Privacy Policy
How Central Systems collects, uses and protects your information.
Last updated: 31 July 2026
Who we are
Central Systems ("we", "us", "our") is a digital agency based at 4 High Street, Leslie, Glenrothes, Fife, KY6 3DA, Scotland, providing website development, AI integration and business automation services. This policy explains how we handle personal data collected through centralsystems.co.uk and our related tools.
What we collect
We only collect data you provide directly, or that is generated by using our tools:
| Where | What's collected |
|---|---|
| Contact form | Name, email address, phone number (if provided), and the content of your message. |
| Website Audit Tool | Business name, your name, work email, phone number and industry (if provided), the website URL you submit, your website goal, optional qualification answers (project status, timeframe, budget range, team size, preferred contact method, free-text comments), and whether you asked for a human review. Your IP address is stored only as a one-way cryptographic hash used for rate-limiting — the raw IP address is never saved. |
| Careers applications | Whatever you choose to send us by email (e.g. CV, portfolio links) — sent directly to our inbox, not stored on the website itself. |
| Website analytics | Aggregate, privacy-conscious visit statistics (pages viewed, approximate location, device type) via WP Statistics. This does not include names or email addresses. |
| Cookies | Your cookie consent preference, and any cookies you accept — see the Cookies section below. |
How we use it
- To respond to enquiries submitted through our contact form.
- To run the website audit you request, generate your report, and email it to you at a secure, unguessable link.
- To notify our team internally when a new audit or enquiry comes in, so we can follow up.
- To send you occasional marketing emails, but only if you separately opt in — marketing consent is never bundled with the consent needed to run an audit or respond to your enquiry.
- To understand overall site usage and improve the website, using aggregate analytics only.
- To consider speculative job applications sent to us by email.
Legal basis for processing
Under UK GDPR, we rely on: consent (audit submissions, marketing emails, non-essential cookies), legitimate interests (responding to enquiries, basic site analytics, keeping the site secure), and contract (where we're actively working with you as a client).
Data retention
- Website audit reports and the lead details attached to them are retained for up to 12 months, after which they are automatically removed.
- Contact form enquiries are retained for as long as reasonably needed to respond to and follow up on your enquiry.
- You can request deletion of your data at any time — see Your Rights below.
Security
We take reasonable technical measures to protect your data, including: never storing raw IP addresses (only salted, one-way hashes for rate-limiting), issuing report links as long, unguessable secure tokens rather than predictable IDs, and restricting outbound requests from our audit tool to prevent it being misused to probe internal or private networks. No online system can be guaranteed 100% secure, but we design with this in mind.
Your rights
Under UK GDPR, you have the right to: access the personal data we hold about you; correct inaccurate data; request erasure; restrict or object to processing; and request a copy of your data in a portable format. To exercise any of these rights, email us at support@centralsystems.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your data properly.
Children's privacy
Our services are intended for business use and are not directed at children. We do not knowingly collect personal data from children.
Changes to this policy
We may update this policy from time to time to reflect changes in our practices or for legal reasons. The "last updated" date at the top of this page will always show when it was last revised.
Contact us
If you have any questions about this policy or how we handle your data, contact us at support@centralsystems.co.uk or 4 High Street, Leslie, Glenrothes, Fife, KY6 3DA.