Privacy Policy

Introduction

Podular Systems is committed to protecting your personal information and respecting your privacy. This policy explains how we collect, use, store, and safeguard any personal data you provide to us, whether through our website, email, telephone conversations, in-person meetings, or at events and exhibitions. For example, you may provide information to us when you contact one of our sales team, communicate with our staff or visit our stand at a show or exhibition. During these interactions you may share personal data such as your name, address, e-mail address and contact number. In some circumstance this information will need to be used to provide you with one of our products or services that you have asked for or engage with you on a business basis.

This policy outlines what data we collect, how we use it, and the steps we take to keep it secure.

Our legal basis for collecting your personal data

For existing and potential customers, we will only ever collect, store, use, process, transfer and disclose personal data when it is necessary for Podular Systems legitimate interests regarding our business requirements or where we have received consent to do so.

Our legal basis for using your personal data

Podular Systems relies on the lawful basis for processing personal data. In some cases, more than one lawful basis may apply within respect to the same personal data.

Contractual Necessity: We process personal data where it is required to fulfil a business contract, or to take steps at your request before entering into a contract.

Legitimate Interest: There are several instances that we will collect and process personal data under the lawful basis of legitimate interests. When you provide your personal data to us, we use your information for our legitimate business interests to carry out our work and complete necessary actions on projects. Before doing this, we will also carefully consider and balance any potential impact on you or your rights.

An example of when we might use your personal data under legitimate interest would be the sharing of information with one of our authorised suppliers for project build purposes.

Consent: To keep you updated on information regarding our services, solutions, research, and news we will obtain your consent at the point at which we collect your information. Your consent and the date your consent is provided, shall be stored on our secure systems to help us maintain an accurate record of how we collected; and the reason for collecting, storing your information. You can withdraw your consent at any time, and all marketing emails will include an option to unsubscribe.

Personal data you give us

We may collect personal information directly from you through a range of interactions. This could include when you submit an enquiry through our website, engage with our team via email or telephone, attend meetings, or speak with us at industry events, exhibitions, or networking sessions.

The types of personal data you may provide may include:

  • Your name, job title, and business contact details (such as email address, telephone number, and postal address)
  • Information relevant to your role or organisation in connection with a project or enquiry
  • Date of birth
  • Details from your professional or social media profiles where you choose to share these with us etc

Recruitment

Podular Systems recruits across a range of roles to support the growth and development of the business. Vacancies may be advertised on our website, job platforms, or social media.

When you apply for a role or submit your CV, we collect and process your personal data as part of the recruitment process. We are committed to being transparent about how this information is used and to meeting our legal obligations.

Further information can be found on the Applicant Data Privacy Notice.

Business Development

To manage enquiries and relationships with current and prospective customers, we maintain internal records of sales and project-related information. Personal data within these records are processed on the basis of legitimate interests and, where applicable, contractual necessity.

Marketing

We may contact you with information about our services, solutions, updates, or publications where you have given your consent to receive such communications.

Consent is typically obtained when you request information, engage with our team, or interact with us at events or meetings. We may also use your information for market research purposes to help improve our services.

You can opt out of marketing communications at any time.

Social Media

If you interact with us via social media platforms—for example by following, liking, or sharing our content—those platforms may collect information about your activity. Where you actively engage with us, we may receive limited personal data from the platform, which we treat as provided with your consent.

Our website may also include content from social media platforms (such as feeds or embedded content), which may set cookies independently. We do not control these cookies and recommend reviewing the relevant platform’s privacy policy.

Website Usage and Technical Data

Information collected automatically

When you visit our website, we may collect certain technical information, including:

  • IP address
  • Browser type and version
  • Time zone settings
  • Operating system and platform
  • Pages visited and time spent on the site
  • Interaction data such as clicks, scrolling and navigation paths

This information helps us understand how visitors use our website and improve its performance.

Log Files

We automatically collect anonymised data such as IP address, browser type, language, and access times. This information is used for analysis, system administration and improving user experience, and does not identify individuals.

Cookies

Our website uses cookies to enhance functionality and user experience. Cookies are small files stored on your device through your web browser. Some cookies may collect personal data, which will be handled in accordance with this policy. By continuing to use our website, you agree to our use of cookies. You can manage cookie preferences through your browser settings.

Analytics

Our website may use web analytics. The information generated by the cookies about your use of our website (including your IP address) may be transmitted to and stored by Google on it’s servers. Google may use this information for the purpose of evaluating your use of our website, compiling reports on website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. Further information about Google’s privacy policy may be obtained from http://www.google.com/privacy.html.

Security

While the internet cannot be guaranteed to be completely secure, we take appropriate technical and organisational measures to protect your personal data from loss, misuse, or unauthorised access.

These measures include:

  • Restricted access to personal data
  • Secure systems and infrastructure
  • Encryption technologies such as SSL
  • Regular review and updating of our security practices

Although we take these steps, transmission of data over the internet is at your own risk.

CCTV, Photography and On-Site Data Collection

We may collect personal data through CCTV systems at our premises for security purposes. At events, exhibitions, or other business activities, we may also take photographs or record video for legitimate business use, including marketing and communications. Clear signage will be provided where this applies. Should you wish not to be captured in photographs or video footage outside of the CCTV use, it is your responsibility to ensure you move away from any camera/film crew and to inform a member of the team.

If your device has Wi-Fi or Bluetooth enabled while visiting our premises, limited data may also be collected for operational or analytical purposes.

Storage of Your Personal Data

All information you provide to us is stored on our secure servers and is protected using industry standard secure layer (SSL) encryption technology. We will do our best to protect your personal data, although as the transmission of information via the internet is not completely secure, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access, misuse, or loss.

Sharing Data

Podular Systems does not sell personal data. We may share your information with trusted third-party service providers (data processors) who act on our behalf and under our instructions. These may include suppliers or partners involved in delivering our services. All such parties are required to comply with applicable data protection laws.

Changes To This Policy

We may update this Privacy Policy from time to time. Any changes will be published on this page.

Where changes significantly affect how we use your personal data, we will take reasonable steps to notify you and, where required, seek your consent.

Continued use of our services after updates are made will indicate your acceptance of the revised policy.

Your rights

Under UK data protection law, you have rights in relation to your personal data, including:

  • The right to access the information we hold about you
  • The right to request correction of inaccurate data
  • The right to request deletion of your data (in certain circumstances)
  • The right to restrict or object to processing
  • The right to withdraw consent at any time (where applicable)

If you would like to exercise any of your rights, request a copy of your data, or ask a question about this policy, please contact us at: enquiries@podularsystems.co.uk