Last updated: 29 October 2026

This policy explains how GS Systems Limited (“GS Systems”, “we”, “us”) collects and uses personal information when you visit gs-systems.co.uk, contact us or use our services. We are committed to protecting your privacy and handling your information in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR).

1. Who we are

GS Systems Limited is the data controller for the personal information described in this policy. We are registered in England (company number 3288521) and registered with the Information Commissioner’s Office (ICO) under registration number ZB843735.

Registered office: 119/121 Buxton Road, Stockport, Cheshire, SK2 6LR
Email: info@gs-systems.co.uk
Telephone: 0161 483 5595

2. Information we collect

Information you give us. When you fill in one of our enquiry, quote or demo request forms, or contact us by email or phone, we collect the details you provide. This usually includes your name, company name, business sector, email address, phone number and the products or services you are interested in, plus anything you write in your message.

Information collected when you use our website. With your consent, we use Google Analytics to collect information about how you use the site, such as the pages you visit, how long you stay, the device and browser you use and your approximate location. Our web server and security software also record technical information such as your IP address, to keep the site secure and working properly.

Customers. If you become a customer, we also hold the contact, account, order and support information needed to provide and support our products and services.

3. How we use your information and our legal basis

  • To respond to your enquiry and provide information, quotes or demonstrations you have asked for. Legal basis: our legitimate interests in responding to business enquiries, or taking steps at your request before entering into a contract.
  • To provide our products, services and support to customers. Legal basis: performance of a contract.
  • To send you information about our products and services by email. We only do this where the law allows: for business contacts, on the basis of our legitimate interests; for individuals, where you have given consent or are an existing customer. You can opt out at any time (see section 7).
  • To understand how our website is used and improve it (Google Analytics). Legal basis: your consent, given through our cookie banner.
  • To keep our website and systems secure, prevent spam and fraud. Legal basis: our legitimate interests.
  • To meet our legal obligations, for example keeping financial records. Legal basis: legal obligation.

4. Cookies

We use cookies and similar technologies. Essential cookies are needed for the website to work. Analytics (Google Analytics), marketing (LinkedIn) and embedded video (YouTube) cookies are only set if you agree to them through our cookie banner. You can change your choices at any time. Full details are in our Cookie Policy.

5. Who we share your information with

We do not sell your personal information. We share it only with trusted service providers who help us run our business, and only as needed for the purposes above. These include:

  • our website hosting provider (Apex IT, UK);
  • Google, for email (Google Workspace), website analytics (Google Analytics, with consent), spam protection on our forms (Google reCAPTCHA) and website fonts;
  • LinkedIn, for measuring the effectiveness of our advertising (only with your consent);
  • our CRM (customer relationship management), customer support and email marketing service providers;
  • our accountants, professional advisers and, where required, regulators or law enforcement.

If we sell or transfer all or part of our business, your information may be transferred to the new owner, who will be bound by this policy.

6. International transfers

Some of our service providers, such as Google and LinkedIn, may process personal information outside the UK, including in the United States. Where this happens, we make sure appropriate safeguards are in place, such as the UK–US Data Bridge, UK adequacy regulations or the UK International Data Transfer Agreement.

7. Marketing and opting out

Every marketing email we send includes a link to unsubscribe. You can also ask us to stop at any time by emailing info@gs-systems.co.uk. We will act on your request promptly.

8. How long we keep your information

  • Enquiries that do not lead to a customer relationship: up to 2 years from our last contact with you.
  • Customer records: for as long as you are a customer and up to 6 years afterwards, to meet legal and accounting requirements.
  • Website analytics data: up to 14 months.
  • Marketing preferences: we keep a record of opt-outs so that we do not contact you again.

9. Your rights

Under UK data protection law you have the right to:

  • ask for a copy of the personal information we hold about you;
  • ask us to correct information that is wrong or incomplete;
  • ask us to delete your information;
  • ask us to restrict or stop using your information, or object to how we use it, including for direct marketing;
  • ask us to transfer your information to another organisation;
  • withdraw your consent at any time, where we rely on consent.

To use any of these rights, email info@gs-systems.co.uk or write to us at the address above. We will respond within one month.

10. Keeping your information secure

We use appropriate technical and organisational measures to protect your personal information, including secure (HTTPS) connections, access controls and security monitoring of our website.

11. Complaints

If you have a concern about how we handle your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113.

12. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.