This Privacy Policy explains how Sixfields Software ("we", "us", "our") collects, uses, and protects personal data when you visit sixfieldssoftware.co.uk, use our Insights blog, enquire about our products, or become a customer.
We take your privacy seriously. We only collect what we need, we don't sell your data, and we aim to be straightforward about how we handle it. This policy is designed to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are
Sixfields Software is a software company based in Northampton, United Kingdom, building operational tools for field service and installation businesses.
For the purposes of UK GDPR, Sixfields Software is the data controller for personal data collected via this website. We are not currently required to register with the ICO as a data controller, but we comply fully with the obligations of UK GDPR.
Data we collect
We collect personal data in the following ways:
Information you give us
- Contact and enquiry forms — your name, email address, company name, phone number (optional), and the content of your message when you submit an enquiry or demo request.
- Email correspondence — any information you include when you email us directly.
- Customer onboarding — contact details, billing information, and business details collected when you become a paying customer.
Information collected automatically
- Usage data — pages visited, time spent on pages, referring URLs, and general browsing behaviour on our site, collected via analytics cookies (where you have consented).
- Technical data — your IP address, browser type and version, operating system, and device type. This data is used only for security and operational purposes and is not linked to your identity.
- Cookie data — see our Cookie Policy for full details.
Information we do not collect
We do not collect or process any special category data (such as health data, political opinions, or biometric data). We do not knowingly collect data from children under the age of 16.
How we use your data
We use personal data only for the purposes for which it was collected:
To reply to contact form submissions, demo requests, and email enquiries.
To provision and manage your account, process payments, and provide customer support.
To understand how visitors use our website so we can make it better (analytics, with consent).
To protect our systems, prevent fraud, and meet our legal obligations.
We will not use your data for automated decision-making or profiling, and we will not use your contact details for unsolicited marketing without your explicit consent.
Lawful basis for processing
Under UK GDPR, we must have a lawful basis for processing your personal data. The bases we rely on are:
| Activity | Lawful basis |
|---|---|
| Responding to an enquiry or demo request | Legitimate interests — you contacted us, and it is reasonable to expect a reply. |
| Delivering our software service to customers | Contract — processing is necessary to perform the agreement between us. |
| Analytics cookies | Consent — collected only when you opt in via the cookie banner. |
| Security and fraud prevention | Legitimate interests — to protect our systems and customers. |
| Legal and regulatory obligations | Legal obligation — where we are required to process data by law. |
How long we keep your data
We retain personal data only for as long as necessary for the purpose it was collected, or as required by law.
| Data type | Retention period |
|---|---|
| Enquiry and contact form submissions | 2 years from last contact, unless a customer relationship develops |
| Customer account data | Duration of the contract, plus 6 years (for legal and tax purposes) |
| Analytics data | 26 months (Google Analytics default), or as configured |
| Server and security logs | 90 days |
| Cookie consent records | 1 year from consent date |
When data is no longer needed, it is securely deleted or anonymised.
Your rights
Under UK GDPR, you have the following rights regarding your personal data:
You can request a copy of the personal data we hold about you (a Subject Access Request).
You can ask us to correct inaccurate or incomplete data we hold about you.
You can request that we delete your personal data, subject to any legal obligations to retain it.
You can ask us to limit how we use your data in certain circumstances.
Where processing is based on consent or contract, you can request your data in a structured, machine-readable format.
You can object to processing based on legitimate interests, including for direct marketing purposes.
Where processing is based on consent (e.g. analytics cookies), you can withdraw consent at any time without affecting prior processing.
You have the right not to be subject to decisions made solely by automated processing that significantly affect you. We do not use automated decision-making.
To exercise any of these rights, contact us at info@sixfieldssoftware.co.uk. We will respond within one month. We will not charge a fee for reasonable requests.
Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction. These include:
- HTTPS encryption across the entire website
- Access controls limiting who can access personal data internally
- Regular security reviews of our hosting infrastructure
- Data minimisation — we only collect what we actually need
While we take security seriously, no system is completely infallible. In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify you and the ICO as required by law.
Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal obligations. When we make material changes, we will update the date at the top of this page. Where appropriate, we may notify you by email or via a notice on the site.
We encourage you to review this page periodically.
Contact & complaints
If you have any questions about this Privacy Policy, want to exercise your rights, or have a concern about how we handle your data, please get in touch:
We will always try to resolve concerns directly. If you are not satisfied with our response, you have the right to lodge a complaint with the UK's supervisory authority: