Ninelayer Systems - Privacy Policy

Privacy Policy

Last updated: 9 April 2026

This Privacy Policy explains how Ninelayer Systems Limited ("we", "us", "our") collects, uses, discloses, and protects personal data when you use our website, contact forms, and services. This policy is designed to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

UK GDPR Compliant

1. Data Controller

The data controller responsible for your personal data is:

Ninelayer Systems Limited
Company No. 13604727
20-22 Wenlock Road, London, N1 7GY, United Kingdom
Email: info@ninelayer.co.uk

2. Data We Collect

We may collect the following categories of personal data:

Contact information - name, email address, company name when you submit our contact form
Communication data - the content of messages you send us
Technical data - IP address, browser type, device information, pages visited (collected automatically via standard web server logs)
Cookie data - if you consent to cookies, we may use analytics cookies to understand site usage

3. How We Use Your Data

We use your personal data for the following purposes:

Responding to your enquiries and contact form submissions
Providing our software development and IT consulting services
Sending project-related communications
Improving our website and services
Complying with legal obligations

We do not use your data for automated decision-making or profiling.

4. Legal Basis for Processing

We process personal data under the following legal bases as defined by UK GDPR Article 6:

Consent - when you submit a contact form or opt in to communications
Contractual necessity - when processing is required to perform a contract with you or take pre-contractual steps at your request
Legitimate interests - for improving our services and protecting our business, where such interests are not overridden by your rights
Legal obligation - where we are required by law to process your data

5. Data Sharing

We do not sell your personal data to third parties. We may share data with:

Service providers - form processing services (Formspree), hosting providers (GitHub/Cloudflare) that help us operate our website
Professional advisers - accountants, lawyers, or auditors where necessary
Law enforcement - when required by law or to protect our legal rights

All third-party processors are bound by data processing agreements and must meet UK GDPR standards.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected:

Contact form data - retained for up to 12 months after last communication
Client project data - retained for 6 years after project completion (in line with UK statutory requirements)
Website analytics - aggregated data retained for up to 24 months

After these periods, data is securely deleted or anonymised.

7. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

Right of access - request a copy of the data we hold about you
Right to rectification - request correction of inaccurate data
Right to erasure - request deletion of your data ("right to be forgotten")
Right to restrict processing - request limitation of how we use your data
Right to data portability - request your data in a structured, machine-readable format
Right to object - object to processing based on legitimate interests
Right to withdraw consent - withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at info@ninelayer.co.uk. We will respond within one month of receiving your request.

8. International Transfers

Our website is hosted on GitHub Pages and may use Cloudflare for content delivery. These services may process data outside the UK. Where data is transferred internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) or adequacy decisions recognised by the UK government.

9. Security

We implement appropriate technical and organisational measures to protect your personal data, including:

HTTPS encryption on all web traffic
Access controls and authentication
Regular security reviews and dependency scanning
Secure data storage and transmission practices

10. Cookies

Our website uses minimal cookies. We do not use tracking or advertising cookies. Any analytics cookies require your explicit consent before being set. You can manage cookie preferences through your browser settings.

11. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: ico.org.uk
Helpline: 0303 123 1113

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "last updated" date. We encourage you to review this page periodically.