Privacy policy

Last updated: 4 October 2026

This policy explains what personal data SYPOS Systems Ltd collects when you use this website (sypos.uk), what we do with it, and what your rights are. It covers this website only. Our products, FieldQ, UpLinko and PureDesk, are separate services and each has its own privacy policy.

Who we are

This website is run by SYPOS Systems Ltd ("SYPOS", "we", "us"), a software studio registered in England and Wales. We are the controller of the personal data described here. You can reach us at contact@sypos.uk.

What we collect, and why

When you send us a message

The contact form asks for your name, your email address and your message. We use them to reply to you and to keep a record of the conversation. Our lawful basis is legitimate interests (answering people who get in touch) or, if you are asking about a project, taking steps at your request before a contract. We do not add you to any mailing list.

When you use the chat window

The chat window on this site is provided by PureDesk (puredesk.uk), our own product. If you start a conversation it asks for your name, your email address, a subject and your message, and you can attach files. PureDesk stores these so that we can reply to you in the chat and by email. When the chat window loads it also receives your IP address, your browser details and the address of the page you are on, as any site you load content from does. Our lawful basis is legitimate interests (giving support to people who ask for it).

When you visit the website

For each page you view we record your IP address, the address of the page, your browser's user agent, the page you came from (the referrer), a session identifier and the time. This log is kept by us. We do not use a third-party analytics service. We use it to count visits, see which pages are read and spot abuse. Our lawful basis is legitimate interests (understanding and securing our website). These records are kept for up to 13 months and then deleted automatically.

Our web server also keeps standard access logs (IP address, time, page requested and browser) for security and fault-finding. These are kept for about two weeks.

Cookies and similar technologies

We do not use advertising or tracking cookies, and this site loads no third-party analytics, advertising or fonts. These are what the site and its chat window set:

  • sypos-systems-ltd-session (sypos.uk): keeps your visit working, for example to show a confirmation after you send a message. It lasts up to 2 hours.
  • XSRF-TOKEN (sypos.uk): protects the contact form against forged submissions. It lasts up to 2 hours.
  • puredesk-session and XSRF-TOKEN (puredesk.uk): set when the chat window loads, so that the chat can work and keep your conversation together. They last up to 2 hours.
  • Local storage (the chat window): one item that remembers you have dismissed its pop-up message. It stays until you clear your browser's data.
  • remember_web_… (sypos.uk): only for our own staff, if they choose "Remember me" when signing in to the admin area.

You can block or delete cookies in your browser settings. The pages will still be readable, but the contact form and the chat may stop working.

Who we share data with

We do not sell your data and we do not share it for advertising. The only others who handle it are PureDesk, our own product, which runs the chat window, and the hosting company that provides the server this website runs on, which works on our behalf. We may also disclose data where the law requires it.

How long we keep data

  • Messages from the contact form and the chat: for as long as we need them to deal with your enquiry and any follow-up, then we delete them. You can ask us to delete yours sooner.
  • Visit records: up to 13 months.
  • Server access logs: about two weeks.

Security

This website is served over HTTPS, so what you send is encrypted on its way to us. Messages and visit records can only be seen by our admin team, who sign in with personal passwords.

Your rights

Under UK GDPR you can ask us for a copy of the personal data we hold about you, to correct it, to delete it, to restrict how we use it, to object to how we use it, and to receive it in a portable format. To make a request, email contact@sypos.uk. We will reply within one month.

If you are unhappy with how we have handled your data you have the right to complain to the Information Commissioner's Office (ico.org.uk, helpline 0303 123 1113). We would appreciate the chance to put things right first.

Other websites

This website links to our products, FieldQ, UpLinko and PureDesk, and may link to other sites. We are not responsible for the content or privacy practices of other sites.

Changes to this policy

If we change this policy we will update the date at the top of this page.

Contact

Questions about this policy can be sent to contact@sypos.uk.