Privacy Policy

Border Business Systems Limited ("BBS", "we", "our", "us") is the data controller in respect of the personal data we collect and maintain about our customers and contacts, for the purposes of managing and administering our relationship with you. We are registered as a controller with the Information Commissioner under reference number Z5340378.

In certain circumstances we may process personal data on behalf of our customers or clients, acting as a data processor in accordance with their instructions. Where this applies, those organisations remain responsible for their own use of your personal data, and we encourage you to review their own privacy information.

We collect and process personal data only when necessary for our legitimate business purposes. This includes:

• Providing our software and services.
• Communicating with customers about updates, support, and relevant information.
• For the purposes of direct marketing.
• Improving our products through analytics and feedback.
• Meeting legal and regulatory obligations.

We also collect personal data when you visit or contact us, or request information from our website. Where we process payments on your behalf, this may include identification and verification details such as your name and card information. Any payment transactions we handle, or that are handled by our chosen third-party payment providers, are kept secure and encrypted where possible — for recurring payments, we do not have access to your full payment details.

We can only use your personal data where the law allows us to do so. Most commonly, we rely on one of the following:

• To comply with our legal and regulatory obligations.
• For the performance of a contract with you, or to take steps at your request before entering into one.
• For our legitimate interests (or those of a third party), where necessary for the operation and management of our services.
• Where you have given clear, active consent for a specific purpose — for example, subscribing to marketing information.

We only ever share your personal data with trusted third parties, and only where one of the following applies:

• We are under a legal or regulatory duty to do so.
• It is necessary to enforce our terms and conditions or other contractual rights.
• It is necessary to provide you with the services you have requested.
• It is otherwise permitted under applicable law.

Our website uses cookies to enhance user experience, analyse site performance, and ensure security. You can manage your preferences at any time through our cookie settings or your browser.

You can modify your cookie preferences at any time. You can also block or delete cookies through your browser settings — note that blocking necessary cookies may prevent you accessing parts of our website:

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BBS maintains the highest standards of information security, including training for all employees in data storage, physical security, software design, password management and information destruction policies. We implement strict security measures, including:

• Encryption & Access Controls: Data is encrypted in transit and at rest. Access is restricted to authorised personnel only.
• Regular Security Audits: We continuously monitor and test our systems to prevent vulnerabilities.
• Secure Software Development: Our solutions follow industry best practices including secure coding standards and penetration testing.
• Remote & Office Working: Employees adhere to strict data protection protocols whether working remotely or on-site.

Where we are the controller of your personal data, you have the right to:

• Request access to your personal data.
• Request rectification of any inaccurate, out-of-date or incomplete personal data.
• Request data portability — a copy of the personal data you've provided to us, in a commonly used, machine-readable format, transmitted directly to another controller where technically possible.
• Request erasure ("the right to be forgotten") in certain circumstances, such as where we no longer have a reason to hold your data or you withdraw consent.
• Restrict processing in certain circumstances — once restricted, we will only continue processing with your consent or where we have another legal basis.
• Object to processing, including where you believe our processing is inaccurate, unlawful, or where we're weighing our legitimate grounds against your objection.
• Withdraw consent at any time, where our processing is based on consent.
• Opt out of marketing communications at any time.
• Not be subject to solely automated decision-making or profiling based on special category data that has a legal or similarly significant effect on you, unless strict conditions are met — and where it applies, we will put safeguards in place allowing you to challenge the decision and obtain human intervention.

Requests can be submitted by email, through our website, or by post. There is no fee to exercise these rights, though we may charge a reasonable fee — or decline — where a request is clearly unfounded, excessive, or repetitive.

We may ask you for information to confirm your identity before actioning a request, as a security measure to ensure data isn't disclosed to the wrong person. We aim to respond to all legitimate requests within one month; if your request is particularly complex, this may take longer, and we'll keep you updated if so.

We may use your personal data to send updates by email, text, phone or post about our products, services, industry insights, events and offers. We may also market to existing customers and business contacts based on our relationship with them.

Where we rely on your consent to send marketing, you can withdraw it at any time. Where we rely on legitimate interests, you have the right to object at any time. You can manage your preferences by:

• Clicking the unsubscribe link in emails.
• Replying to an SMS communication.
• Returning a postal communication to the returns address or to BBS.
• Contacting us directly at contact@bbsltd.co.uk

Opting out of marketing will not affect our ability to send service-related or administrative communications where necessary — for example relating to your account, enquiries, contracts, transactions or important changes to our services.

We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, to comply with legal obligations, for legitimate business purposes, or to resolve disputes. Data that is no longer required is securely deleted or anonymised.

Anonymous data — such as statistical or demographic information that no longer identifies you, directly or indirectly — is not personal data. We may use anonymised information indefinitely, without further notice, for research, statistics, or to develop insights about how our services are used.

If personal data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place so it receives the same level of protection as if it were processed inside the UK — for example, using the EU Standard Contractual Clauses together with the UK Addendum, where appropriate.

We may update this policy from time to time to reflect legal requirements or business changes. You will be notified of significant updates via our website or email.

If you have any questions about how we use your personal data, or want to know more about how it's been handled, please contact us in the first instance.

If you wish to complain about how your personal data has been handled, this policy, or any procedure set out in it, please contact us at contact@bbsltd.co.uk so we can investigate and respond in line with our procedures. We have a formal data protection complaints process, will acknowledge receipt of your complaint within 30 days, and will keep you informed of progress and the outcome as soon as reasonably possible.

You also have the right to raise concerns with the Information Commissioner's Office on 0303 123 1113 or at ico.org.uk/concerns, if you believe your data protection rights have not been adhered to.