Privacy Policy
Last updated: November 2026
This policy explains what personal information The Sentinel Systems collects, why we collect it, how we use and protect it, and the rights you have over it. It applies to our website (thesentinelsystems.com), our booking and contact forms, and our dealings with prospective and existing clients.
1. Who we are
The Sentinel Systems ("we", "us", "our") is an automation and integration agency based in the United Kingdom, serving clients in the UK, the United States and Canada.
- Legal entity: TODO Ltd
- Company number: TODO (registered in England and Wales)
- Registered address: TODO
- ICO registration number: TODO
- Contact: hello@thesentinelsystems.com
For personal information collected through this website, we are the "controller" under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Information we collect
Information you give us
- Contact and booking details. When you fill in our contact form, book a free audit or email us, we collect your name, email address, phone number (if given), company name, website, and anything you write in your message.
- Project information. If you become a client, we collect the information needed to deliver the work. That includes contact details for your team, billing details, and descriptions of your business processes and tools.
- Communications. We keep records of emails, call notes and messages between us.
Information collected automatically
- Usage data. This covers pages visited, time on page, referring site, device type, browser and approximate location (country or region), collected through cookies or similar technologies where you have allowed them (see section 7).
- Approximate location for pricing. We use your IP address to estimate your country so we can show prices in your local currency. We do not store your IP address for this purpose, and we do not use it to identify you.
- Technical logs. Our hosting providers keep standard server logs (IP address, time of request, pages requested) for security and to fix faults.
Information from others
- Calendar booking tools. When you book a call, our scheduling provider passes us the details you entered.
We do not knowingly collect information from children under 16, and our services are not aimed at them.
3. How we use your information and our lawful basis
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Replying to enquiries and running free audit calls | Legitimate interests (responding to people who contact us), or steps taken at your request before entering a contract |
| Delivering services to clients, including monitoring under Sentinel Care | Performance of a contract |
| Sending invoices and keeping accounting records | Legal obligation |
| Showing local-currency pricing | Legitimate interests (a relevant, easy-to-read website) |
| Analytics to understand and improve the website | Consent (through the cookie banner) |
| Occasional updates about our services to existing clients or people who asked for them | Legitimate interests or consent. You can opt out at any time. |
| Keeping our website and systems secure | Legitimate interests |
We do not sell your personal information. We do not use it for automated decision-making that has legal or similarly significant effects on you.
4. Client data we process on your behalf
When we build or monitor automations for a client, we may have access to personal data held in that client's systems, such as their customers' or leads' contact details. For that data, the client is the controller and we act as a "processor". We process it only on the client's documented instructions, keep it confidential, protect it with appropriate security, and delete or return it when the engagement ends. Where required, we sign a Data Processing Agreement with the client.
5. Who we share information with
We share personal information only where needed, with:
- Service providers who help us run our business, under contracts that require them to protect your data. These include website hosting and database providers, our scheduling and video-call tools, email, accounting and invoicing software, and analytics (if you consent).
- Professional advisers such as accountants and lawyers, where necessary.
- Authorities, where the law requires it or to protect our rights.
- A buyer or successor if our business is reorganised or sold, under equivalent protections.
A current list of our main providers is available on request.
6. International transfers
Some of our providers store or process data outside the UK, including in the United States. Where that happens, we rely on safeguards recognised under UK law, such as UK adequacy regulations (including the UK–US "data bridge" where the provider is certified) or the International Data Transfer Agreement or Addendum to the EU Standard Contractual Clauses.
7. Cookies
We use:
- Strictly necessary cookies that make the site work (for example, remembering your cookie choice). These don't need consent.
- Analytics cookies that help us understand how the site is used. These are set only if you accept them in the cookie banner.
You can change your choice at any time using the "Cookie settings" link in the footer, or by clearing cookies in your browser. We do not use advertising or cross-site tracking cookies.
8. How long we keep information
- Enquiries that don't become clients: up to 24 months after our last contact, then deleted.
- Client records and contracts: for the length of the engagement plus 6 years, to meet UK legal and tax requirements.
- Client system data we process as a processor: returned or deleted within 30 days of the engagement ending, unless the client instructs otherwise.
- Analytics data: up to 26 months.
9. How we protect information
We use access controls, multi-factor authentication, encryption in transit, least-privilege access to client systems and regular reviews of who has access. We never ask clients to send passwords by email. Credentials are stored in a password manager or the client's own systems. No system is completely secure, but we work to protect your information and will tell you and the regulator about a breach where the law requires.
10. Your rights
UK and EEA residents. You have the right to:
- access your personal information
- have it corrected
- have it erased
- restrict or object to how we use it
- data portability
- withdraw consent at any time, where we rely on consent
You can also object at any time to direct marketing.
California residents. You have the right to know what personal information we collect, use and disclose; to request deletion or correction; to opt out of the sale or sharing of personal information (we do not sell or share it for cross-context advertising); and not to be discriminated against for using these rights.
Canadian residents. Under PIPEDA and applicable provincial law, you have the right to access and correct your personal information and to withdraw consent, subject to legal and contractual limits.
Other US states. If your state gives you similar privacy rights, contact us and we will honour them as the law requires.
To use any of these rights, email hello@thesentinelsystems.com. We will reply within one month (UK) or within the time your local law requires. We may need to verify your identity first.
11. Complaints
If you are unhappy with how we have handled your information, please contact us first at hello@thesentinelsystems.com. You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk, 0303 123 1113), or to the data protection authority where you live.
12. Changes to this policy
We may update this policy from time to time. The "Last updated" date at the top shows when it last changed. If the changes are significant, we will make that clear on the website or tell clients directly.
13. Contact us
TODO Ltd trading as The Sentinel Systems TODO hello@thesentinelsystems.com