Website Privacy Policy
Approved by Management: Amy Kent – CEO
Policy operational from: 1st September 2026
What is the purpose of this Notice?
This Privacy Notice explains how Mandate Systems (“Mandate”) collects and uses personal data relating to customers, potential customers, suppliers, and business contacts. It is provided to meet Mandate’s obligations under the UK GDPR and the Data Protection Act 2018.
Mandate acts as a data controller in relation to customer personal data.
The Data Protection Officer
Mandate has appointed a Data Protection Officer (DPO), Amy Kent to oversee data protection compliance.
The DPO can be contacted in writing Mandate Systems, Suite 2, Woodvale House, Woodvale Road, Brighouse, West Yorkshire HD6 4AB, by telephone 01274 691091 or by email gdpr@mandatesystems.com.
The DPO is responsible for dealing with data protection issues for Mandate and you can contact the DPO should you wish to discuss any issues or concerns that you have about data protection.
What categories of customer information do we collect?
Mandate may collect the following categories of customer personal data:
- Names, job titles, and contact details (email addresses and telephone numbers)
- Organisation and account details
- Quotation and pipeline information
- Invoicing and payment information
- Communication records
- CRM records and correspondence
What is the purpose of us collecting and using customer information?
Mandate collects and uses customer personal data for the following purposes:
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- To manage sales enquiries, quotations, and contracts
- To provide products and services
- To communicate with customers and suppliers
- To manage invoicing, payments, and accounts
- To maintain accurate business records
- To comply with legal and financial obligations
Why is it lawful to collect this information?
Customer personal data is processed because it is necessary for:
- The performance of a contract or to take steps prior to entering into a contract
- Compliance with legal obligations, including accounting requirements
- Mandate’s legitimate interests in managing and developing its business relationships
Who will we share customer information with?
Customer personal data may be shared with:
- Accountants and financial service providers
- Payment processors
- IT and CRM system providers
- Professional advisers
Personal data is only shared where necessary and appropriate safeguards are in place.
How long will we hold customer information for?
Customer personal data will be retained in accordance with Mandate’s retention policy and accounting requirements. Information is kept only for as long as necessary for the purposes for which it was collected.
Requesting access to your personal data
Under data protection legislation, you have the right to request access to information about them that we hold. To make a request for your personal information please contact [Amy Kent].
You also have the right to:
- Object to processing of personal data that is likely to cause, or is causing, damage or distress;
- Prevent processing for the purpose of direct marketing
- Object to decisions being taken by automated means
- In certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed and
- Claim compensation for damages caused by a breach of the Data Protection Regulations
Making a complaint
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with the Data Protection Officer in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns
Last updated
We may need to update this Privacy Notice periodically, so we recommend that you revisit this information from time to time.
Updated 25th August 2026 by Amy Kent