1. Introduction
JAF Systems ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website jafsystems.net.
We are based in the United Kingdom and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Information We Collect
2.1 Information You Provide
When you use our contact form, we collect:
- Your name
- Your email address
- Your company (optional) and the department your enquiry is for
- The subject of your enquiry and your message content
- Your consent to this policy, and the country your request originates from (for spam and abuse prevention)
2.2 Information Collected Automatically
If you consent to analytics cookies, we collect:
- Pages visited and time spent on each page
- Browser type and version
- Device type and screen resolution
- Approximate geographic location (country/city level)
- Referral source (how you found our website)
Note: We use IP anonymisation, so your full IP address is never stored.
3. How We Use Your Information
We use the information we collect to:
- Respond to your inquiries and provide requested services
- Improve our website and user experience
- Analyse website traffic and usage patterns
- Ensure the security of our website
4. Legal Basis for Processing
Under UK GDPR, we process your data based on:
- Consent: For analytics cookies and marketing communications
- Legitimate Interest: For responding to your contact form submissions
- Contract: When providing services you have requested
5. Third-Party Services
We use the following third-party services:
5.1 Google Analytics
We use Google Analytics to understand how visitors use our website. This service only activates if you accept analytics cookies. Google Analytics uses cookies to collect anonymised data about your visit.
5.2 Enquiry handling (self-hosted)
Contact-form submissions are stored in our own self-hosted system, on infrastructure we control, and routed to the relevant team. We use Google Workspace to send and receive the resulting email correspondence.
5.3 Cloudflare Turnstile
We use Cloudflare Turnstile to protect the contact form from spam and abuse. It processes a challenge token and your IP address to confirm you are a genuine visitor. Cloudflare Privacy Policy
6. Cookies
Cookies are small text files stored on your device. We use:
- Essential Cookies: Required for the website to function (e.g., cookie consent preference)
- Analytics Cookies: Google Analytics cookies to understand site usage (only with your consent)
You can manage your cookie preferences at any time by clearing your browser cookies and revisiting our site.
7. Data Retention
We retain your data for the following periods:
- Contact form submissions: Up to 2 years, or until you request deletion
- Analytics data: 14 months (Google Analytics default)
- Cookie consent preferences: Until you clear your browser data
8. Your Rights
Under UK GDPR, you have the right to:
- Access: Request a copy of your personal data
- Rectification: Request correction of inaccurate data
- Erasure: Request deletion of your data ("right to be forgotten")
- Restriction: Request limitation of processing
- Portability: Request transfer of your data
- Object: Object to processing based on legitimate interests
- Withdraw Consent: Withdraw consent at any time
To exercise any of these rights, please contact us at [email protected]
9. Data Security
We implement appropriate technical and organisational measures to protect your personal data, including:
- HTTPS encryption for all data transmission
- Secure server infrastructure
- Regular security assessments
- Limited access to personal data
10. International Transfers
Some of our third-party service providers (such as Google Analytics) may process data outside the UK. These transfers are protected by appropriate safeguards such as Standard Contractual Clauses approved by the UK ICO.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new policy on this page and updating the "Last updated" date.
12. Contact Us
If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:
- Email: [email protected]
- Website: jafsystems.net/contact
13. Complaints
If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):