Privacy policy.

Last updated: 6 September 2026

1. Who we are

Property Systems Partners is a trading name of Polar Digital Ltd, a company registered in England and Wales under company number 10441794. Our registered office is St James' Hall, Mill Road, Lancing, West Sussex, England, BN15 0PT.

Polar Digital Ltd is the “controller” of the personal data described in this policy, which means we decide how and why it is used. References to “we”, “us” and “our” are to Polar Digital Ltd trading as Property Systems Partners.

If you have any questions about this policy or how we handle personal data, please contact us at hello@propsys.dev or by post at the registered office above.

2. Scope of this policy

This policy applies to personal data we collect through this website (propsys.dev), through email and other correspondence with us, and in the course of enquiries about our services. It is written to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Where we provide services to a client under a written agreement, the handling of any personal data within the client’s own systems is governed by that agreement and, where relevant, a separate data processing agreement. This policy does not replace those documents.

3. The personal data we collect

We keep the information we collect to what is needed. Depending on how you interact with us, this may include:

Information you give us

• Enquiry and discovery call details — your name, company, job title or role, email address, telephone number and anything you write in the message field when you use our contact or discovery call form.
• Correspondence — the content of emails, messages and calls you exchange with us, including notes we take during discovery conversations about how your business operates.

Information collected automatically

• Technical data — such as your IP address, browser type and version, device type, operating system, referring website, the pages you view and the date and time of your visit. This is recorded in server and delivery logs by the hosting and content-delivery provider that serves this website.

This website does not have user accounts, so we do not hold account or login data. We do not deliberately collect “special category” data (such as health or ethnicity information) through this website, and we ask that you do not send it to us unless it is genuinely necessary.

4. How we collect it

• Directly from you, when you complete a form, email us, book or attend a call, or otherwise contact us.
• Automatically, when you browse the website, through the technical logs described above.
• Occasionally from publicly available sources, such as your company website or professional networking profile, to understand your business before a discovery call.

5. Why we use your data and our lawful bases

Under UK GDPR we must have a lawful basis for each use of personal data. We rely on the following:

Purpose	Lawful basis
Responding to your enquiry, arranging and holding a discovery call, and following up afterwards	Legitimate interests (responding to people who contact us) and, where you are considering engaging us, taking steps at your request before entering into a contract
Preparing proposals, scoping and delivering services you have asked for	Performance of a contract or steps prior to a contract
Operating, securing, monitoring and improving this website	Legitimate interests (running a secure, reliable website)
Sending occasional marketing or relevant updates about our services	Consent, or legitimate interests under the “soft opt-in” for existing customers (see section 6)
Keeping business, accounting and tax records; responding to lawful requests from regulators or authorities	Legal obligation
Establishing, exercising or defending legal claims	Legitimate interests

Where we rely on legitimate interests, we have considered the balance between those interests and your rights and expectations, and we do not use your data in ways you would not reasonably expect. You can ask us for more information about that assessment.

6. Marketing

We will only send you marketing communications where you have consented, or where you are an existing customer and the communication relates to similar services (the “soft opt-in” permitted by the Privacy and Electronic Communications Regulations 2003). We do not buy marketing lists.

You can opt out at any time by using the unsubscribe link in any marketing email or by emailing hello@propsys.dev. Opting out of marketing will not affect any service-related communications we need to send you.

7. Who we share your data with

We do not sell personal data, and we do not share it with third parties for their own marketing. We do share it with a limited number of service providers and other recipients where necessary:

• Hosting and content-delivery providers that host and serve this website and generate the technical logs described above.
• Email and calendar providers we use to communicate with you and to schedule calls.
• Form-processing providers, where the website’s enquiry form is submitted through a third-party service before reaching us.
• Professional advisers such as accountants, lawyers and insurers, where necessary.
• Regulators, law enforcement and other authorities where we are required to do so by law or to protect our legal rights.
• A buyer or successor in the event that our business, or part of it, is sold or reorganised, in which case this policy would continue to apply to your data.

Our providers act on our instructions under contracts that require them to keep personal data secure and to use it only for the purposes we specify.

8. International transfers

Some of our service providers store or process data outside the United Kingdom. Where that happens, we make sure appropriate safeguards are in place, which may include: transfers to countries covered by UK “adequacy regulations”; the UK International Data Transfer Agreement (IDTA); or the UK Addendum to the European Commission’s Standard Contractual Clauses. You can ask us for more information about the safeguards used for a particular transfer.

9. How long we keep your data

We keep personal data only for as long as we need it for the purposes described in this policy. As a guide:

• Enquiry and discovery call information is kept while we are dealing with your enquiry and for a reasonable period afterwards, so that we can pick the conversation up again if you return to us. If no relationship develops we delete or anonymise it once it is no longer needed.
• Where you become a client, information relating to the engagement is kept for the duration of our relationship and for the period afterwards required to meet legal, accounting and insurance obligations.
• Technical logs are retained by our hosting provider for a limited period for security and diagnostic purposes and are then deleted or aggregated.

Where we are required by law to keep records for a specific period (for example, tax and company records), we do so.

10. Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure. These include encrypted connections to this website, access controls on the systems we use, and limiting access to those who need it. No transmission over the internet is completely secure, but we work to protect your data using measures appropriate to the risk.

11. Your rights

Under UK data protection law you have the following rights in relation to your personal data:

• Access — to ask for a copy of the personal data we hold about you.
• Rectification — to ask us to correct inaccurate or incomplete data.
• Erasure — to ask us to delete your data in certain circumstances.
• Restriction — to ask us to limit how we use your data in certain circumstances.
• Portability — to receive data you have provided to us in a structured, commonly used, machine-readable format, where processing is based on consent or contract and carried out by automated means.
• Objection — to object to processing based on legitimate interests, and to object at any time to direct marketing.
• Withdrawal of consent — where we rely on consent, to withdraw it at any time without affecting the lawfulness of processing carried out beforehand.
• Automated decision-making — not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects. We do not make decisions of that kind about you.

To exercise any of these rights, email hello@propsys.dev. We may need to confirm your identity before responding. We will normally respond within one month, and there is usually no charge.

12. Complaints

If you are unhappy with how we have handled your personal data, please contact us first so that we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection, at ico.org.uk or by telephone on 0303 123 1113.

13. Children

This website and our services are directed at businesses and are not intended for children under 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

14. Links to other websites

This website may contain links to other websites and services that we do not control. We are not responsible for their content or their privacy practices, and we encourage you to read the privacy policy of any site you visit.

15. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or the law. The date at the top of the page shows when it was last revised. Where a change is significant we will take reasonable steps to bring it to your attention.

16. Contact

Polar Digital Ltd (trading as Property Systems Partners)
St James' Hall, Mill Road, Lancing, West Sussex, England, BN15 0PT
hello@propsys.dev

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