Enhance IT Systems Ltd — Website Privacy Policy

Last updated: 01 October 2026

1. Who we are and what this policy covers

Enhance IT Systems Ltd ("Enhance IT", "we", "us") is the controller of personal data collected through www.enhanceit.uk. We are a company registered in Northern Ireland (NI641866) at 5 Loy Street, Cookstown, County Tyrone, BT80 8PZ, and are registered with the Information Commissioner's Office (ZA906162).

This policy explains how we handle data when you visit our website, fill in a form, contact us, or sign up for updates. If you become a client, we give you a separate client privacy notice covering how we handle data while providing our services.

We follow the UK GDPR, the Data Protection Act 2018, the Data (Use and Access) Act 2025 and PECR. For visitors in the Republic of Ireland, we also follow the EU GDPR, the Irish Data Protection Act 2018 and the ePrivacy Regulations 2011.

2. Data we collect through the website

Category	Examples	How we get it
Contact details	Name, company, job title, email, phone	Contact and quote forms, emails, calls
Enquiry details	What you need help with, messages you send us	Forms, email, live chat
Marketing preferences	Newsletter sign-up, opt-outs, email opens and clicks	Sign-up forms, our email service
Technical data	IP address, browser, device type, pages visited, referring site	Your browser, server logs, cookies
Job applications	CV and covering details	Careers page or email

Please don't send sensitive information, such as health data, through our website forms. We do not knowingly collect data from children.

3. Why we use your data and our lawful basis

Purpose	Lawful basis
Replying to enquiries and preparing quotes	Legitimate interests; steps before entering a contract
Running, securing and improving the website	Legitimate interests
Analytics and non-essential cookies	Consent
Sending updates and offers to business contacts	Legitimate interests (soft opt-in under PECR)
Sending marketing to individuals and sole traders	Consent
Considering job applications	Steps before entering a contract
Meeting legal duties and handling claims	Legal obligation; legitimate interests

Where we rely on legitimate interests, we have checked that our interests don't override your rights. You can ask us for details. You can withdraw consent or opt out of marketing at any time.

We do not sell your data, and we do not make decisions about you by solely automated means.

4. Who we share your data with

We use trusted service providers (processors) to run our website and business. Each one is bound by a written contract that requires it to keep your data secure and use it only on our instructions.

Category of processor	What they do
Website hosting and maintenance	Host our website and store form submissions
Business email and productivity	Receive and store your emails and enquiries
Customer relationship and enquiry management	Track enquiries and follow-ups
Email marketing	Send newsletters and manage unsubscribes
Website analytics	Measure how the site is used (only with your consent)
Live chat and form tools	Provide chat and form features on the site
Security and spam protection	Protect the website and forms from attacks and spam

We may also share data with our professional advisers (accountants, solicitors, insurers), with regulators or law enforcement where the law requires it, and with a buyer if our business is sold.

You can ask us for more information about the recipients of your data by contacting us (section 8).

5. Transfers, retention and security

International transfers. We keep data in the UK and EEA where possible. If a provider handles data outside these areas, we use a recognised safeguard: an adequacy decision (including the EU–US Data Privacy Framework and its UK Extension), the UK International Data Transfer Agreement or Addendum, or the EU Standard Contractual Clauses.

How long we keep data.

Data	Retention
Enquiries that don't lead to work	2 years from last contact
Marketing contacts	Until you unsubscribe, or 2 years without engagement; opt-outs kept on a suppression list
Job applications	6 months after the decision
Website server and security logs	[90 days]
Analytics data	[14 months]

If you become a client, our client privacy notice sets the retention periods from then on.

Security. We use encryption, access controls, multi-factor authentication and monitoring to protect your data. If a breach is likely to put your rights at risk, we report it to the regulator within 72 hours. If the risk is high, we also tell you directly.

6. Cookies

Cookies are small files stored on your device when you visit a website.

Type	Purpose	Consent needed?
Strictly necessary	Make the site work, remember your cookie choice, protect forms from spam	No
Analytics	Show us which pages are visited and how the site performs	Yes
Functional	Enable features such as live chat or embedded content	Yes
Marketing	Measure the effect of our advertising	Yes

Non-essential cookies are set only after you accept them in our cookie banner. You can change your choice at any time using the [Cookie settings] link in the website footer, or by clearing cookies in your browser.

7. Your rights

You have the right to:

• Access a copy of the personal data we hold about you
• Correct inaccurate or incomplete data
• Erase your data where we no longer need it or have no lawful basis
• Restrict our use of your data while a concern is resolved
• Port data you gave us to another organisation in a machine-readable format
• Object to processing based on our legitimate interests
• Stop direct marketing at any time
• Withdraw consent where we rely on it

To use any of these rights, contact us (section 8). Requests are free, and we may ask you to prove your identity. We reply within one month. If your request is complex, we can extend this by up to two months, and we will tell you why within the first month.

8. Complaints, changes and contact

Complaints. If you're unhappy with how we've handled your data, please contact us first so we can put it right. We acknowledge complaints within 30 days and give you a written response. You can also complain to a regulator at any time:

Regulator	For	Contact
Information Commissioner's Office	UK, including Northern Ireland	Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF · 0303 123 1113 · NI office: The Corn Exchange, 31 Gordon Street, Belfast BT1 2LG · 028 9027 8757
Data Protection Commission	Republic of Ireland	21 Fitzwilliam Square South, Dublin 2, D02 RD28 · +353 1 765 0100

Changes. We review this policy at least once a year. The date at the top shows when it was last updated.

Contact us.

Post	Privacy Contact, Enhance IT Systems Ltd, 5 Loy Street, Cookstown, County Tyrone, BT80 8PZ
Email	[email protected]
Phone	+44 (0)28 8676 4240