Privacy Policy
Last updated 19 October 2026
This policy tells you what personal data we handle, why, and what your rights are.
1. Introduction
This Privacy Policy explains how Datum Digital Systems Limited, which operates Easy System, collects, uses, shares and protects personal data when you visit this website or contact us. It also explains your rights under data protection law.
We take your privacy seriously and aim to collect as little personal data as we reasonably can. Please read this policy carefully. If you have a question about it, you can reach us using the contact form.
In this policy, "personal data" means any information that relates to an identified or identifiable person, and "UK data protection law" means the UK General Data Protection Regulation, the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003, each as amended from time to time.
2. Who we are
The controller of the personal data described in this policy is Datum Digital Systems Limited ("we", "us", "our"), a company registered in England and Wales under company number 14448854. Our registered office is shown in the Company details section at the end of this page.
We do not currently have a Data Protection Officer. Any questions about how we handle personal data can be sent through the contact form, and we will respond.
3. What this policy covers
This policy covers personal data we handle through this website (easysystem.app) and through the enquiries you send us. It does not cover our software products. When you use a product such as OHSE.app, the data we handle, and the roles we and our customers play in handling it, are explained in that product's own privacy policy. For OHSE.app, see the OHSE.app privacy policy.
4. The personal data we collect
We collect and use the following categories of personal data:
| Category | What it includes | Where it comes from |
|---|---|---|
| Technical data | IP address, browser type and version, device type, pages requested, date and time of the request, and referring page, held in standard server logs. | Automatically, when you visit this website. |
| Contact data | Your name, email address and the contents of your message, plus any other details you choose to include. | From you, when you send us an enquiry. |
| Correspondence | Our replies to you and any follow-up messages. | From you and from us, as the conversation continues. |
We do not ask for, and do not intend to collect, special category data (such as health, religious belief or ethnicity) or data about criminal convictions through this website. Please do not include it in your messages.
5. How we collect it
We collect personal data directly from you when you contact us, and automatically through our website hosting when you visit. This website has no accounts, sign-up forms, advertising or analytics tools, and it does not set cookies.
6. How and why we use personal data
UK data protection law requires us to have a lawful basis for each way we use personal data. The table below sets them out.
| Purpose | Data used | Lawful basis |
|---|---|---|
| Providing, securing and troubleshooting this website, and preventing misuse | Technical data | Legitimate interests: running a secure and reliable website. |
| Reading and responding to your enquiry | Contact data, correspondence | Legitimate interests: answering people who contact us. Where your enquiry is about becoming a customer, taking steps at your request before entering into a contract. |
| Keeping records of our dealings with you, and dealing with complaints or disputes | Contact data, correspondence | Legitimate interests: keeping accurate records and protecting our legal position. |
| Complying with the law and responding to lawful requests from authorities | Any of the above, as required | Legal obligation. |
We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects on you. We do not send marketing emails unless you have asked us to, and we do not sell personal data.
7. Cookies and similar technologies
This website does not use cookies, local storage, tracking pixels or similar technologies, and does not use advertising or analytics services. If we ever add any, we will update this policy and, where the law requires it, ask for your consent first.
Websites we link to, such as ohse.app, may use their own cookies or similar technologies. Their policies explain what they use.
8. Who we share personal data with
We do not sell or rent personal data. We share it only where necessary, with:
- service providers that help us run this website and our email, such as our web hosting provider and email provider, who act on our instructions and are bound by contractual duties of confidentiality and security;
- our professional advisers, such as lawyers, accountants and insurers, where they need it to advise us;
- law enforcement, regulators, courts or other authorities, where we are required to by law or need to do so to protect our rights, property or safety, or those of others; and
- a buyer or successor, if our business or its assets are sold or transferred, in which case your data would be handled in line with this policy.
9. International transfers
Our service providers may process personal data outside the United Kingdom, including in the European Economic Area. Where personal data is transferred outside the UK, we make sure it is protected, for example because the destination is covered by UK adequacy regulations, or because we have put appropriate safeguards in place, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can contact us for more information about the safeguards we use.
10. How long we keep personal data
We keep personal data only for as long as we need it for the purposes in this policy, including legal, accounting and reporting requirements:
- Server logs: deleted automatically after a short period, normally within a few weeks.
- Enquiries and correspondence: kept while we deal with your enquiry and for a reasonable period afterwards in case of follow-up, normally no longer than two years, unless a longer period is needed to deal with a dispute or to meet a legal obligation.
When we no longer need personal data, we delete it or anonymise it so that it can no longer be linked to you.
11. How we protect personal data
We use appropriate technical and organisational measures to protect personal data from loss, misuse and unauthorised access, disclosure, alteration or destruction. These include encrypted connections (HTTPS) to this website, access controls, and choosing service providers with suitable security practices. No method of transmission over the internet is completely secure, so we cannot guarantee absolute security. If a personal data breach occurs that is likely to put your rights at risk, we will report it to the Information Commissioner's Office and tell you where the law requires.
12. Your rights
Under UK data protection law you have the following rights in relation to your personal data:
- Access: to ask for a copy of the personal data we hold about you.
- Rectification: to ask us to correct data that is inaccurate or incomplete.
- Erasure: to ask us to delete your data in certain circumstances.
- Restriction: to ask us to limit how we use your data in certain circumstances.
- Objection: to object to our use of your data where we rely on legitimate interests.
- Portability: to ask for data you gave us to be provided in a structured, commonly used format, where we use it on the basis of a contract or consent.
- Withdrawing consent: where we rely on your consent, to withdraw it at any time, without affecting what we did before.
Some of these rights are not absolute and only apply in certain circumstances. We may need to ask you for information to confirm your identity before we act on a request. You will not normally have to pay a fee, and we will respond within one month, which may be extended by up to two further months for complex or numerous requests, in which case we will tell you.
13. How to use your rights or contact us
To exercise any of your rights, or to ask a question about this policy, use the contact form and say what you would like us to do. We will reply as soon as we can.
14. Complaints
We would like the chance to put things right, so please contact us first. You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), at ico.org.uk/make-a-complaint or by telephone on 0303 123 1113.
15. Children
This website and our services are intended for businesses and adults. They are not directed at children, and we do not knowingly collect personal data from anyone under 13. If you believe a child has given us personal data, please contact us and we will delete it.
16. Links to other websites
This website contains links to other websites, such as ohse.app. We do not control those websites and are not responsible for their content or privacy practices. We encourage you to read the privacy policy of every website you visit.
17. Changes to this policy
We may update this policy from time to time, for example if our services or the law change. The date at the top of this page shows when it was last updated. We will take reasonable steps to tell you about significant changes.
18. Company details
Easy System is operated by Datum Digital Systems Limited, a company registered in England and Wales under company number 14448854. Registered office: 82A James Carter Road, Mildenhall, Bury St Edmunds, Suffolk, IP28 7DE, United Kingdom.