What we do with your information.

Who we are

System Routes is an engineering studio. We build websites, software, automations and search visibility for businesses. We decide how the information described here is used, which makes us its controller under UK and EU data protection law. You can reach us at hello@systemroutes.com about anything on this page, including a request to delete your information.

What we collect, and only when you give it

We do not ask you to create an account, and browsing the site needs no personal information from you. Information reaches us in four ways:

• The enquiry form. Your name and email address, and, if you choose to add them, your company, what you need, a budget range and your message. It is saved straight into our customer records system and our team gets an alert, so nothing is lost if an email goes astray.
• The booking calendar. If you book a call, the calendar provider collects your name, email address and time zone so the meeting can be created. This is handled by Cal.com, whose own privacy policy applies.
• The free audit tool. It takes the website address you type in and uses it to run the checks and produce your report. We do not save the address or the report.
• Your visit itself. Like every website, ours receives your IP address and basic details about your browser when a page loads. Our host uses them to deliver the page and keeps short-lived logs to keep the site running and secure. How we measure visits is covered under Cookies and tracking below.

What we do with it

We use what you send to reply to you, to prepare for a call, and to do the work if you decide to hire us.

We also use it to market our own services to you. If you enquire, book a call or run the audit tool, you may hear from us again about what we do, and your details may be used to shape the advertising we run, including audiences held by Google and Meta. That is normal for a business that sells services, and we would rather say it here than bury it.

What we never do is sell your information. We do not rent it, trade it, or pass it to another company for that company to market to you.

Our legal reasons

Data protection law asks us to name the legal reason for each use. These are ours:

• Replying to you and preparing a proposal: you asked us to, which the law treats as a step towards a contract.
• Doing the work: to carry out our agreement with you or your company.
• Marketing our own services to business contacts: our legitimate interest in finding clients, balanced by your right to opt out at any time. Where the law requires your consent instead, we ask for it first.
• Measuring how the site is used: our legitimate interest in fixing pages that do not work. Where the law requires consent for this kind of measurement, as it does for visitors in the EU, we are adding a choice to the site so you can say yes or no first.
• Keeping records: tax and accounting law requires us to keep project and payment records.

Saying no to the marketing

Every marketing email we send carries an unsubscribe link that works immediately and needs no explanation from you.

You can also tell us to stop by replying to any message or emailing hello@systemroutes.com. Opting out of marketing does not stop us replying to a question you asked us, and it does not affect any work in progress.

Where we use advertising audiences, you can ask us to remove you from them and we will.

Cookies and tracking

This site sets no cookies of its own.

We measure how the site is used without cookies. Two things count page views and the page you arrived from: our host, and our own analytics software running on a server we own. Neither sets a cookie, follows you to other websites, or builds a profile of you, so there is nothing to consent to and nothing to opt out of. We keep the second one in-house precisely so the data does not go to an advertising company.

We also use Microsoft Clarity to see how pages are used, such as where people click and how far they scroll, so we can fix the pages that confuse people. We run it with no cookies, so it cannot recognise you when you come back another day. It keeps one short-lived note in your browser tab, which may connect the pages you view in that tab and is deleted when you close it. It never records what you type into a form. We will ask before any of that changes.

Google Analytics also runs without cookies and stores nothing in your browser, so it counts visits without any identifier that could link one visit to the next. We will ask before that changes too.

If you would rather not be measured at all, a mainstream content blocker or your browser's tracking protection stops Clarity and Google Analytics, and the site works exactly the same.

Beyond those, we may use two other kinds. Analytics cookies tell us which pages get read and where people give up, so we can fix the weak ones. Advertising cookies, including tags from Google and Meta, let us measure which adverts actually led to an enquiry and show our adverts to people who have looked at the site. Neither is running today, and we will ask before either one loads.

Where the law requires your consent for the analytics and advertising kinds, we ask before loading them, and refusing costs you nothing: the whole site still works.

The booking calendar is embedded from Cal.com and sets its own cookies when it loads, in order to work. That is their software running inside a frame on our page, and their policy governs it.

Who else can see it

Only the services we need to run the business, and only the part each one needs:

• Vercel, our hosting provider, which serves this website and counts page views for us without cookies. Our own analytics runs on our own server, so those numbers are not shared with anyone.
• Supabase, which hosts our customer records system, where enquiries from the form are saved.
• Google, which runs Google Analytics for us and receives a record of visits without cookies.
• Microsoft, which runs Clarity for us and receives a record of how pages on this site are used. It sets no cookies on this site.
• Our email provider, which carries the emails we exchange with you.
• Cal.com, if you book a call through the calendar.
• Google and Meta, where we run advertising. They receive activity from this website, and in some cases a scrambled version of an email address used to match you to an advertising audience. They may not use it to market to you on their own behalf.

We will hand over information if the law requires it. If that ever happened we would tell you, unless we were legally prevented from doing so.

Where your information is stored

Our providers store information in the United States and India, so it can leave the UK or the EU. Each provider's data processing terms include the standard contractual clauses the UK and EU approve for these transfers, and some of our US providers are also certified under the EU-US Data Privacy Framework. Ask us and we will tell you which safeguard covers which provider.

Client work

When we work for a business we often handle data belonging to that business, including its customer records. That data stays the client's property. We use it only to do the job we were hired for, we return or delete it when the work ends if asked, and we cover it in the written agreement for that project rather than in this policy.

How long we keep it

Enquiries and correspondence are kept while there is a live conversation and for a reasonable period afterwards, in case you come back to us. Contact details used for marketing are kept until you opt out. Project records are kept for as long as we need them for tax and accounting purposes.

Ask us to delete your details and we will, unless we are legally required to keep a record. One exception worth naming: if you unsubscribe we keep a note of the fact, because that is the only way to be sure we do not contact you again by accident.

Your rights

You can ask us what we hold about you, and for a copy you can take elsewhere. You can ask us to correct it, delete it, or stop using it while a question is sorted out. You can object to any use based on our legitimate interests, and to marketing at any time with no reason needed. Where you gave consent, you can withdraw it as easily as you gave it.

Email hello@systemroutes.com and we will reply within one month. There is no form to fill in and no charge.

We do not make decisions about you by automated means alone.

If you are unhappy with how we handle your information, you can complain to a data protection authority: in the UK, the Information Commissioner's Office at ico.org.uk, and in the EU, the authority in the country where you live. We would appreciate the chance to put it right first.

Children

This site is aimed at businesses. We do not knowingly collect information from anyone under sixteen.

Changes

If this policy changes we will update the date at the top of the page. Material changes will be described here rather than slipped in quietly.