Privacy notice
How we handle your information
This notice explains what personal information Homewise Systems Ltd collects, why we use it, who we may share it with and the choices you have.
What we collect
Contact, location, enquiry, service and relevant technical information that you provide or that is needed for agreed work.
Why we use it
To review enquiries, agree and deliver work, communicate clearly, prepare records and invoices, and meet legal obligations.
What we do not do
We do not sell personal information, store customer passwords or add someone to marketing simply because they made an enquiry.
01 · Controller and scope
Who is responsible for your information
Homewise Systems Ltd, trading as Homewise Systems, is the controller responsible for the personal information described in this notice.
Homewise Systems LtdCompany number: 17288570
Registered office: 71-75 Shelton Street, Covent Garden, London WC2H 9JQ
Email: hello@homewisesystems.co.uk
This notice applies when you use this website, send an enquiry, request a quotation, book a service, receive agreed support or otherwise communicate with Homewise Systems.
02 · Information
Information we may collect
The information collected depends on the nature of your enquiry and the work you ask us to carry out.
Identity and contact details
Your name, email address, telephone number, preferred contact method and, where relevant, organisation.
Location information
Your postcode, town, service location and address where a home visit or location-specific assessment is required.
Enquiry and service information
Your description of the issue, the service requested, relevant dates, agreed scope and practical requirements.
Technical and device information
Relevant device specifications, accessible settings, diagnostic observations, system details and information you choose to provide.
Communications and work records
Messages, quotations, bookings, agreed work, changes made, recommendations, summaries and follow-up information.
Financial and administrative records
Invoices, payment status, transaction references and accounting information. We do not need your online banking credentials.
Website information
Technical and security information such as IP address, browser or device information, security logs and cookie choices, where collected.
Accessibility or support needs
Relevant information you choose to provide so that we can communicate with you or deliver the service appropriately.
Most information comes directly from you. We may also receive information from an authorised representative, provider, installer or specialist where you have asked them to work with us. If you provide information about someone else, please make sure you are authorised to do so.
Fields marked as required on an enquiry or booking form are needed to assess the request or respond properly. If required information is not provided, we may be unable to assess the enquiry, arrange the work or provide the requested service.
If information about accessibility or support needs amounts to health information, we will only use it where an appropriate additional condition applies, which will usually be your explicit consent.
03 · Purposes and lawful bases
How and why we use your information
UK data protection law requires us to have a lawful basis for each use of personal information. The basis may vary according to the circumstances.
Review and respond to enquiries
Lawful basis: taking steps at your request before a contract, or our legitimate interest in responding to a general enquiry.
Prepare quotations and arrange work
Lawful basis: taking steps before entering a contract and performing a contract with you.
Deliver the agreed service
Lawful basis: performing our contract, including agreed assessment, configuration, documentation and recommendations.
Maintain work and communication records
Lawful basis: contract and our legitimate interests in maintaining accurate records, following up agreed work and handling questions or complaints.
Invoice and maintain financial records
Lawful basis: contract and compliance with legal, tax and accounting obligations.
Protect the business and its systems
Lawful basis: our legitimate interests in preventing misuse, maintaining security, managing insurance and establishing or defending legal claims.
Improve services and processes
Lawful basis: our legitimate interests in improving service quality, using minimised or anonymised information where practical.
Optional marketing and non-essential cookies
Lawful basis: consent, or another basis specifically permitted by electronic marketing law. Consent can be withdrawn at any time.
04 · Agreed system access
Device, system and diagnostic information
Some services require us to review a computer, connected device, home network, control system, app or information dashboard. This is limited to the agreed scope and the information reasonably needed to understand the issue.
- You should enter passwords and authentication codes yourself wherever possible.
- Passwords and authentication codes are not recorded in work summaries or retained as customer records.
- A Computer Performance Assessment may include device specifications, operating-system information, storage use, support status and non-invasive diagnostic observations.
- Screenshots, diagnostic logs, photographs or documents are only used where relevant and agreed, and should be limited to what is needed.
- Remote access is only used where separately agreed and limited to the agreed support session and scope.
- We will not deliberately access unrelated private files, messages, accounts or information.
05 · Providers and recipients
Who we may share information with
We do not sell personal information. We only share information where it is necessary for the purposes described in this notice, you have asked us to do so, or the law requires it.
Website and form providers
Squarespace hosts the website and may process or store enquiry submissions through its forms and contact-management features.
Email and administration providers
Providers such as Google Workspace may process messages, enquiries and administrative records.
Payment and professional providers
Banking, payment, accounting, insurance, legal or professional advisers where relevant.
Technical providers and specialists
Approved technology suppliers, manufacturers, installers or specialists where needed for agreed work or a handover.
Public authorities
Regulators, courts, law-enforcement bodies or other authorities where disclosure is legally required.
Business changes
Appropriate advisers or parties involved in a legitimate restructuring, sale or transfer, subject to suitable confidentiality and data protection measures.
International transfers
Some service providers may process information outside the UK. Where this happens, we use providers that offer a lawful transfer mechanism, such as UK adequacy regulations or approved contractual safeguards. You can contact us for more information about the safeguards relevant to your information.
06 · Storage
How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, tax, accounting, insurance, complaint and claims requirements.
- Enquiry information is retained while we respond and decide whether work will proceed, and afterwards only where a legitimate record is still needed.
- Customer and service records are kept while the relationship or agreed work remains active and afterwards where needed for support, complaints, insurance or legal claims.
- Invoices and financial records are retained for the periods required by tax and accounting law.
- Diagnostic screenshots, logs and similar technical material are kept only for as long as needed for the agreed work and any necessary service record.
- Marketing consent is retained until withdrawn or no longer needed. A limited suppression record may be retained so that a request not to receive marketing can be respected.
Records are reviewed periodically and deleted, securely disposed of or anonymised when they are no longer needed.
Security
We use reasonable technical and organisational measures intended to protect personal information. These include limiting access, using appropriately secured business accounts, minimising the information collected and keeping relevant systems and access arrangements under review.
No internet or storage system can be guaranteed to be completely secure. Please contact us promptly if you believe information has been sent to us incorrectly or may have been compromised.
08 · Your information
Your data protection rights
Depending on the circumstances, UK data protection law may give you the following rights. These rights are not always absolute, but we will explain our response clearly.
Access
Ask for confirmation that we use your information and receive a copy of it.
Correction
Ask us to correct information that is inaccurate or incomplete.
Deletion
Ask us to delete information where there is no valid reason to continue keeping it.
Restriction
Ask us to limit how information is used in certain circumstances.
Objection
Object to certain uses based on legitimate interests or to direct marketing.
Portability
Receive certain information in a structured, commonly used machine-readable format where the right applies.
Withdraw consent
Withdraw consent at any time where consent is the basis for processing.
We may update this notice when our services, providers or legal obligations change. The revised version will be published on this page with a new last-updated date.