Privacy Policy

Effective Date: 20/05/2025

Welcome to the privacy policy of Sistena Ltd (“we”, “our”, or “us”). We are committed to protecting your personal data and respecting your privacy in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant legislation.

This privacy policy explains how we collect, use, and protect your personal data when you interact with us, including through our website (https://www.sistena.co.uk) and our client communications using Microsoft Teams and other related tools.

1. Who We Are

Sistena Ltd is a UK-based company specialising in end-user and software engineering solutions.

2. What Data We Collect

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

  • Identity data: Name, title, company name
  • Contact data: Email address, phone number, postal address
  • Technical data: IP address, browser type, operating system, and usage data via our website
  • Communication data: Any information shared during calls, video meetings, chats, or emails
  • Service data: Project-related documents, deliverables, and feedback

3. How We Use Your Data

We use your personal data for the following purposes:

  • To provide and deliver services you have requested
  • To manage our business relationship with you
  • To schedule, conduct, and record meetings via Microsoft Teams and other platforms
  • To respond to inquiries or customer support requests
  • To comply with legal or regulatory obligations
  • For internal administration and analytics

4. Communication Tools & Data Protection

We use trusted and secure tools to communicate and collaborate with clients:

Microsoft Teams

We use Microsoft Teams for video conferencing, messaging, screen sharing, and collaboration. Your participation in Teams meetings may involve the collection and processing of:

  • Display name and contact information
  • Video and audio recordings (when applicable and with notice)
  • Shared content such as files and screen shares

Security measures: Microsoft Teams uses industry-standard encryption, secure authentication, and is compliant with UK GDPR and ISO/IEC 27001 standards. All data transmitted via Teams is encrypted both in transit and at rest.

Recording policy: Meetings are only recorded with prior notice and consent. You will be informed before any recording begins.

Other Communication Tools

We may also use other secure tools (e.g., Outlook, SharePoint, OneDrive) to manage communications and project files, each compliant with applicable data protection standards.

5. Legal Basis for Processing

Our processing of personal data is based on:

  • Your consent
  • Performance of a contract with you
  • Compliance with legal obligations
  • Legitimate interests (e.g., business development, communication)

6. Data Sharing and Transfers

We do not sell or rent your personal data. We may share data with:

  • Trusted third-party service providers (e.g., Microsoft)
  • Legal or regulatory authorities where required
  • Business partners under confidentiality obligations

All data is stored and processed within the UK or EEA. If data must be transferred outside the UK, we ensure appropriate safeguards (e.g., Standard Contractual Clauses) are in place.

7. Data Retention

We retain personal data only as long as necessary to fulfil the purposes we collected it for, including legal, regulatory, or accounting requirements.

Meeting recordings (where applicable) are retained only as long as needed and securely deleted thereafter.

8. Your Rights

You have the right to:

  • Access the personal data we hold about you
  • Request correction or deletion of your data
  • Object to or restrict processing
  • Withdraw consent at any time
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

Contact the ICO: https://ico.org.uk
Phone: 0303 123 1113

9. Cookies

Our website uses cookies to improve user experience and analyse site traffic. You can set your browser to refuse cookies or alert you when cookies are being sent.

Please refer to our Cookie Policy for more details.

10. Changes to This Privacy Policy

We may update this privacy policy occasionally. Any changes will be posted on this page with the updated effective date.

11. Contact Us

If you have questions about this policy or your personal data, please contact us:

  • Email: [email protected]
  • Postal address: Sistena Ltd, Ebenezer House, Ryecroft, Newcastle-under-Lyme, Staffordshire, ST5 2BE