Privacy policy
Last updated 28 October 2026
Better Systems ("we", "us") builds custom CRMs, business software and automation for small and medium-sized businesses. This policy explains what personal data we collect through this website and in the course of our work, why we collect it, and the rights you have over it.
1. Who we are
Better Systems is operated by [legal entity name], registered in [England and Wales] under company number [number], with its registered office at [address]. We are the data controller for the personal data described in this policy. You can contact us about privacy at [privacy email address].
2. What we collect
- Enquiry details. When you use our contact form or email us: your name, work email, phone number, company name and size, what you're interested in, and anything you write in your message.
- Client and project information. If you become a client: contact details for your team, the information needed to scope and build your system, and records of our correspondence.
- Technical information. When you visit this site: your IP address, browser type, device, pages viewed and the time of your visit. See our cookie policy for what we store in your browser.
3. Why we use it and our legal basis
| Purpose | Legal basis (UK GDPR) |
|---|---|
| Responding to your enquiry and arranging a call | Legitimate interests, or steps taken at your request before a contract |
| Scoping, quoting, building and supporting your system | Performance of a contract |
| Invoicing and keeping accounting records | Legal obligation |
| Keeping the site secure and understanding how it is used | Legitimate interests |
| Sending you updates about our services (only if you've opted in) | Consent, which you can withdraw at any time |
4. Data inside the systems we build for you
When we build a CRM or business system for a client, the data inside that system (their customers, deals, jobs and so on) belongs to the client. The client is the data controller for it. Where we host, maintain or support the system on the client's behalf, we act as a data processor under a written agreement and only access that data to carry out the agreed work.
5. Who we share it with
We don't sell personal data. We share it only with service providers who help us run the business, under contracts that require them to protect it: [hosting provider], [email provider], [accounting software], and [form or CRM tool], and with professional advisers or authorities where the law requires.
6. International transfers
Some of our providers store data outside the UK. Where they do, we rely on the UK's adequacy regulations or the International Data Transfer Agreement so that your data stays protected.
7. How long we keep it
- Enquiries that don't lead to a project: [12 months] from our last contact.
- Client records: for the length of the contract and [6 years] afterwards, to meet accounting and legal obligations.
- Website analytics: see the cookie policy for durations.
8. Your rights
You can ask us to access, correct, delete or restrict the use of your personal data, object to our use of it, or ask for a copy in a portable format. Where we rely on consent, you can withdraw it at any time. To exercise any of these rights, email [privacy email address]. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.
9. Security
We protect personal data with access controls, encryption in transit and at rest where our providers support it, and by limiting who in our team can see it. No system is completely secure, so if you think your data has been compromised, contact us straight away.
10. Changes to this policy
We may update this policy from time to time. The date at the top shows when it last changed. Significant changes will be flagged on this page.