Privacy Policy
Last Updated: 8 September 2026
1. Introduction
Welcome to Xenate System Ltd.
This Privacy Policy explains how Xenate System Ltd (“Xenate System”, “we”, “us” or “our”) collects, uses, stores and protects personal information when you:
- visit our website;
- contact us;
- purchase or use our digital products;
- request our services;
- work with us on a project;
- subscribe to communications from us; or
- otherwise interact with Xenate System.
We respect your privacy and are committed to handling your personal information responsibly and in accordance with applicable UK data protection and privacy laws.
2. Who We Are
Xenate System Ltd is a company registered in England and Wales.
Company Registration Number: 17430950
Registered Office:
4-6 Greatorex Street
London
E1 5NF
United Kingdom
Privacy Contact:
contact@xenatesystem.co.uk
For privacy-related questions or requests, you can contact us using the email address above.
3. Information We Collect
Depending on how you interact with us, we may collect the following types of information.
3.1 Information You Provide Directly
This may include:
- your name;
- email address;
- telephone number;
- company or business name;
- billing and delivery information;
- information submitted through contact forms;
- project requirements and communications;
- account information;
- information relating to purchases;
- support requests;
- feedback and correspondence; and
- any other information you voluntarily provide to us.
3.2 Information Relating to Digital Products and Services
If you purchase or use one of our digital products or services, we may process information necessary to:
- process your order;
- provide access to your purchased product;
- provide customer support;
- communicate with you about your purchase;
- maintain records of transactions; and
- prevent fraud, misuse or unauthorised access.
3.3 Technical Information
When you visit our website, certain technical information may be collected automatically, such as:
- IP address;
- browser type and version;
- device type;
- operating system;
- approximate location derived from IP address;
- pages visited;
- referring website;
- date and time of visits;
- website interaction information; and
- other technical or diagnostic information.
The information collected depends on the technologies and services actually used on our website.
4. How We Use Your Information
We may use personal information for the following purposes:
Providing Products and Services
To:
- process and fulfil purchases;
- provide digital products;
- provide website development and software development services;
- deliver custom development projects;
- provide database solutions;
- provide SEO and PPC services;
- provide Amazon PPC services;
- provide technical support; and
- communicate with customers and clients.
Business Operations
To:
- manage customer and business relationships;
- maintain business records;
- manage accounts and payments;
- respond to enquiries;
- administer our website and services;
- improve our products and services;
- prevent fraud and abuse; and
- maintain the security of our systems.
Marketing and Communications
Where permitted by law, we may use your information to send information about:
- Xenate System products;
- services;
- updates;
- offers;
- new digital products;
- relevant business information; and
- other marketing communications.
Where consent is required, we will seek your consent before sending such communications.
You can unsubscribe from marketing communications at any time.
5. Lawful Basis for Processing
Depending on the circumstances, we may process personal information under one or more of the following lawful bases:
Contract
We may process information where it is necessary to enter into or perform a contract with you, such as when you purchase a digital product or engage us for services.
Legal Obligation
We may process information where necessary to comply with legal, accounting, tax, regulatory or other legal obligations.
Legitimate Interests
We may process information where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and interests.
Examples may include:
- maintaining and improving our website;
- protecting our systems;
- managing business relationships;
- preventing fraud;
- maintaining business records; and
- improving our services.
Consent
Where required, we may rely on your consent to process personal information.
Where processing is based on consent, you may withdraw your consent at any time.
6. Digital Products
Xenate System may sell digital products including, but not limited to:
- software;
- SaaS products;
- tools;
- scripts;
- website templates;
- themes;
- plugins;
- business tools; and
- other digital products.
When you purchase a digital product, we may process information necessary to complete the transaction, provide access to the product, provide support and maintain appropriate business records.
Where payment services are provided by a third-party payment provider, payment information may be processed directly by that provider in accordance with its own privacy policy.
7. Services and Projects
Xenate System may provide services including:
- website development;
- custom development;
- software development;
- database solutions;
- SEO;
- PPC advertising;
- Amazon PPC;
- technical optimisation; and
- other digital technology services.
When working with clients, we may process information relating to project requirements, communications, account details, billing information and other information necessary to provide the agreed services.
8. Cookies and Similar Technologies
Our website may use cookies and similar technologies.
Cookies may be used for purposes such as:
- website functionality;
- security;
- remembering preferences;
- analytics;
- performance monitoring; and
- marketing or advertising, where applicable.
Where applicable, non-essential cookies or similar technologies will only be used in accordance with applicable privacy and electronic communications requirements.
The ICO’s current guidance explains that storage/access technologies such as cookies, tracking pixels and similar technologies can fall within the relevant rules, and consent requirements may apply depending on their use.
You may be able to control cookies through your browser settings and, where provided, our cookie consent tools.
9. Analytics
We may use analytics technologies to understand how visitors use our website and to improve its performance.
Depending on the services implemented on our website, analytics providers may collect information such as:
- pages visited;
- approximate location;
- device information;
- browser information;
- interaction data; and
- website usage information.
We will only use analytics and tracking technologies in accordance with applicable legal requirements.
If we introduce or change analytics or tracking services, this Privacy Policy and/or our Cookie Policy may be updated accordingly.
10. Marketing Communications
We may send marketing communications where legally permitted.
Depending on the circumstances, this may include:
- product announcements;
- service updates;
- promotional offers;
- newsletters;
- new product information; and
- other relevant communications.
You can unsubscribe from marketing emails at any time by using the unsubscribe option provided in the communication or by contacting us at:
Where consent is required for electronic marketing, we will obtain and manage consent in accordance with applicable requirements. The ICO notes that electronic marketing rules under PECR operate alongside UK GDPR requirements.
11. Who We Share Information With
We may share personal information with trusted third parties where necessary to operate our business and provide our products or services.
These may include:
- payment processors;
- website hosting providers;
- cloud storage providers;
- software and technology providers;
- analytics providers;
- email and communication providers;
- customer support providers;
- professional advisers;
- accounting and financial service providers;
- advertising and marketing providers, where applicable; and
- government, regulatory or law-enforcement authorities where legally required.
We do not sell personal information to third parties.
Where we use third-party service providers to process personal information on our behalf, we take reasonable steps to ensure appropriate contractual and security arrangements are in place.
12. International Data Transfers
Some of our service providers or technology partners may process information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer is carried out in accordance with applicable UK data protection requirements.
The safeguards used may include adequacy regulations, appropriate contractual safeguards or other legally recognised transfer mechanisms, where applicable.
13. How Long We Keep Your Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.
When determining how long information should be retained, we may consider:
- the nature and sensitivity of the information;
- the purpose for which it was collected;
- whether we have an ongoing relationship with you;
- legal, accounting and tax requirements;
- contractual requirements;
- potential disputes or legal claims; and
- our legitimate business and security requirements.
When personal information is no longer required, we will take reasonable steps to securely delete, destroy or anonymise it where appropriate.
Different categories of information may therefore be retained for different periods.
14. How We Protect Your Information
We take reasonable technical and organisational measures to protect personal information against:
- unauthorised access;
- accidental loss;
- misuse;
- alteration;
- disclosure; and
- destruction.
However, no internet transmission or electronic storage system can be guaranteed to be completely secure.
You should also take appropriate steps to protect your own accounts, passwords and devices.
15. Your Data Protection Rights
Depending on the circumstances and applicable law, you may have rights including:
- Right to be informed — to understand how we use your personal information.
- Right of access — to request a copy of personal information we hold about you.
- Right to rectification — to ask us to correct inaccurate or incomplete information.
- Right to erasure — to ask us to delete your personal information in certain circumstances.
- Right to restrict processing — to ask us to limit how we use your information in certain circumstances.
- Right to data portability — in certain circumstances, to receive personal information in a structured, commonly used and machine-readable format.
- Right to object — to object to certain types of processing, including certain direct marketing.
- Rights relating to automated decision-making and profiling, where applicable.
These rights are not absolute and certain legal exemptions or conditions may apply.
To exercise a right, contact:
We may need to verify your identity before responding to certain requests.
16. Withdrawing Consent
Where we process your personal information based on consent, you have the right to withdraw that consent at any time.
Withdrawal of consent will not affect the lawfulness of processing that took place before the withdrawal.
You can withdraw consent by contacting:
17. Complaints
If you have concerns about how we handle your personal information, we encourage you to contact us first so that we can try to resolve the issue.
Email: contact@xenatesystem.co.uk
You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).
Information Commissioner’s Office (ICO)
18. Children’s Privacy
Our website and services are not generally directed towards children.
We do not knowingly collect personal information from children where such collection is prohibited by applicable law.
If you believe that a child has provided personal information to us, please contact us so that we can investigate and take appropriate action.
19. Third-Party Websites
Our website may contain links to third-party websites, services or platforms.
We are not responsible for the privacy practices, security or content of third-party websites.
We recommend reviewing the privacy policy of any third-party website before providing personal information.
20. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect:
- changes to our business;
- changes to our products or services;
- changes to how we process personal information;
- changes to third-party services; or
- changes in applicable legal or regulatory requirements.
When we make changes, we will update the Last Updated date at the top of this page.
We recommend checking this page periodically for the latest version.
21. Contact Us
If you have any questions about this Privacy Policy or how Xenate System handles personal information, please contact us.
Xenate System Ltd
Company No.: 17430950
Registered Office:
4-6 Greatorex Street
London
E1 5NF
United Kingdom