1. Introduction
This Privacy Policy explains how Trust Systems (“we”, “us”, “our”) collects, uses, shares, and protects your (“you”) personal data. We are committed to safeguarding your privacy in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data Use and Access Act 2025 (DUAA).
2. Data We Collect
When you access our website, use our services, or interact with our business profiles on social media, we may collect and process the following types of personal data:
- Name, job title, and company details
- Contact information (such as email address, phone number, and postal address)
- Technical data, including IP address, browser type, device information, and operating system
- Information you provide through forms, emails, or other correspondence
- Usage data from our website, collected via cookies and analytics tools
3. Legal Basis for Processing
We process your personal data based on:
- Consent (e.g., for marketing communications)
- Contractual necessity (e.g., to provide services)
- Legal obligations (e.g., for compliance and reporting)
- Legitimate interests, including:
- Network and information security
- Intra-group data sharing
- Business development and service improvement
3. How We Use Your Data
We use your personal data for the following purposes to:
– Respond to inquiries and provide services
– Improve our website and services
– Send marketing communication (with your consent)
– Comply with legal and regulatory obligations
– Prevent fraud and ensure security of our website and services
4. Data Retention
We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. Specific retention periods are:
– Customer data: 7 years
– Marketing data: 2 years (or until consent is withdrawn)
– Job applications: 6 months unless consent is given for longer retention
5. Sharing Your Data
We may share your data with trusted third-party service providers and other entities in our group who assist us in operating our website, conducting our business, or providing services to you. These third parties are contractually obligated to keep your information secure and use it only for the purposes specified by us. We may also share your data with legal or regulatory authorities, when required.
6. International Data Transfers
Your personal data may be transferred to and processed in countries outside the UK or EEA. In such cases, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.
7. Cookies
We use cookies to enhance your experience on our website. Cookies help us understand how users interact with our site. You can manage your cookie preferences through your browser settings. For more details, please refer to our full Cookie Policy.
8. Automated Decision-Making
We do not use automated decision-making or profiling that significantly affects you. If this changes, we will update this policy to provide you with the necessary information and rights.
9. Your Rights
You have the right to:
– Access your personal data
– Request correction or deletion
– Object to processing or request restriction
– Withdraw consent at any time
– Lodge a complaint with the Information Commissioner’s Office (ICO)
You may also submit a complaint to us using the details in “11. Contact Us” below, we will respond within 30 days, as required by DUAA.
10. Data Breach Notification
In the event of a data breach that may pose a risk to your rights and freedoms, we will notify you and the ICO without undue delay, in accordance with legal requirements.
11. Contact Us
If you have any questions about this Privacy Policy or your personal data, please contact us at:
Email: privacy@trustsystems.co.uk
Address: Trust Systems, Unit 20-21, Cirencester Office Park, Tetbury Road, Cirencester, GL7 6JJ
Legitimate Interest
What is meant by Legitimate Interest?
Under the UK GDPR and the Data Use and Access Act 2025 (DUAA), “Legitimate Interests” refers to our company’s lawful basis for processing personal data when it is necessary for our business operations and does not override your rights and freedoms.
This may include:
- Sending relevant marketing communications
- Improving our services and website functionality
- Internal administrative purposes
- Ensuring network and information security
In certain cases, DUAA allows us to rely on recognised legitimate interests (e.g., crime prevention, safeguarding, emergencies) without conducting a balancing test. For other activities, we assess and document the impact on your rights through a Legitimate Interests Assessment (
You have the right to object to any processing based on legitimate interests. For more information, please refer to our Privacy Policy or contact us at privacy@trustsystems.co.uk.
How we process your data for our legitimate interests
The information below sets out further detail on the ways we process your data for our legitimate interests. If you have any concerns about the processing below, you have the right to object to processing that is based on our legitimate interests. For more information on your rights, see the section of our Privacy Notice titled ‘Can I find out the personal data that the organisation holds about me?’.
Email communication
When providing your email address to Trust Systems Ltd verbally or submitting your email address on the Trust Systems Ltd website you will receive the particular piece of information you requested, as well as appropriate and useful communications. This includes, but is not limited to; invitations to our industry leading events and webinars, our latest advice driven assets (whitepapers, guides, reports, infographics, videos and case studies) and promotional offers on software and services.
At any time, you can update your preferences by clicking the link in any emails you receive from us. The link will always be in the footer of the email. You can also stop receiving emails from us using that same link. If you don’t have an email from us to hand and want to update your preferences, email privacy@trustsystems.co.uk and we will action your request. We will retain your email address to ensure that we uphold your marketing preferences and will remove you from any email communications not required to uphold our contractual obligations with you.
IP address lookup
Our company uses third parties to provide information about visitors to our websites. When you visit our websites we will record your IP address. This address will be matched against public and proprietary IP address databases to provide us with information about your visit. This information may identify the organisation to whom the IP address is registered but not individuals. In some limited cases i.e. single person companies, it may be possible to identify personal data from publicly available ICANN data.
Website cookies and link tracking
Cookies allow us to provide important site functionality so you don’t have to re-enter lots of information. They also allow us to remember what links and pages have been clicked or viewed during a session. If you have provided us with personal data, completing a contact form for example, we may associate this personal data with other information. This will allow us to identify and record what is most relevant to you.
By using your browser controls, you are always in control of the cookies we store and access on your computer. More information on how to control cookies and limit personal data processing can be found at www.youronlinechoices.com/uk/five-top-tips.
View our Cookie Policy for more information on the cookies we use. Ensure this policy is regularly reviewed and includes all tracking technologies currently in use.
Call recording
Trust Systems Ltd has a telephone system that is capable of recording telephone conversations. This standard practice allows the recording of telephone calls for quality monitoring, training and marketing purposes.
Calls made or received may be recorded by Trust Systems Ltd and will be retained for a period of six months. External calls made by employees of the business may be recorded by Trust Systems Ltd. These recordings will only be used for the purposes specified in this policy.
We shall ensure that the use of these recordings is fair and that we comply with the requirements of the relevant legislation.
External calls made by employees of the business may be recorded by Trust Systems Ltd. Under normal circumstances a call will not be retrieved or monitored unless:
– It will aid standards in call handling through use in training and coaching our staff.
– It will aid individuals in fulfilling their roles and the nature of the recording is shared with the individual at the start of the call, i.e. recording of an interview with a customer to understand their experience of Trust Systems Ltd products and/or services.
If it becomes clear that a communication is private or the person making the call says that they do not wish to have their call recorded, the call will be stopped and will be resumed from a line within the business that is not recorded.
Last updated: 1st August 2025