Privacy notice

Systems iO operates through companies in the United Kingdom, South Africa and the United States. SYSTEMS IO LIMITED, company number 12283554, operates this website and handles website enquiries. Its registered office is Camburgh House, 27 New Dover Road, Canterbury, Kent, United Kingdom, CT1 3DN.

Our South African employer is Systems iO ZA (Proprietary) Limited, registration number 2020/706006/07. It is responsible for recruitment for South African employment. Its business address is 21 Victoria Link Road, Route 21 Business Park, Centurion, Gauteng, 0157, South Africa.

Systems iO US LLC is our US entity. The Legal page lists the group companies and their addresses. For privacy enquiries about any of these activities, email info@systemsio.com and mark your message for the attention of the person responsible for data protection.

When you contact us, we receive your name, email address, organisation and the information you choose to include about your enquiry, requirements and timing. Only if you accept optional tracking do we also attach page, campaign and related link context, together with the consent-notice version and the time of acceptance. We use those optional details, with your consent, to understand which marketing generates enquiries. You can withdraw future tracking through Tracking settings in the footer; see the Cookies page. Contact info@systemsio.com about optional information already submitted. Your ability to send an enquiry does not depend on accepting tracking. If you accept, Google Analytics also measures website visits and successful enquiry and application counts. Google receives pseudonymous cookie identifiers and technical visit information; we do not send the contents of enquiries, applications or CVs to Analytics. Google Analytics event data is retained for two months and user data for fourteen months, with the user retention period restarting on new activity. Aggregated reports may remain available longer. Google may process analytics information outside the UK and South Africa under its applicable data-processing and international-transfer terms. See Google’s privacy information.

We use this information to understand and respond to your request, discuss a possible engagement and manage our relationship with you. Depending on your request, this supports our legitimate interests in responding to business enquiries or steps you ask us to take before entering a contract. We may also process information to perform a contract or meet a legal obligation.

Please do not include sensitive customer records, passwords or confidential operational data in an initial enquiry. We can agree a suitable way to exchange information if it is needed.

Recruitment through this website is currently for employment with Systems iO ZA (Proprietary) Limited in South Africa. If you apply through Careers, we collect your name, email address, optional phone number, CV, any supporting statement and the role you apply for. Authorised staff in the UK and South Africa may review your application according to their access permissions. A recruitment notification may be sent through our Microsoft 365 email service.

We use application information to assess suitability, contact you and progress recruitment. This supports our legitimate interests in recruiting staff, steps towards a potential employment contract and any applicable legal obligations. We do not use your application for marketing. Please include only information relevant to the role.

Our hosting services process connection and request information to deliver the website and investigate faults or abuse. Form protection uses short-lived challenge tokens and, where proxy-based protection is enabled, a keyed hash derived from an IP address to limit repeated submissions. The application does not store the raw IP address in its form rate-limit records.

We use security information to protect the website and the people using it. The Cookies page explains the browser storage used by this website. This website does not send visitor analytics to Google Analytics or another third-party analytics service.

Authorised Systems iO staff in the UK and South Africa can access website information according to their roles, including handling enquiries and reviewing job applications where permitted. This involves information being available across the UK and South Africa.

Service providers needed to operate the website, store records and deliver email may also process information. These include website hosting and storage services and Microsoft 365 for recruitment notifications. Information may also be disclosed where required by law or necessary to establish or defend a legal claim.

Where personal information is transferred internationally, the applicable transfer rules and safeguards must be met. Contact us for information about the arrangements relevant to your enquiry or application.

We automatically delete website enquiry records and unsuccessful job applications, including CVs, after twelve months from submission, unless a specific legal obligation requires us to retain them. Authorised administrators can delete these records earlier.

Successful applicants are handled under the relevant employment retention arrangements. Separate contractual and complaint records may have different retention requirements. Our policy provides for keeping contractual records for seven years after a contract ends and complaint records for three years after closure. Contact info@systemsio.com to ask about the records we hold or request deletion of information we no longer need.

Short-lived form-protection records expire after 25 hours and are removed during subsequent form-protection activity. These are separate from the enquiry or application itself. Deleting a working record and expiry of backup copies follow separate operational processes.

Depending on the circumstances, you can ask to access, correct or erase your personal information, restrict its use, object to processing or receive a portable copy. Where processing relies on consent, you may withdraw it without affecting processing already carried out. Some rights have exceptions, including where records must be retained to meet a legal obligation.

Email info@systemsio.com to make a request or raise a concern. We may need enough information to confirm your identity and locate the relevant records. You can also raise a concern with the Information Commissioner’s Office.

For concerns about processing in South Africa under the Protection of Personal Information Act (POPIA), you can also contact South Africa’s Information Regulator.

We update this notice when our website or information-handling arrangements change. Separate contractual or employment notices may provide more detail about a particular relationship.