Privacy Policy

This Privacy Policy explains how Liaison Systems Ltd collects, uses and protects information in the course of our business-to-business (B2B) activities. We are committed to safeguarding the privacy of individuals who represent or act on behalf of our customers, suppliers, and partners.

1. Who We Are

Liaison Systems Ltd is the data controller responsible for the personal information we process.

Registered office:
Office C, Maple Barn, Beeches Farm Road, Uckfield, East Sussex, England, TN22 5QD
Company Registration Number: 6373241
Email: support@liaisonsystems.co.uk

2. What Personal Data We Collect

As a B2B organisation, we typically collect only professional contact information relating to individuals acting on behalf of their company. This may include:

• Name, job title, and role.
• Business email address and business phone number.
• Business address and company details.
• Login information for users of our online platforms.
• IP address and technical information for security and analytics.
• Communication history between you and our team.

We do not collect personal data that is unnecessary for B2B communication and service delivery.

3. How We Collect Your Information

• When you contact us via our website or email.
• When your company becomes a customer, supplier, or partner.
• During account or platform registration.
• Through business meetings, events, or professional networking.
• Via cookies and analytics tools used on our website.

4. Legal Bases for Processing

Under the UK GDPR, we rely on the following lawful bases for processing personal data:

• Legitimate Interests – managing customer relationships, responding to enquiries, providing services, and securing our platform.
• Contract – where processing is necessary to enter into or fulfil an agreement with your company.
• Legal Obligation – where required for taxation, compliance, or regulatory purposes.
• Consent – used only for optional communication such as newsletters or marketing.

5. How We Use Your Information

• To provide services to your company and manage the business relationship.
• To maintain internal records and account management.
• To improve our products, services, and website experience.
• To respond to enquiries or technical support requests.
• To send service updates or relevant B2B communications.
• For security, fraud prevention, and system monitoring.

We do not sell personal data to third parties.

6. Cookies and Website Tracking

We use cookies to analyse website traffic, ensure system security, and enhance user experience. Cookies do not give us access to your computer, and any data collected is limited to what you choose to share or what is necessary for site functionality.

You may choose to accept or decline cookies. If you decline, certain features of the website may not function as intended.

7. Sharing Your Information

Your personal information may be shared with:

• Trusted service providers such as hosting, IT support, email delivery, or analytics platforms.
• Professional advisers (legal, financial or compliance).
• Regulators or authorities, where legally required.

All third parties are required to keep your data secure and use it only for the purpose we specify.

8. International Transfers

If we transfer personal data outside the UK, we ensure appropriate safeguards are in place such as Standard Contractual Clauses (SCCs) or equivalent protections.

9. Data Retention

We retain B2B contact information only for as long as necessary for the purposes outlined in this Privacy Policy. Typically, this means:

• For active customer/supplier relationships – for the duration of the contract.
• For enquiries – up to 24 months after last contact.
• For legal, accounting, or audit purposes – for up to 6 years.

10. Security

We are committed to ensuring your information is secure. We use technical and organisational measures to protect data, including encrypted storage, access controls, secure hosting, and regular system monitoring.

11. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• The right to access your data.
• The right to correct inaccurate or incomplete data.
• The right to request deletion (where applicable).
• The right to restrict or object to processing based on legitimate interests.
• The right to data portability.
• The right to withdraw consent (for marketing or where consent is used).

To exercise any of these rights, contact us using the details above.

12. Complaints

If you have concerns about how your data is handled, you can contact us directly. You also have the right to raise a complaint with the UK Information Commissioner’s Office (ICO):

www.ico.org.uk

13. Changes to This Policy

We may update this policy from time to time. Any updates will be posted on this page with a revised “last updated” date.

Last updated: 07 December 2025