Privacy Policy

Last updated: 25 September 2026

This policy explains what personal information Systenamic collects when you visit systenamic.com, take our quiz, use our contact form or join our email list. It covers what we do with that information, who helps us handle it, and the choices you have. We’ve kept it as short and plain as we can.

Who we are

Systenamic is an AI systems consultancy based in United Kingdom. We’re the data controller for the personal information described here, which means we decide how and why it’s used.

If you have a question about this policy or your information, email us.

What we collect

When you take our quiz

  • Your name and email address
  • Your answers, for example the type of business you run, your team size, where your time goes and how you use AI at the moment
  • Anything else you choose to tell us in the quiz

When you use our contact form

  • Your name and email address
  • Your company name, if you give it
  • Your message

When you’re on our email list

  • Your name and email address
  • Whether you open our emails and which links you click, which our email provider records automatically

When you browse our website

  • Technical information such as your IP address, browser, device type and the pages you visit, which our website host collects to keep the site running and secure
  • If you accept analytics or marketing cookies, information about how you use the site, collected by Google Analytics and the Meta pixel (see the cookies section below)

You don’t have to give us any of this, but we need your email address to send your quiz results or reply to your message.

We don’t ask for sensitive information, such as details about your health, religion or political views. Please don’t include any in the quiz or your messages.

How we use your information

  • To send you your quiz results and the emails you signed up for, including our email course and occasional updates. Our lawful basis is your consent, which you can withdraw at any time using the unsubscribe link in every email.
  • To tailor the emails you get to your business. We use your quiz answers to choose which examples and topics are most relevant to you. This is a light form of profiling. It never leads to a decision with legal or similarly significant effects on you. Our lawful basis is your consent, given when you take the quiz and sign up.
  • To reply to your enquiry. Our lawful basis is our legitimate interest in responding to people who get in touch, or taking steps at your request before entering into a contract if you’re asking about working with us.
  • To understand how our website is used and improve it, using Google Analytics. Our lawful basis is your consent, given through our cookie banner.
  • To measure and show our adverts on Meta platforms such as Facebook and Instagram, using the Meta pixel. Our lawful basis is your consent, given through our cookie banner.
  • To keep our website secure and working properly. Our lawful basis is our legitimate interest in running a safe, functioning website.
  • To keep business and financial records if you become a client. Our lawful basis is our legal obligation to keep accounts.

We don’t sell your information, and we don’t use it to make automated decisions about you.

Who we share it with

We only share your information with the services that help us run Systenamic. Each of them processes it on our behalf, under a contract that requires them to keep it secure and use it only for the purposes we set.

  • Tally, which runs our quiz and contact form. Tally is based in Belgium and stores form data in the EU.
  • MailerLite, which runs our email list and sends our emails. MailerLite stores subscriber data in the EU.
  • Google, which provides our business email (so your messages to us are stored there) and, if you accept analytics cookies, Google Analytics.
  • Meta Platforms, if you accept marketing cookies. For the information collected through the Meta pixel, we and Meta are joint controllers. Meta’s own use of that information is covered by Meta’s privacy policy.
  • Our website hosting provider, which stores and serves our WordPress website.
  • Professional advisers, such as an accountant, where they need it to help us run the business.
  • Law enforcement or regulators, only if the law requires us to.

International transfers

Some of these providers, or the services they rely on, are based outside the UK, mainly in the EU and the USA. The UK recognises the EU as providing adequate protection for personal information. Where information goes to the USA or elsewhere, we rely on UK adequacy regulations (including the UK-US data bridge, where the recipient is certified) or on contract terms approved by the Information Commissioner’s Office, such as the International Data Transfer Addendum.

How long we keep it

  • Email list and quiz answers: until you unsubscribe or ask us to delete them. When you unsubscribe, we keep your email address on a suppression list, so we don’t accidentally email you again. We may also remove people who haven’t opened any of our emails for over a year.
  • Contact form enquiries: up to two years after we last heard from you, unless you become a client.
  • Client and financial records: six years, as required by HMRC.
  • Google Analytics data: no longer than 14 months.

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 anything that’s wrong or incomplete
  • Ask us to delete your information
  • Ask us to limit how we use your information
  • Object to us using your information, including for marketing
  • Ask for your information in a format you can take elsewhere
  • Withdraw your consent at any time, without affecting anything we did before you withdrew it

To use any of these rights, email us. It’s free, and we’ll respond within one month. We may need to ask you to confirm your identity first.

The quickest way to stop our emails is the unsubscribe link at the bottom of every one.

Cookies

Cookies are small files stored on your device when you visit a website. We use three kinds.

  • Essential cookies that the website and our embedded forms need to work. These are always on.
  • Analytics cookies from Google Analytics, which tell us how people find and use the site. We only set these if you accept them.
  • Marketing cookies from the Meta pixel, which help us measure and show our adverts on Facebook and Instagram. We only set these if you accept them.

You can change your cookie choices at any time using the cookie settings link at the bottom of every page. You can also block or delete cookies in your browser settings, although some parts of the site may not work as well.

Links to other websites

Our website and emails may link to other sites. We’re not responsible for how those sites handle your information, so it’s worth checking their privacy policies.

Children

Our website and services are for businesses and aren’t aimed at anyone under 18. We don’t knowingly collect information from children.

Complaints

If you’re unhappy with how we’ve handled your information, please tell us first by emailing us. We’ll acknowledge your complaint within 30 days and do our best to put things right.

If you’re still not satisfied, you can complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this policy

We’ll update this page when anything changes and change the date at the top. If a change significantly affects how we use your information, we’ll let our email subscribers know.