Privacy Policy


Your privacy is very important to us. This policy sets out the different areas where user privacy is concerned and outlines the obligations and requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be detailed within this policy. This website and its owners take a proactive approach to user privacy and ensures the necessary steps are taken to protect the privacy of its users throughout their visiting experience. We will never sell, rent or otherwise distribute or make public your personal information.


This website is designed to comply with the following national and international legislation with regards to data protection and user privacy:

This site’s compliance with the above legislation, all of which are stringent in nature, means that this site is likely compliant with the data protection and user privacy legislation set out by many other countries and territories as well. If you are unsure about whether this site is compliant with your own country of residences’ specific data protection and user privacy legislation you should contact the site’s Data Controller (details of which can be found in section 17.0) for clarification.


This website collects and uses personal information for the following reasons:

3.1 Site visitation tracking

Like most websites, this site uses Google Analytics (GA) to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website.

Although GA records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us. GA also records your computer’s IP address which helps guard against hacking attempts but could be used to personally identify you, but Google do not grant us access to this. We consider Google to be a third party data processor (see section 12.0 below).

GA makes use of cookies, details of which can be found on Google’s developer guides. FYI our website uses the analytics.js implementation of GA. Disabling cookies on your internet browser will stop GA from tracking any part of your visit to pages within this website.

3.2 Contact forms and email links

Should you choose to contact us using a website form such as that on our Contact us page then the data that you supply will be passed to Infusionsoft where your data is stored until we have finished serving your enquiry. If you consent to receive ongoing communications from us in the form of email newsletter communications, your data will remain within the Infusionsoft database for as long as we continue to use Infusionsoft services for email marketing or until you specifically request removal from the list. You can do this by unsubscribing using the unsubscribe links contained in any email newsletters that we send you or by requesting removal via email. When requesting removal via email, please send your email to us using the email account that is subscribed to the mailing list.
We consider Infusionsoft to be a third party data processer (see section 12.0 below). The details that you submit will not be stored within this website’s own database.

Should you choose to contact us using an email link like this one, none of the data that you supply will be stored by this website or passed to / be processed by any of the third party data processors defined in section 12.0. Instead the data will be collated into an email and sent to us over the Simple Mail Transfer Protocol (SMTP). Our SMTP servers are protected by TLS (sometimes known as SSL) meaning that the email content is encrypted before being sent across the internet. The email content is then decrypted by our local computers and devices.

3.3 Email newsletter

If you choose to join our email newsletter, the email address that you submit to us will be forwarded to Infusionsoft who provide us with email marketing services. We consider Infusionsoft to be a third party data processor (see section 12.0 below). The email address that you submit will not be stored within this website’s own database.

Your email address will remain within the Infusionsoft database for as long as we continue to use Infusionsoft services for email marketing or until you specifically request removal from the list. You can do this by unsubscribing using the unsubscribe links contained in any email newsletters that we send you or by requesting removal via email. When requesting removal via email, please send your email to us using the email account that is subscribed to the mailing list.

Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in Infusionsoft for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity (this is by no means a comprehensive list). This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.

If you are under 16 years of age you MUST obtain parental consent before joining our email newsletter. While your email address remains within the Infusionsoft database, you will receive periodic newsletter-style emails from us.


Our website search is powered by Joomla Search and queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either PIMSS Data Systems or any third party.


Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.


To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.


This website and its owners use any information submitted to provide you with further information about the products / services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Or whereby you have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.


Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. We accept no responsibility or liability for such other websites. You should exercise caution when entering personal information online and look at the privacy statement applicable to the website in question.


This website is 100% advert free.


Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

10.1 Shortened Links in Social Media

This website and its owners through their social media platform accounts may share web links to relevant web pages. By default, some social media platforms shorten lengthy URLs [web addresses].

Users are advised to take caution and good judgement before clicking any shortened URLs published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine URLs are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.


A cookie is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. This website uses cookies to help identify and track visitors, their usage of the website, and their website access preferences. Visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using the website, with the drawback that certain features of this website may not function properly without the aid of cookies.


We use third parties to process personal data on our behalf. These third parties have been carefully chosen and all of them comply with the legislation set out in section 2.0. All third parties are based in the USA and are EU-U.S Privacy Shield compliant.



Name of host: Gyron, a specialist datacentre service provider and a subsidiary of NTT Communications, a leading global provider of information and communications technology (ICT) solutions.

NTT Communications Privacy Policy.
Location of servers: Hemel Hempstead, UK.
Link to website: Gyron, Hemel Hempstead.
All traffic (transferral of files) between this website and your browser is encrypted and delivered over HTTPS.


We will report any unlawful data breach of this website’s database or the database(s) of any of our third party data processors to any and all relevant persons and authorities within 72 hours of the breach if it is apparent that personal data stored in an identifiable manner has been stolen.


You are entitled to exercise the following rights:

Right to Access Information:

You have the right to request information as to whether or not your personal data is being processed by us as well as information as to how and why it is processed. You may send an email to requesting information as to the personal data which we process.

Right to object:

You may ask us not to process your personal data for marketing purposes and your data will no longer be processed for such purposes.

Right to withdraw consent:

You have the right to withdraw your consent to this Policy, and the processing practices described herein, at any time by sending an email to This will not however affect the lawfulness of processing which we carried out on the basis of such consent before its withdrawal.

Right to rectification:

You have the right to obtain rectification of any inaccurate personal data about you that we have processed, update any data which is out-of-date and the right to have incomplete personal data completed, including by means of a supplementary statement.

Right to erasure:

You have the right to obtain the erasure of personal data we have concerning you when your personal data is no longer required, where:

You withdraw your consent to us processing your personal data;
Your personal data no longer needs to be processed;
Your personal data has been unlawfully processed.

Right to Restriction of Processing:

You have the right to restrict our processing activities where:

You contest the accuracy of this personal data, for a period enabling Us to verify the accuracy of the same personal data;
Our processing is deemed unlawful, and you oppose the erasure of your personal data and request restriction of its use instead;
We no longer need your personal data for the purposes stated in this Policy, but you require it for the establishment, exercise or defence of legal claims;
You have objected to our processing pending the verification whether the legitimate grounds of our processing activities overrode those pertaining to you.

Please contact the Data Controller (see section 17.0 below) with any queries or concerns regarding your rights.


The Client Portal is an enhancement of the support service that we already offer to our clients and offers access to a host of information to help you get the best possible use from your PIMSS software products.

Access to the Client Portal is controlled and managed by PIMSS Data Systems. We grant access to the portal by registering a User Account of your behalf that includes your Name, Email Address and PIMSS defined User Name. If you consent to usage of the Client Portal your data will remain within the Client Portal system for as long as you continue to use the Client Portal. You can request deletion of your account at any time at which point all your personal details will be deleted from the Client Portal.

As soon as you request deletion of your account, all comments made under the Staff Blog section of the Client Portal will be made anonymous, while the content of the post will still be visible to aid discussion threads. Should you wish your comments to be wholly removed from the Staff Blog then please contact the Data Controller (see section 17.0 below).


The data controller of this website is: PIMSS Data Systems Limited a UK Private Limited Company with company number 03110470.
Whose registered office is:

5 Brooklands Place, Sale, M33 3SD
Telephone: 0800 121 8767


This privacy policy may change from time to time in line with legislation or industry developments. We will not explicitly inform our clients or website users of these changes. Instead, we recommend that you check this page occasionally for any policy changes. Specific policy changes and updates are mentioned in the change log below.

18.1 Changes to this statement

PIMSS Data Systems Limited privacy statement is subject to change at any time. PIMSS Data Systems Limited will post changes to this statement on our website prior to implementing any major changes.

Last modified: 31 May 2018.


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