Who We Are and What This Covers

SysCastFlow specialises in mobile app performance work across the UK. When you use our website, contact us about projects, or work with us on app optimisation, we collect some information about you. This policy explains what we collect, why we need it, and what we do with it.

We comply with UK data protection law, including the UK GDPR and the Data Protection Act 2018. That means we have legal obligations about how we handle your personal data, and you have rights about your information.

Information We Collect

The data we gather depends on how you interact with us. Here's what we typically collect and why:

When You Contact Us

If you send us an enquiry through our website or email, we collect your name, email address, phone number (if you provide it), and whatever details you share about your app or project. We need this to respond to your questions and discuss potential work together.

When We Work Together

During actual projects, we collect more detailed information — company details, technical specifications about your app, performance data, and communication records. Some of this might be commercially sensitive, and we treat it accordingly. We also keep project documentation and any analytics data you share with us for optimisation purposes.

Website Usage Data

Like most websites, ours collects some technical information automatically. This includes your IP address, browser type, pages you visit, and how long you spend on our site. We use this to understand how people use our website and to spot any technical issues.

How We Use Your Information

We use your data for specific, practical reasons:

• To respond to your enquiries and provide quotes for our services
• To deliver the app performance work you've hired us for
• To send project updates, technical reports, and relevant documentation
• To process payments and maintain financial records
• To improve our services based on project outcomes and client feedback
• To comply with legal obligations, such as tax reporting

We don't use your information for marketing unless you've specifically agreed to it. And even then, you can opt out whenever you want.

Sharing Your Data

We don't sell your information to anyone. That's not our business model, and frankly, it never will be.

We do share data with specific third parties when necessary for our work:

Service Providers

We work with hosting companies, email providers, and cloud storage services. These companies process data on our behalf under strict contractual terms. They can only use your data for the specific services we've engaged them for.

Professional Advisers

Sometimes we need to consult with lawyers, accountants, or insurance providers. When we do, we only share what's necessary and ensure they're bound by confidentiality obligations.

Legal Requirements

If we're legally required to disclose information — such as in response to a court order or regulatory enquiry — we will. We'd prefer not to, but sometimes the law requires it.

International Transfers

We primarily use UK-based services, but some of our tools and service providers operate internationally. When we transfer data outside the UK, we make sure appropriate safeguards are in place.

This might include using services in countries with adequacy decisions (where UK authorities have deemed data protection to be sufficient) or implementing standard contractual clauses approved by UK authorities.

If you want specific details about where your data is stored or processed, just ask. We're happy to provide that information.

How Long We Keep Your Data

We don't keep information forever. Different types of data have different retention periods based on legal requirements and practical needs:

• Initial enquiries: If we don't end up working together, we typically delete enquiry data after 12 months
• Project data: We keep project files and related information for 6 years after project completion (UK tax law requires this)
• Financial records: We retain invoices and payment records for 6 years to comply with HMRC requirements
• Marketing communications: If you've opted in, we keep your details until you ask us to remove them
• Website analytics: Aggregated, anonymous usage data is kept for 26 months

After these periods, we securely delete or anonymise the data. When we say delete, we mean proper deletion — not just hiding files or marking them as deleted.

Security Measures

We protect your data using industry-standard security practices. This includes encrypted data transmission, secure servers, access controls, and regular security updates. Our team members only access the data they need for their work, and we use two-factor authentication where possible.

We back up data regularly to prevent loss, but those backups are encrypted and stored securely. We also have procedures for responding to security incidents, though we hope never to need them.

That said, no system is completely foolproof. We do our best to protect your information, but we can't guarantee absolute security. If we experience a breach that affects your data, we'll notify you and the relevant authorities as required by law.

Your Rights

UK data protection law gives you several rights over your personal information. These aren't just theoretical — you can actually use them:

Right to Access

You can request a copy of the personal data we hold about you. We'll provide this free of charge within one month. If your request is particularly complex or you've made multiple requests, we might extend this by two months, but we'll let you know.

Right to Correction

If information we hold is inaccurate or incomplete, you can ask us to correct it. We'll do so promptly and notify anyone we've shared that data with about the changes.

Right to Deletion

Sometimes called the "right to be forgotten," you can request that we delete your data in certain circumstances. This isn't absolute — we might need to keep some information for legal reasons — but we'll delete what we can.

Right to Restrict Processing

You can ask us to limit how we use your data in specific situations, such as when you're questioning the accuracy of the information or you've objected to our processing.

Right to Data Portability

For data you've provided to us, you can request a copy in a structured, commonly used format. This makes it easier to move your data to another service provider if you want to.

Right to Object

If we're processing your data based on legitimate interests, you can object. We'll stop unless we have compelling legitimate grounds to continue or we need the data for legal claims.

Cookies and Tracking

Our website uses a small number of cookies — these are tiny files stored on your device that help the site function and provide us with usage information.

We use essential cookies that make the website work properly (like remembering your cookie preferences) and analytics cookies that help us understand how people use our site. We don't use advertising cookies or tracking cookies that follow you around the internet.

You can control cookies through your browser settings. Blocking essential cookies might affect how our website functions, but blocking analytics cookies won't stop the site from working — we just won't get usage data from your visit.

Changes to This Policy

We update this policy occasionally to reflect changes in our practices or legal requirements. When we make significant changes, we'll notify existing clients by email and update the "last updated" date at the top of this page.

We won't reduce your rights under this policy without your explicit consent. If we need to process your data in new ways, we'll either get your permission or ensure we have another legal basis for doing so.

Questions and Complaints

If you have questions about how we handle your data, we genuinely want to hear from you. Contact us at info@syscastflow.com or call +447774774011. We'll do our best to address your concerns quickly and thoroughly.

If you're not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator. You can contact them at ico.org.uk or call 0303 123 1113.

That said, we'd appreciate the chance to resolve any issues directly before you escalate to the ICO. Most concerns can be sorted out through honest conversation.