Privacy Notice (reviewed July 2026)

Pisys must be transparent when processing personal data about individuals by providing them with information about how we will collect and use their data. We take data protection seriously, and we want to assure you that any information we hold about you is processed fairly and lawfully.
Our commitment to being transparent 
As a data controller, we are committed to making sure we are transparent about how we use your personal information. We have the right controls in place to make sure it is used responsibly and kept safe from inappropriate access, theft or misuse. Being a data controller means that we are responsible for how your personal information is used and protected.
Changes to this Privacy Policy
We continually review and update this privacy policy to reflect changes in our services and feedback from customers, as well as to keep up with changes in the law. We keep a record of all changes to this privacy policy.
Personal data that we collect
When we collect data for marketing purposes, we only gather basic personal information from you, which may include your name, address, email, phone number, country of business location, job role, and company. We also track some interactions, such as whether you opened an email or clicked on a link within it.
If you are using a system that we have provided to your employer, we will hold data relevant to that service according to the terms of our contract. In such cases, our agreement is typically with your employer, so please direct any privacy concerns to them.
Additionally, we may retain contact information for individuals who reach out to us by phone or email for any reason.
Once you have given us your information, we are responsible for what happens to it. We take our responsibilities seriously and make sure any personal information we collect, and use is done proportionately, correctly, safely and in line with the law, including the General Data Protection Regulation (GDPR) and the Data Protection Act (DPA).
Why we need your data
To access a product or service you have purchased from us, receive support for these products and services, or receive ongoing information about products that may be helpful to you, we need to collect some basic personal data. We will only collect the personal information that is necessary for providing and managing this service. You can unsubscribe at any time by phone, email, or by clicking the unsubscribe link in any marketing email we send.
What we do with your data
We may store your contact information as part of our marketing efforts. We also track your usage of our website through the use of cookies. Please click here to view our cookie policy
We may use personal data for any or all of the following purposes:
  • To meet our legal and statutory obligations.
  • To carry out comprehensive safeguarding procedures, including due diligence and complaints handling, in accordance with best practices to ensure that all children and adults at risk are provided with safe environments.
  • To manage our business operations.
  • To fundraise and promote the interests of our organisation.
  • To manage our employees.
  • To maintain our accounts and records.
  • To seek your views or comments.
  • To inform you of changes to our services and events.
  • To send you communications that you have requested and that may be of interest to you.

Legitimate Interest in use of personal data

We conducted a Legitimate Interest Assessment as required by the Information Commissioner’s Office. Based on our assessment, we are confident in relying on legitimate interest as justification for processing personal data.
Our Legitimate Interests are summarised here.
How long we keep your data
We will keep your information used for marketing purposes until you inform us that you no longer wish to receive communications from us. Once you notify us of your preference to opt out, we may retain the minimum necessary information to ensure you are excluded from future campaigns. This may include your email address for effective cross-checking.
How to change your information (Access Requests)
If you believe that the information we hold about you is incorrect, you can request to view this information and ask for it to be corrected or deleted. You can download a Subject Access Request form here

How to make a complaint
If you are not satisfied with how we have answered your request or have concerns about how we handled your personal information, please contact us at info@pisys.co.uk or call us for an investigation into the matter.

Use this process if your complaint is about:

  • How information was collected, used, shared, stored or disclosed.
  • How we responded to a subject access request.

You can submit your complaint by email at info@pisys.co.uk or in writing to:

Pisys Limited, 7 Queen’s Gardens, Aberdeen, AB15 4YD

Here’s what to include in your complaint:

  • What happened
  • When it happened
  • Why you are concerned

It helps if you include any reference numbers and copies of correspondence, or other documents that you would like us to consider.

What happens next
Pisys:

  • Will acknowledge your complaint as soon as we can
  • Will review the information you provide
  • May contact you if we need anything further
  • Aim to give you a full response within 30 days – if that is not possible, we will let you know why and tell you when you can expect a response.

How we will investigate your complaint
Your complaint will be reviewed by the Data Protection Officer or by a staff member asked to investigate it. We will look at the relevant information and, if necessary, speak to the team involved before responding to you.

If you are still dissatisfied after receiving our response, you can ask us to review the outcome. You can also raise your concerns with the Information Commissioner’s Office once our internal process has been completed.

Your rights and your personal data
You have the following rights with respect to your personal data:
(When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security.  In such cases we will need you to respond with proof of your identity before you can exercise these rights)

  • The right to access information we hold on you
      • At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within one month.
      • There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee .
  • The right to correct and update the information we hold on you
      • If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
  • The right to have your information erased
      • If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold.
      • When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).
  • The right to object to processing of your data
      • You have the right to request that we stop processing your data. Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data.  Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.
  • The right to data portability
      • You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
  • The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.
      • You can withdraw your consent easily by telephone, email, or by post
  • The right to object to the processing of personal data where applicable.
  • The right to lodge a complaint with the Information Commissioners Office.

You can download a subject matter request form here
Note – you don’t need to use the form provided and you can submit requests by letter or email. We may contact you to ask for additional information when we receive your request.