Privacy Policy

This policy explains what personal information this website collects, why, who helps us handle it, and the choices you have. It was last updated in November 2026.

Who we are

Water Hygiene Consultants Ltd, trading as Closed Systems, is the data controller for this website. We are a company registered in England and Wales (company number 07439167), at Chapel House Business Centre, 378 Meanwood Road, Leeds, LS7 2JF. You can contact us about this policy or your information at info@closed-systems.co.uk or on 0113 267 9785.

What we collect and why

Enquiry form. When you send the form, we receive the details you enter, such as your name, organisation, email address, phone number and message, together with the page you sent it from. We use them only to reply to your enquiry and, if you ask us to, to prepare a quotation. Each form is sent to us by email through a secure forms service run for us by our website provider, Leeds IT Services Ltd, using Microsoft 365. A copy of each enquiry is also kept in an enquiry record held by Leeds IT Services, so that no enquiry is lost if an email fails to arrive.

Website chat. If you use the chat, you give your name, company, phone number and email address before it starts, and then type your questions. The chat is an AI assistant, not a person. It answers from the information on this website using an AI service provided by Cloudflare. Your details and the conversation are sent to us by email when you start a chat and when the chat passes a question or enquiry to us, and a copy is kept in the same enquiry record. Please do not type payment details or other sensitive information into the chat.

Email and phone. If you email or phone us, we use your details only to deal with your enquiry.

The legal basis for using your details is our legitimate interest in answering enquiries and, where you ask for a quotation, the steps needed before entering into a contract with you. We keep your details only for as long as we need them to deal with your enquiry and any work that follows, and to meet our legal obligations. We never sell your information or use it for marketing without your agreement.

Cookies and similar technology

This website does not use advertising or tracking cookies, and does not use Google Analytics. Our fonts are stored on our own website, so no font service is contacted.

The only things stored in your browser are the ones the site needs to work:

Your cookie choice. When you press Accept or Decline, your choice is kept in your browser's local storage (named lits-consent) so we do not ask again. You can change it at any time using the Cookie settings link at the bottom of every page.

Chat details. If you start a chat, your name, company, phone number and email address are kept in your browser's session storage (named lia-who) until you close the browser tab, so you do not have to enter them again on each page.

Security check. Our form uses Cloudflare Turnstile, an "I am not a robot" check that protects us from spam. Cloudflare may process information about your browser and device to carry out the check. It is needed for the form to work and does not track you across other websites.

Visitor numbers. Cloudflare Web Analytics counts page views so we can see how the site is used. It does not use cookies, does not store anything in your browser and does not identify you.

Who helps us handle your information

We use these providers to run the website and handle enquiries. Each only uses your information to provide its service to us.

Leeds IT Services Ltd, our website provider, which runs the forms service, the chat and the enquiry record. Cloudflare, which hosts the website and provides the chat's AI service, the security check and the visitor counts. Microsoft, which carries the enquiry emails. Make (make.com), which holds the enquiry record.

Some of these providers may handle information outside the UK. Where they do, they use the safeguards that UK data protection law requires. All traffic between this website and your browser is encrypted over HTTPS.

Your rights

You can ask us for a copy of the information we hold about you, and ask us to correct it, delete it or stop using it. Email info@closed-systems.co.uk and we will reply within one month. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk.

Data breaches

If a breach affects personal information, we will report it to the Information Commissioner's Office within 72 hours where the law requires, and tell anyone affected where there is a high risk to them.

Links to other websites

Our website may link to other websites. We are not responsible for how those websites handle your information, so please read their own privacy policies.

Changes to this policy

We may update this policy when the website or the law changes. The latest version will always be on this page.