Privacy notice

Meeri Systems Ltd is the controller of personal information collected for its own website, enquiries and client administration.

We are registered in England and Wales under company number 17339290. Our registered office is 59 Wingrove Road, Newcastle upon Tyne, NE4 9BS. We are also registered with the Information Commissioner's Office, the UK data protection regulator, under registration reference ZC207007. Email hq@meerisystems.co.uk or call 07950 234602.

When we operate a website, booking or quote system on a client's instructions, that client will usually be the controller and Meeri will be its processor. In that situation, the client's privacy notice explains the main use of your information and our data-processing terms govern our work for them.

Depending on how you deal with us, we may collect:

• your name, business name, role and contact details;
• the service you are interested in, your location, website and enquiry details;
• emails, call notes and other correspondence;
• proposal, contract, project, approval, support and billing records;
• website request, device, IP address and security-log information needed to deliver and protect the site; and
• information you choose to provide during a project.

Giving us enquiry details is your choice, but we cannot reply without your name and a reliable way to contact you.

Please do not send customer records, health information, payment-card details or other sensitive personal information through our enquiry form. If a project genuinely needs special-category or high-risk data, we will assess and agree that separately before it is used.

Most information comes directly from you: through the enquiry form, email, phone, meetings or documents you give us. We may also receive business contact information from a colleague at your organisation, a public business website or profile, or a service provider used to deliver our website and communications.

• Enquiries and proposals: to reply, understand your requirements and take steps before a contract. We rely on steps at your request before entering a contract and our legitimate interest in responding to genuine business enquiries.
• Delivery and support: to set up, provide, maintain and administer agreed services. We rely on performance of a contract and our legitimate interests in managing client relationships.
• Payments and records: to invoice, account, prevent fraud and comply with tax, company and legal duties. We rely on contract, legal obligation and legitimate interests.
• Security and disputes: to protect services, investigate misuse, establish legal claims and enforce agreements. We rely on our legitimate interests and legal obligations.
• Chosen communications: if you ask us to reply by phone, we use that channel to respond to your enquiry or provide the service you requested.

We do not add enquiry details to a general marketing list, sell personal information or use it for third-party advertising. If that changes, we will update this notice and obtain any permission required by law.

We limit access to people and suppliers who need information for the purposes above. Current core providers are:

• Cloudflare, for website delivery, hosting and security;
• Resend, for delivery of website-form emails. Resend delivers through Amazon Web Services (Amazon SES) in Ireland, and Resend retains a copy of each message — see section 07;
• Google Workspace, for business email and working documents.

We may also share relevant information with banks, payment providers, insurers, professional advisers, regulators, courts, law-enforcement bodies or a purchaser of the business where necessary and lawful. We do not give providers permission to use client information for their own marketing. Project-specific providers are identified in the relevant proposal or processing schedule.

Some providers may process information outside the UK. Where that happens, we use a lawful transfer mechanism appropriate to the provider and data, such as UK adequacy regulations (including an active UK Extension to the EU–US Data Privacy Framework certification), the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses. We check the relevant protection when appointing and reviewing providers.

• Enquiries that do not become client work are normally kept for up to 24 months after the last meaningful contact.
• When you send an enquiry through this website, the message is delivered by Resend, one of our providers. Resend holds a copy of that email — including what you wrote in it — on its own systems. Resend publishes a retention period of 30 days for the plan Meeri uses, and we are not able to shorten it. We have not independently confirmed that this period covers the content of the message as well as the delivery record, and we would rather tell you that than assume it. If you would prefer your message did not pass through a third party, contact us directly using the details in section 11.
• Contracts, project decisions and relationship records are normally kept for up to six years after the work or relationship ends, so we can meet record-keeping duties and deal with claims.
• Invoices and accounting records are kept for the periods required by UK tax and company law.
• Routine technical and security logs are kept only for the shortest period reasonably needed for delivery and security. Meeri does not operate its own log store: hosting and delivery logs sit with our providers under their retention rules, and any log extract we take for an investigation is deleted when that investigation closes.

These are maximum working periods, not a promise to retain every record for that long. We may delete information sooner when it is no longer needed, and retain limited records longer where the law, fraud prevention, a dispute or a legal hold requires it.

We use proportionate technical and organisational measures: controlled access to our accounts and systems, encrypted connections, managed hosting and delivery through established providers, provider checks recorded before launch, and retained copies of website source and business records in our core systems. No internet service can be completely risk-free, so please use the enquiry form only for ordinary business information and contact us before sending anything confidential or unusually sensitive.

Depending on the circumstances, UK data-protection law may give you rights to access, correct, erase, restrict or object to our use of your information, and to receive certain information in a portable form. You can also withdraw consent where consent is the basis used; this does not affect earlier lawful use.

Email hq@meerisystems.co.uk to exercise a right. We may need enough information to verify identity and locate the relevant records. We normally respond within one month.

This website does not currently use analytics, advertising trackers or marketing cookies. Cloudflare may use strictly necessary security technology. See our cookie notice.

Meeri does not make decisions about people solely by automated means through this website. Our services are intended for businesses and are not directed at children.

Please contact us first so we can try to resolve a concern. You also have the right to complain to the Information Commissioner's Office. Visit ico.org.uk/make-a-complaint (opens in a new tab) or call 0303 123 1113.

We review this notice when our services, providers or legal obligations change. The date at the top shows the latest version. Material changes affecting an active client relationship will also be communicated through an appropriate client channel.