Privacy Policy

Commerce Systems respects your privacy and is committed to protecting your personal information.

This privacy policy explains how we collect, use, store, and protect personal information when you visit this website, contact us, book a call, or work with us.

Commerce Systems provides ecommerce operations systems, operational systems design, workflow implementation, reporting structures, inventory and fulfilment systems, customer operations systems, and team accountability systems for founder-led ecommerce businesses.

 

1. Who We Are

Business name: Commerce Systems
Website: commercesystems.co.uk
Email: open@commercesystems.co.uk
Business location: [United Kingdom / remote business location]

For data protection purposes, Commerce Systems is the controller of the personal information collected through this website and related business communications.

2. What Personal Information We Collect

We may collect the following types of personal information:

Information you provide directly

This may include:

• your name

• email address

• phone number

• company name

• website address

• business information you choose to share

• messages you send through contact forms or email

• booking information if you schedule a call

• information discussed during discovery calls or client communications

Website and technical information

When you visit the website, we may collect limited technical information, such as:

• IP address

• browser type

• device type

• pages visited

• time spent on the website

• referral source

• approximate location based on IP address

• cookie and analytics data

Client project information

If you become a client, we may process information related to your ecommerce business operations, such as:

• operational workflows

• team responsibilities

• fulfilment processes

• inventory processes

• customer operations

• reporting structures

• systems and tools used by your business

• business documents you choose to share

This may sometimes include personal information relating to your team members, customers, suppliers, or contractors, depending on the project.

3. How We Use Personal Information

We use personal information to:

• respond to enquiries

• schedule and manage calls

• understand your business needs

• provide ecommerce operations systems and related services

• prepare proposals, audits, reports, and recommendations

• manage client relationships

• improve this website

• analyse website performance

• maintain business records

• comply with legal, tax, accounting, and regulatory obligations

• protect the website and business from misuse, fraud, or security risks

UK GDPR guidance says privacy information should explain the purposes for processing personal data, retention periods, and who the data is shared with. 

4. Lawful Bases For Processing

We only use personal information where we have a lawful basis to do so.

Depending on the situation, this may include:

Contract

We may process your information to provide services, respond to service enquiries, prepare proposals, or manage a client relationship.

Legitimate Interests

We may process information where it is necessary for normal business purposes, such as responding to enquiries, improving the website, managing operations, protecting security, and communicating with potential clients.

Legal Obligation

We may process and retain information where required for tax, accounting, legal, regulatory, or compliance reasons.

Consent

Where required, we may ask for consent before sending certain marketing communications or using certain cookies.

The ICO recommends that businesses explain their lawful basis clearly and decide it before using people’s data. 

5. Cookies And Analytics

This website may use cookies or similar technologies to understand how visitors use the website and to improve performance.

Cookies may help us understand:

• which pages are visited

• how visitors arrive at the website

• how long visitors stay

• which content is useful

• whether there are technical issues

We may use tools such as:

• Google Analytics

• Google Search Console

• website hosting analytics

• booking or form tools

• other similar website performance tools

You can usually control or block cookies through your browser settings.

If the website uses non-essential cookies, you should add a cookie notice or cookie banner where legally required.

6. Contact Forms And Booking Tools

If you contact us through a website form, email, Calendly, or another booking tool, we will use the information you provide to respond to your enquiry or manage the booking.

Third-party tools may process your information under their own privacy policies. These tools may include booking platforms, email providers, website hosting providers, form tools, analytics tools, or CRM systems.

7. Who We Share Personal Information With

We do not sell your personal information.

We may share personal information with trusted service providers where necessary to run the website and business. This may include:

• website hosting providers

• email providers

• analytics providers

• booking tools

• CRM or project management tools

• payment processors

• accountants, legal advisers, or professional advisers

• contractors or service providers involved in delivering client work

We only share information where there is a business, legal, or operational reason to do so.

8. International Transfers

Because Commerce Systems may work remotely and use online tools, personal information may be processed outside the UK or European Economic Area.

Where this happens, we aim to use service providers that apply appropriate safeguards, such as recognised data transfer mechanisms, contractual protections, or equivalent security measures.

9. How Long We Keep Personal Information

We keep personal information only for as long as necessary.

Retention periods may depend on:

• the reason the information was collected

• whether you become a client

• legal, tax, or accounting requirements

• whether there is an ongoing business relationship

• whether information is needed to resolve disputes or protect legal rights

If you make an enquiry but do not become a client, we will normally keep your information only for a reasonable business follow-up period.

If you become a client, we may keep relevant business records for longer where required for legal, tax, accounting, or contractual reasons.

The ICO says that if a specific retention period cannot be given, organisations should explain the criteria used to decide how long information is kept. 

10. How We Protect Personal Information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration, or destruction.

These steps may include:

• password protection

• access controls

• secure cloud-based tools

• limiting access to people who need it

• keeping business systems organised

• reviewing the tools used to process information

No website or online service can be guaranteed to be completely secure.

11. Your Rights

Depending on where you live and which data protection laws apply, you may have rights over your personal information.

These may include the right to:

• access your personal information

• correct inaccurate information

• request deletion of your information

• restrict how your information is used

• object to certain uses of your information

• request transfer of your information

• withdraw consent where consent is the lawful basis

• complain to a data protection authority

The European Data Protection Board lists key GDPR rights, including the right to be informed, access, rectification, erasure, restriction, portability, objection, and rights relating to automated decision-making. 

To exercise your rights, contact:

Email: open@commercesystems.co.uk

We may need to verify your identity before responding.

12. Marketing Communications

We may contact you with relevant business updates, service information, or ecommerce operations content if you have requested it, given consent, or where we have a lawful basis to do so.

You can opt out of marketing emails at any time by using the unsubscribe link or contacting us directly.

We will not sell your personal information to third parties for marketing.

13. Client Confidentiality

If you share business information with Commerce Systems during an enquiry, audit, consultation, or project, we will treat that information with care.

Client information may be used to provide services such as ecommerce operations systems, inventory and fulfilment systems, customer operations workflows, reporting systems, and team accountability structures.

We will not intentionally disclose confidential client information unless required to deliver the service, comply with the law, or protect legal rights.

For formal client work, confidentiality terms should also be covered in a separate service agreement.

14. Links To Other Websites

This website may contain links to third-party websites.

We are not responsible for the privacy practices, content, or security of other websites. You should read their privacy policies before providing personal information.

15. Changes To This Privacy Policy

We may update this privacy policy from time to time.

The latest version will be published on this page with the updated date.

16. Contact

For questions about this privacy policy or how your personal information is used, contact:

Commerce Systems
Email: open@commercesystems.co.uk
Website: commercesystems.co.uk