Privacy & Cookie Policy

Email: sales@waersystems.com
Website: www.waersystems.com

WAER Systems Limited is the data controller for the personal data collected through this website.

What Information We Collect

We collect personal data in the following ways:

• Contact and enquiry forms - your name, company name, email address, telephone number, and the details of your enquiry.
• Orders and accounts - billing information when you purchase products or services from us.
• Email and phone contact - any information you share when you contact us directly.
• Website activity - how you use our website, collected through cookies (see the Cookies section below).

Why We Use Your Information and Our Legal Basis

The UK General Data Protection Regulation (UK GDPR) requires us to have a lawful basis for processing your personal data. The table below sets out what we use your information for and the legal basis we rely on in each case.

We do not sell your personal data or share it for marketing purposes with any third party outside of WAER Systems Limited.

Marketing

With your prior consent, we will send you updates about our products, services, and relevant industry news. We may contact you by email, telephone, or text message. For existing customers, we may also contact you about similar products or services under the soft opt-in provisions of the Privacy and Electronic Communications Regulations (PECR).

You may withdraw your consent or opt out of all marketing communications at any time by clicking the unsubscribe link in any email we send, or by contacting us at sales@waersystems.com. Opting out will not affect the lawfulness of any processing carried out prior to withdrawal.

How Long We Keep Your Data

We retain personal data only for as long as is necessary for the purposes for which it was collected. Our standard retention periods are as follows:

• Customer and order records — up to 7 years, to meet our legal, accounting, and tax obligations.
• Marketing contacts — up to 2 years from the date of last engagement. Where a contact becomes inactive before that period expires, we will delete that data as part of our regular data review process. You may also withdraw consent or unsubscribe at any time.

On expiry of the applicable retention period, personal data will be securely deleted or irreversibly anonymised.

How We Store and Protect Your Data

We take the security of your personal data seriously. Our website is hosted by HubSpot, Inc., which provides enterprise-grade security including data encryption in transit and at rest, firewalls, and infrastructure protection. WAER Systems Limited has entered into a Data Processing Agreement with HubSpot in accordance with UK GDPR requirements.

As HubSpot is a US-based company, some personal data may be transferred to or processed in the United States. Where such transfers occur, they are carried out under the UK-US Data Bridge framework, which has been recognised by the UK Government as providing an adequate level of data protection.

Third-Party Processors

We engage trusted third-party service providers to assist in the operation of our website and business. All such providers are appointed as data processors under written agreements and are permitted to process your personal data only on our behalf and in accordance with our instructions.

HubSpot, Inc.
We use HubSpot as our customer relationship management (CRM) and marketing platform. Personal data submitted via forms on our website is stored in HubSpot. Where you have consented to marketing, HubSpot may also record website visits and email interactions. HubSpot is based in the United States; data transfers are governed by the UK-US Data Bridge and HubSpot's Data Processing Agreement.
View HubSpot's Privacy Policy

We may also engage providers for email delivery, IT support, and hosting services. This section will be updated when material new processors are appointed.

Your Rights

Under the UK GDPR and the Data Protection Act 2018, you have the following rights in respect of your personal data. To exercise any of these rights, please contact us at sales@waersystems.com. We will respond within one calendar month of receipt of your request.

• Right of access — you may request a copy of the personal data we hold about you.
• Right to rectification — you may ask us to correct personal data that is inaccurate or incomplete.
• Right to erasure — you may request that we delete your personal data where there is no lawful basis for its continued processing.
• Right to restriction — you may ask us to restrict the processing of your personal data in certain circumstances, for example while the accuracy of data is contested.
• Right to data portability — where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used, machine-readable format.
• Right to object — you have the right to object to processing carried out on the basis of legitimate interests, including for direct marketing purposes. Where you object to direct marketing, we will cease processing immediately.
• Rights in relation to automated decision-making — we do not make decisions about you based solely on automated processing, including profiling, which produce legal or similarly significant effects. We will update this policy in the event that this changes.

Right to Complain

Should you have concerns regarding our handling of your personal data, we ask that you contact us in the first instance at sales@waersystems.com so that we may seek to resolve the matter directly.

You have the right to lodge a complaint with the UK's data protection supervisory authority at any time:

Information Commissioner's Office (ICO)

Website: ico.org.uk

Helpline: 0303 123 1113

Cookies

Cookies are small text files placed on your device when you access our website. In accordance with the Privacy and Electronic Communications Regulations (PECR) and the UK GDPR, we are required to obtain your prior informed consent before placing any non-essential cookies on your device.

On your first visit to our website, you will be presented with a cookie consent notice. Non-essential cookies will not be activated until you have provided your consent. You may withdraw or amend your consent at any time via the cookie preferences link on our website.

Where you decline non-essential cookies, no analytics or marketing cookies will be placed on your device. A single strictly necessary cookie will be stored solely to retain your preference.

For further information on cookies and how to manage or remove them from your device, please visit allaboutcookies.org.

Other Websites

Our website may contain links to third-party websites. This policy applies only to www.waersystems.com. WAER Systems Limited accepts no responsibility for the privacy practices of third-party websites and we recommend that you review the privacy policy of any external site you visit.

Updates to This Policy

We review this policy regularly to ensure it remains accurate and compliant with applicable law. Any updates will be reflected on this page with a revised effective date. Where changes are material, we will take reasonable steps to bring them to your attention. Continued use of our website following the posting of any update constitutes acceptance of the revised policy.

This policy was last reviewed and updated on 18 June 2026.

Contact Us

For any questions regarding this policy or the manner in which we process your personal data, please contact us using the details below.

Email: sales@waersystems.com