Privacy Policy

Section 01

Introduction

Oriel Technology Ltd ("Company", "we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform https://system-hub.co.uk/ and the services we provide.

Please read this policy carefully. By accessing or using our services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree, please discontinue use of our services.

Section 02

Information We Collect

We may collect and process the following categories of personal data:

Account & Identity Information

Full name
Email address
Mobile / phone number
Password (stored securely, encrypted)
Role within your organisation

Organisation & Operational Data

Organisation name and details
Location addresses
Food safety and fire safety records
Financial records (invoices, payments)
Employee timesheets, tasks, and holiday requests
Customer information and booking records
Visitor and incident logs

Technical & Usage Data

IP address and browser type
Pages visited and features used
Login timestamps and session data
Device information

Section 04

How We Use Your Information

We use the information we collect for the following purposes:

To provide, operate, and maintain our platform and services
To create and manage your account and organisation
To process and fulfil your subscription
To send transactional emails such as account verification and password resets
To enable communication features such as marketing campaigns (where you have opted in)
To improve and personalise your experience on the platform
To monitor and analyse usage patterns to improve our services
To comply with legal obligations and enforce our Terms and Conditions
To detect, prevent, and address technical issues or fraudulent activity

Section 05

Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), we process your personal data on the following legal bases:

Contract: Processing is necessary to perform the contract we have with you (e.g., providing the platform and services).

Legitimate Interests: Processing is necessary for our legitimate business interests, such as improving our services and preventing fraud.

Legal Obligation: Processing is necessary to comply with a legal obligation.

Consent: Where you have given explicit consent, such as for marketing communications.

Section 06

Data Sharing and Disclosure

We do not sell, trade, or rent your personal data to third parties. We may share your data in the following limited circumstances:

With trusted third-party service providers who assist us in operating our platform (e.g., cloud hosting, email delivery), subject to confidentiality agreements
With your organisation's administrators and authorised users within the platform
When required by law, regulation, or legal process
To protect the rights, property, or safety of Oriel Technology Ltd, our users, or others
In connection with a merger, acquisition, or sale of assets, where data may be transferred as part of the transaction

Section 07

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

When your account or subscription is terminated, we will retain your data for a period of up to 7 years to comply with legal and regulatory obligations, after which it will be securely deleted or anonymised.

You may request earlier deletion of your data subject to our legal obligations — see Section 9 for your rights.

Section 08

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

Encryption of passwords and sensitive data at rest
Secure HTTPS connections for all data in transit
Role-based access controls limiting data access to authorised personnel
Regular security reviews and updates
Secure cloud infrastructure with reputable providers

While we strive to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

Section 09

Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

Right of Access

Request a copy of the personal data we hold about you.

Right to Rectification

Request correction of inaccurate or incomplete data.

Right to Erasure

Request deletion of your personal data ("right to be forgotten").

Right to Restriction

Request that we restrict processing of your data in certain circumstances.

Right to Portability

Receive your data in a structured, machine-readable format.

Right to Object

Object to processing based on legitimate interests or for direct marketing.

Right to Withdraw Consent

Withdraw consent at any time where processing is based on consent.

Right to Complain

Lodge a complaint with the Information Commissioner's Office (ICO).

To exercise any of these rights, please contact us at the details provided in Section 11. We will respond within 30 days.

Section 10

Cookies

Our platform uses cookies and similar tracking technologies to maintain your session and improve your experience. These include:

Session cookies — to keep you logged in during your visit
Authentication tokens — to securely verify your identity
Preference cookies — to remember your settings

We do not use third-party advertising cookies. You can control cookies through your browser settings, though disabling certain cookies may affect platform functionality.

Section 11

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:

Oriel Technology Ltd

5 Hadrians Drive, Bancroft
Milton Keynes, MK13 0PJ

Visit website

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been processed unlawfully.

Section 12

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by updating the "Last updated" date at the top of this page.

We encourage you to review this policy periodically. Continued use of our services after any changes constitutes your acceptance of the updated policy.