Privacy & Data Governance Policy
1. Overview
This policy explains how we handle your personal data when you contact us, engage our services, or use our website. We keep things simple: we only collect what we need, we use it responsibly, and we do not share it outside our organisation except with a small number of selected partners who help us deliver our work.
2. What data we collect
We collect:
- Information you submit through enquiries or contact forms
- Details provided during engagements (e.g. project information, contact details)
- Basic usage data from our website (via cookies and analytics tools)
We do not collect unnecessary personal information, and we do not buy or sell data.
3. How we use your data
We use your data to:
- Respond to enquiries
- Manage and deliver engagements
- Provide updates or information you have asked for
- Improve our website and services
We only use your data for legitimate business purposes connected to System Software.
4. AI usage
We use AI tools to support productivity and delivery, including Microsoft Copilot and other Microsoft AI services. All AI usage follows:
- Microsoft’s Responsible AI principles
- Microsoft’s security, compliance and data-handling guidelines
- Our internal rules on how we handle data
- Strict controls to ensure personal details never leave the organisation
We do not send your personal data to external AI systems outside our governance framework.
5. Sharing your data
We do not share your data outside System Software except:
- With selected delivery partners working directly with us on your engagement
- Where required by law
Partners only receive the minimum data required and must follow equivalent privacy and security standards. We never sell, trade or disclose your data for marketing purposes.
6. Cookies & website tracking
Our website uses cookies and analytics tools to:
- Understand how visitors use the site
- Improve performance and content
- Support basic functionality
You can control or disable cookies through your browser settings.
7. Data security
We use modern security practices to protect your data, including:
- Secure storage and access controls
- Encryption where appropriate
- Governance aligned with Microsoft’s security and compliance standards
Only authorised personnel can access your data.
8. Your rights
You can request:
- Access to the data we hold about you
- Correction of inaccurate information
- Removal of your data (where legally permissible)
Contact us at any time to exercise these rights.
9. Contact
If you have questions about this policy or how we handle your data, contact:
System Software
Email: info@systemsoftware.uk
Website: www.systemsoftware.uk
AI Governance Statement
Our approach to AI
System Software uses AI to improve productivity, support delivery and enhance the quality of our work. Our simple principle is: AI should make our work better, not risk your data, your privacy or your operational integrity.
Aligned with Microsoft’s governance and security standards
All AI usage within System Software follows Microsoft’s corporate governance framework, including:
- Responsible AI principles
- Security, compliance and data-handling guidelines
- Enterprise-grade controls for identity, access and data protection
- Clear boundaries on how data is processed, stored and retained
We only use AI services that meet Microsoft’s enterprise security and compliance requirements.
Where we use AI
We use AI for:
- Drafting and summarising content
- Improving productivity and operational workflows
- Supporting analysis and decision-making
- Enhancing software delivery and engineering processes
AI is used as a tool, not a decision-maker. Human oversight is always present.
Your data stays inside our organisation
We do not send personal or sensitive client data to external AI systems outside our governance controls.
- Personal details never leave our organisation
- Data is not used to train external AI models
- AI tools only operate within secure Microsoft environments
- Access is restricted to authorised personnel
We do not use consumer AI tools for client work.
Selected partners
Where AI is used by selected delivery partners, they must follow equivalent governance, security and data-handling standards. No partner is permitted to use your data for model training or external processing.
Transparency and control
We will always be clear about:
- How AI is used in your engagement
- What data is processed
- How it is protected
- What controls are in place
If you prefer that AI is not used within your engagement, we can accommodate that.
Continuous review
AI governance is not static. We review our policies regularly to ensure alignment with:
- Microsoft’s evolving AI standards
- Industry best practice
- Regulatory requirements
- Operational risk management