the processing of your personal information in specific situations. If you have concerns about how we handle your data or the purposes for which it is processed, please inform us, and we will review the situation accordingly.

The Right to Withdraw Consent: You have the right to withdraw your consent to the processing of your information at any time. If you previously provided consent and now wish to revoke it, you can do so by contacting us. Please note that withdrawing consent does not affect the lawfulness of any data processing that occurred before the withdrawal.

Response times to GDPR & SARs

Under the General Data Protection Regulation (GDPR), we have one month to respond to a request from you to access, correct, delete, object to, or withdraw consent to the processing of your personal information. In certain circumstances, we may be able to extend this period for an additional two months, but we will always inform you if this is the case.

If you make a request, we will need to verify your identity before we can respond. We will do this by asking you to provide us with some information, such as your name, email address, and date of birth. We may also ask you to provide us with a copy of your ID.

Once we have verified your identity, we will respond to your request as soon as possible. If we are unable to comply with your request, we will explain why.

Length of Data Retention

M-Tech Systems operates in an industry in which it is not subjected to any legal requirements around retention periods. This means that we have the flexibility to determine how long we retain your personal information.

We will retain your personal information for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of providing you with our services, complying with our legal obligations, and resolving any disputes.

We will also retain your personal information for as long as necessary to protect our legitimate interests, such as for fraud prevention and for the purpose of improving our products and services.

You can request that we delete your personal information at any time. However, please note that we may not be able to delete your personal information if we are required to retain it for legal or regulatory purposes.

We will take all reasonable steps to ensure that your personal information is secure and protected from unauthorised access, use, disclosure, alteration, or destruction.

Contacting Us Regarding Your Data

M-Tech Systems Ltd have voluntarily opted to appoint a Data Protection Officer and Data Protection Team who can be contacted via the following:

• Letter: Data Protection Team, M-Tech Systems, Martello House, Edward Road, East Sussex, BN23 8AS
• Email: dataprotection@mtechsystems.co.uk
• Telephone: +44 (0) 1323 404040

Your Right to Lodge a Complaint

If you are not happy with our response to your request, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). The ICO is the UK's independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals. The ICO can be contacted via the following methods:

• Website: https://ico.org.uk/
• Phone: 0303 123 1113

Updates & Changes to This Privacy Policy

We may need to make changes to this Privacy Policy periodically. This could be as the result of government regulation, new technologies or other developments in data protection laws or privacy generally or where we identify new sources and uses of personal information (provided such use is compatible with the purposes for which the personal information was originally collected).

The Data Protection Team will make sure that this document is updated regularly or as legislation requires. The most current version of the Privacy Policy will always be posted on our website.

This Privacy Policy is effective as of 11th May 2018, and the latest update was made on 4th June 2026.