Privacy & Cookie Policy
This policy explains how personal data is handled when you use the PoloACT website. PoloACT is a product of ACT Systems Limited, and mirrors the ACT Systems privacy policy.
1. Who we are
ACT Systems Limited (“we”, “us”) is the data controller responsible for personal data collected through this site. We operate from 4 Diddenham Court, Lambwood Hill, Grazeley, Reading, Berkshire, RG7 1JQ. You can reach us at privacy@actsystems.co.uk or 01189 870 078.
2. What data we collect
- Demo enquiries. When you use the “Book a demo” form we collect the club name and email address you provide.
- Technical data. Standard server and hosting logs such as IP address, browser type and pages requested.
- Cookie & analytics data. Essential cookies needed for the site to function, plus Google Analytics data if you consent to it (see section 9).
3. How we use your data
We use personal data to:
- respond to your enquiry and arrange a demo of PoloACT;
- provide information about our products and services;
- operate, secure and improve the website;
- meet our legal and accounting obligations.
4. Legal basis for processing
We rely on our legitimate interests in responding to enquiries and running our business, on your consent where required (for example non-essential communications), on contractual necessity where we provide a service, and on compliance with legal obligations.
5. Sharing your data
We do not sell your data. We share it only with service providers who help us run the site and respond to you — including our website host (Vercel), our email provider (Microsoft 365) and, where you have consented to analytics, Google Analytics and Microsoft Clarity — as well as professional advisers and regulatory authorities where legally required.
6. Data retention
We keep personal data only as long as needed for the purpose it was collected, and to meet legal, accounting and business requirements. Retention periods vary by data category.
7. Data security
We use secure systems, access controls, encryption in transit, monitoring and regular reviews to protect personal data.
8. Your rights
Under UK data protection law you have the right to access, correct or delete your data, to restrict or object to processing, to data portability, and to withdraw consent. To exercise any of these, contact privacy@actsystems.co.uk. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.
9. Cookies & analytics
Essential cookies are used to make the site work and keep it secure. These are always on. Your cookie choice is stored locally in your browser so we don’t ask again.
Analytics cookies (optional). If you select “Accept all” on our cookie banner, we load Google Analytics and Microsoft Clarity to understand how the site is used (pages viewed, approximate location, device type, and aggregated interaction and heatmap data) so we can improve it. Google Analytics IP addresses are anonymised, and advertising and personalisation signals are disabled. If you select “Essential only”, neither tool is loaded and no analytics cookies are set. We do not use advertising cookies at all.
To change your choice, clear this site’s data in your browser and the banner will appear again. Your browser can also block or delete cookies at any time, though the site may not work as intended without the essential ones.
10. International transfers
Some of our service providers process data outside the UK. Where they do, we rely on appropriate safeguards (such as UK-approved transfer mechanisms) to protect your data.
11. Changes to this policy
We may update this policy from time to time. The latest version will always appear on this page.
12. Contact
ACT Systems Limited · 4 Diddenham Court, Lambwood Hill, Grazeley, Reading, RG7 1JQ · privacy@actsystems.co.uk · 01189 870 078