Privacy Policy for Rose Smart Systems

Effective Date: 10th August 2025

1. Introduction
Rose Smart Systems is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, process, and disclose information when you visit our website at www.rosesystems.co.uk or interact with our services.

2. Data Controller
Rose Smart Systems is the data controller. Company registered in England and Wales (Company No. 16065551), with registered office at 7 Lenthay Close, Sherborne, DT9 6AE.

3. Information We Collect

  • Voluntarily Provided Information:

    • Contact details such as name, email, phone number, and company.

    • Data submitted via forms (contact, quote requests, surveys).

    • Communications over email, phone, or other channels.

  • Automatically Collected Information:

    • Technical and usage data (IP address, browser type, device, pages visited, referral URLs, timestamps).

    • (Optional) Cookies, tracking pixels, analytics tools to monitor site use and performance.

4. Purpose and Legal Basis for Processing

  • To fulfil contractual obligations: Responding to enquiries, providing quotes and services.

  • Legitimate interests: Improving our website functionality, personalising user experience, diagnosing technical issues.

  • Consent (where obtained): For marketing communications (newsletters, service updates).

  • Legal obligation: Comply with applicable laws and cooperate with authorities when required.

5. Cookies and Tracking Technologies
(If you use cookies) We use cookies and similar technologies to enhance your experience, monitor site performance, and compile analytics. You can manage or disable cookies via your browser, though this may affect site functionality.

6. Data Sharing and Disclosure
We may share your personal information with:

  • Service providers and contractors (e.g., hosting, analytics, marketing platforms), under strict confidentiality and only for business-related processing.

  • Legal and regulatory bodies, if required for compliance or law enforcement.

  • Business or service transitions, such as mergers or asset sales, where data may be transferred under appropriate safeguards.

7. Data Retention
We retain your data only as long as necessary for the purposes outlined above or as required by law. For example:

  • Inquiry records: kept for 2 years post-engagement.

  • Marketing consent data: retained until consent is withdrawn.

8. Your Data Protection Rights
Under GDPR and the UK Data Protection Act 2018, you have the right to:

  • Access the personal data we hold about you.

  • Correct or update inaccuracies.

  • Request deletion (right to be forgotten), subject to legal limits.

  • Restrict or object to processing.

  • Request data portability in a machine-readable format.

  • Withdraw consent at any time for marketing communications.

  • Lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data is mishandled.

9. Security of Your Data
We implement appropriate technical and organisational measures (e.g., encryption, secure servers) to protect your information from unauthorised access, alteration, or loss.

10. International Transfers
If your data is processed or stored outside the UK or EEA, we ensure adequate protection is in place—such as contracts with Standard Contractual Clauses or other approved legal mechanisms.

11. Updates to This Policy
We may update this Privacy Policy from time to time. Significant changes will be highlighted on our website or communicated directly if relevant. Please revisit this page periodically to stay informed.

12. Contact Us
For questions or to exercise your rights, please contact:
Email: george@rosesystems.co.uk
Mailing Address (if applicable): 7 Lenthay Close, Sherborne, Dorset, DT9 6AE