Mo-Sys Privacy Policy

Mo-Sys Solutions Ltd Privacy Notice

We are Mo-Sys Solutions Ltd, a company registered in England and Wales with company number 17269527. We are a Data Controller and are responsible for your personal data. This privacy notice has been designed to inform data subjects of Mo-Sys Solutions Ltd and all its subsidiaries how we collect and process your personal data, why this data is collected, and your privacy rights. See our Cookie Policy for further detail on the specific cookies and third-party tools we use on our website.

You can contact us in any of the following ways:

• By phone: +44 208 858 3205
• By email: dpo@mo-sys.com
• By writing: Mo-Sys Solutions, Thames Bank House, Tunnel Avenue, London, SE10 0PA, UK

We may update this privacy notice from time to time. This version was last updated on 04 August 2026.

1. Key Definitions

Data Controller is the organisation or person responsible for deciding how personal information is collected, stored, and used.

Data Processor is an organisation or person that the Data Controller may appoint to carry out certain tasks on their behalf involving personal information.

Personal Information is information that can be used to identify any living individual; this does not include information that has been made anonymous.

Special Information requires extra protection under data protection law. This category of personal information is classed as sensitive and includes information relating to health, racial and ethnic origin, political opinions, religious beliefs, trade union membership, and sexual orientation. Genetic and biometric information is also included.

ICO (Information Commissioner's Office) is the supervisory authority for data protection in the UK.

2. Details of Personal Information We Collect, Use and Why

We collect the following information to provide services and goods, including delivery:

• Identity Information: Name, job description
• Contact Details: Address, email address, and telephone number
• Payment Information

We collect the following information for the operation of registered customer accounts and guarantees:

• Identity Information: Name, job description
• Contact Details: Address, email address, and telephone number
• Purchase History

We collect the following information for service updates or marketing purposes:

• Identity Information: Name, job description
• Contact Details: Address, email address, and telephone number
• Marketing Preferences
• Location Data
• Purchase or viewing history
• IP addresses
• Website user journey information
• Email engagement data (such as links clicked within our marketing emails, timestamps of clicks, and email client/device type collected via our CRM)

We collect the following information for customer satisfaction surveys:

• Identity Information: Name, job description
• Contact Details: Address, email address, and telephone number
• Marketing Preferences
• Purchase history

We do not collect or store any special information about you. Where any form on our website inadvertently captures information that could constitute special category data (for example, health-related information volunteered in a free-text field), we do not knowingly retain or process this data for any purpose, and it will be deleted upon identification.

3. Lawful Bases

UK data protection law stipulates that we must have a "lawful basis" for collecting and using your personal information. You can find out more information about lawful bases on the ICO website.

Our lawful bases for collecting or using personal information to provide services and goods are:

• Contract: We need to collect and use this information so we can enter into and carry out a contract with you, including the delivery of goods and services.
• Legitimate Interest: We have determined that collecting and using this information benefits you or our organisation and the benefit outweighs any potential risk. Our legitimate interest is to enable us to provide the best service possible by simplifying future orders, internal accounting processes, and customer support.

Our lawful bases for collecting or using personal information for the operation of registered customer accounts and guarantees:

• Contract: We need to collect and use this information so we can enter into and carry out a contract with you, including the delivery of goods and services.
• Consent: After providing you with all relevant information, we have been given your permission.
• Legitimate Interest: We have determined that collecting and using this information benefits you or our organisation and the benefit outweighs any potential risk. Our legitimate interest is to enable us to provide the best service possible by simplifying future orders, internal accounting processes, and customer support.

Our lawful bases for collecting or using personal information for service updates or marketing purposes:

• Consent: We rely on your explicit consent for all cookie-based advertising, website behavioural analytics, and audience-matching tracking on our website (such as Meta Pixel, Meta CAPI, Google Analytics, HubSpot tracking cookies, and Leadinfo analytics cookies). Where you have subscribed to receive marketing communications, our lawful basis is also consent. You have the right to withdraw your consent at any time via our Cookie Preferences Centre or by using the unsubscribe link in our emails.
• Legitimate Interest: Where we contact you as a business contact based on the relevance of our products/services to your corporate role (e.g., direct B2B sales outreach), our lawful basis is legitimate interest. We also rely on legitimate interest to measure and analyse email click-through rates and interaction metrics via our CRM to evaluate campaign effectiveness, conduct A/B testing, and improve our marketing content. We carry out a documented Legitimate Interest Assessment (LIA) before initiating contact, and you may object to this outreach or tracking at any time by using the unsubscribe link in our emails or contacting us directly.

Our lawful bases for collecting or using personal information for customer satisfaction surveys:

• Consent: After providing you with all relevant information, we have been given your permission. You have the right to withdraw your consent at any time.
• Legitimate Interest: We have determined that collecting and using this information benefits you or our organisation and the benefit outweighs any potential risk. Our legitimate interest is to determine whether any changes can be made to improve your experience as a customer.

4. Where We Get This Personal Information From

Directly from you: We collect your identity information, contact information, and payment information directly from you when you complete our customer registration form, purchase goods or services from us, or contact us by email, phone, website contact form, in writing, or otherwise. This includes information that you provide to us when subscribing to our mailing list.

Third parties or publicly available sources: We may receive some of your personal information from third parties such as market research organisations and providers of marketing lists. We may also collect your information from publicly available sources such as LinkedIn.

Automatically: When you visit our website or interact with our marketing emails, we automatically collect certain information (such as your IP address, browsing activity, and email link clicks logged in our CRM) via cookies, tracked links, and similar technologies. See our Cookie Policy for full web tracking details.

5. How Long We Keep Personal Information

We will only store your information for as long as necessary to fulfil the purpose for which the information was collected. We will retain personal information in accordance with our data retention policy and schedule.

Retention schedule:

A full copy of the Mo-Sys Solutions Data Retention policy can be requested using the contact details listed at the beginning of this notice.

6. Who We Share Personal Information With

We may need to share your personal information with other organisations or people. These organisations include:

• Other companies within the Mo-Sys Solutions group who may act as joint Data Controllers or as Data Processors; these companies will only receive information as required to fulfil an order or provide a service.
• IT and System Administrators, in order to process data for the purpose of creating and distributing documentation related to a purchase or agreement or distributing marketing materials.
• Professional or legal advisors.
• Relevant regulatory authorities such as HMRC.
• Organisations we are legally obliged to share personal information with.

Third-party advertising, CRM, and analytics platforms: We share contact data (such as hashed email addresses), lead stage updates, and ad interactions between our CRM (HubSpot) and advertising platforms (such as Meta) to measure advertising effectiveness, match conversion events, and process lead form submissions. See our Cookie Policy for technical tracking details or email dpo@mo-sys.com to object to matched audience processing.

7. Sharing Information Outside of the UK

• Where necessary to deliver our services or process data via global service providers (such as Meta, HubSpot, and Google), your personal data may be transferred to and stored in countries outside the UK, including the United States.
• When making international transfers, we ensure full compliance with UK GDPR by implementing recognised legal safeguards, including:
  • Transfers to countries deemed to provide an adequate level of data protection by UK authorities.
  • Standard Contractual Clauses with the UK International Data Transfer Addendum (IDTA).
  • Participation in certified frameworks such as the UK Extension to the EU-U.S. Data Privacy Framework.

8. Your Data Protection Rights

Under UK data protection law, you have certain rights in relation to your personal information, set out below. You can find out more about your data protection rights and the exemptions that may apply on the ICO website.

• Your right of access: You have the right to request copies of your personal information that we hold, also known as a Subject Access Request (SAR). You can also request details about where personal data has come from and who it is shared with.
• Your right to rectification: You have the right to ask us to correct or delete personal information you believe to be inaccurate or incomplete.
• Your right to erasure: You have the right to ask us to delete your personal information.
• Your right to restriction of processing: You have the right to ask us to limit how we use your personal information.
• Your right to object to processing: You have the right to object to the processing of your personal data.
• Your right to data portability: You have the right to request a transfer of the personal information you have provided to us to another organisation or to you.
• Your right to withdraw consent: When we use consent as our lawful basis, you have the right to withdraw consent at any time.

To exercise any of the above data protection rights, please make a request by contacting us using the details listed at the beginning of this notice. If you choose to make a request, we must respond to you without undue delay and in any event within one month.

9. How to Complain

To exercise any of the above data protection rights, please contact us using the details at the beginning of this notice. Exercising your rights is free of charge. We must respond to your request without undue delay and at least within one month. In complex cases, we may extend this period by up to two further months and will notify you if this is necessary.

If you remain unhappy with our response and how we have used your data, you can also complain to the ICO.

ICO Contact Details:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: https://ico.org.uk