Privacy Policy

1. Introduction & Legal Framework

We are committed to safeguarding the privacy of our website visitors and business contacts. This policy explains how Excelpoint Limited collects, stores, and uses your personal information when you visit buildasystem.co.uk.

Our data practices are maintained in strict accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025 (collectively, “the Data Protection Legislation”).

2. Collecting Personal Information

We may collect, store, and use the following kinds of personal information:

• Technical & Analytical Data: Information about your computer, your visits to, and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, and website navigation paths).
• Contact Data: Information that you provide to us for the purpose of subscribing to our email notifications or newsletters (including your name and email address).
• Service Data: Information that you provide to us when using the services on our website or enquiring about our software solutions.
• Communication Data: Information contained in or relating to any communication that you send to us or send through our website.

B2B Tracking (Lead Forensics): We use a third-party service, Lead Forensics, to identify the business IP address of visitors to our website. This telemetry data does not identify you personally as an individual, but it does identify the corporate network or company you are visiting from. Under our Legitimate Interests as a B2B software provider, this data is used to help us understand which businesses are interested in our services.

Note: Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with this policy.

3. Using Personal Information

Personal information submitted to us through our website will be used under the lawful bases of Consent, Contract, or our Legitimate Interests for the following purposes:

• Administering our website and business operations.
• Personalising our website for you.
• Sending you non-marketing commercial communications.
• Sending you email notifications that you have specifically requested.
• Sending you our email newsletter (you can opt out at any time).
• Sending you marketing communications relating to our B2B software solutions which we think might be of interest to you. You can inform us at any time if you no longer require marketing communications.
• Dealing with enquiries and complaints made by or about you relating to our website.
• Keeping our website secure and preventing fraud.

We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party’s direct marketing.

4. Automated Decision-Making

We do not make decisions that significantly affect you based solely on automated processing. If this changes, we will update this policy and explain the safeguards available to you.

5. Disclosing Personal Information

We do not sell your personal data. We may disclose your personal information to any of our employees, officers, insurers, professional advisers, agents, suppliers, or subcontractors insofar as reasonably necessary for the purposes set out in this policy.

We may also disclose your personal information:

• To the extent that we are required to do so by law.
• In connection with any ongoing or prospective legal proceedings.
• In order to establish, exercise, or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

6. Retaining Personal Information

This section sets out our data retention policies and procedures, designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information. Personal information that we process for any purpose shall not be kept for longer than is necessary for that purpose.

HMRC & Accounting Exemption: In order to comply with UK HMRC tax and corporate accounting audit requirements, documents (including electronic documents) containing commercial transaction data, contracts, and associated billing contact details will be strictly retained for 6 years following the end of the financial year to which they relate.

7. Your Statutory Rights (Subject Access Requests)

Under UK Data Protection Legislation, you possess comprehensive rights over your personal data. You have the right to access, rectify, or erase your personal data, restrict or object to the active processing of your data, or withdraw any marketing consent you previously provided.

To exercise these rights, or to submit a formal “Subject Access Request” (SAR) for a copy of your records, please contact us at hello@buildasystem.co.uk. We will conduct a reasonable search and respond without undue delay, strictly within one calendar month of receipt.
Note: In accordance with the Data (Use and Access) Act 2025, if your request is broad or requires further clarification, the statutory one-month clock will be paused until we receive the necessary details from you.

8. Security of Personal Information

We will take reasonable technical and organisational precautions to prevent the loss, misuse, or alteration of your personal information. We will store all the personal information you provide on our secure (password- and firewall-protected) servers. You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

9. Third Party Websites

Our website includes hyperlinks to, and details of, third-party websites. We have no control over, and are not responsible for, the privacy policies and practices of third parties.

10. How to Complain

If you’re unhappy with how we’ve handled your personal data, you are required under UK law to contact us first at hello@buildasystem.co.uk so we can put things right. We will acknowledge your complaint within 30 days, investigate it without undue delay, and tell you the outcome.

If you remain dissatisfied following our internal review, you then have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

11. Our Details

This website (buildasystem.co.uk) is owned and operated by Excelpoint Limited.

You can contact us to update your information, submit a Subject Access Request, or file a data complaint:

• By Post: Excelpoint Limited, The Work Place, Heighington Lane, Aycliffe Business Park, Newton Aycliffe, County Durham, United Kingdom, DL5 6AH.
• By Telephone: (+44) 01325 375930
• By Email: hello@buildasystem.co.uk