Privacy Policy

Effective date: 15/10/2023

1. Who we are

This website is operated by Beep System Ltd (“we”, “us”, “our”), a UK-based provider of EPOS systems, software, and related services.
If you have any questions about this policy, please contact us at:

2. Personal data we collect

We may collect and process the following types of personal data when you use our website or our services:

  • Contact details (name, email address, phone number, business name, job title).
  • Business information (business type, address, number of sites, EPOS requirements).
  • Enquiry details (messages you send, quote requests, support queries).
  • Technical data (IP address, browser type, device information, pages visited, referring URLs).
  • Usage data (how you interact with our website, forms, and marketing emails).
  • Payment-related information where needed to process orders and invoices (handled via secure payment providers; we do not store full card details).

3. How we collect your data

We collect personal data in the following ways:

  • When you complete forms on our website (e.g. “Get a Quote” forms, contact forms, demo requests).
  • When you contact us by email, phone, WhatsApp, or other communication channels.
  • When you subscribe to marketing communications or download resources.
  • Automatically, through cookies and similar technologies when you browse our website.
  • From third-party tools we use for analytics, advertising, and payment processing.

4. How we use your data

We use your personal data for the following purposes:

  • To respond to enquiries and provide quotes for EPOS systems and services.
  • To set up, deliver, and support our EPOS hardware, software, and online ordering solutions.
  • To manage orders, billing, and customer accounts.
  • To improve our website, products, and customer experience through analytics.
  • To send service updates, important notices, and information about changes to our terms or policies.
  • To send relevant marketing communications, where you have given consent or where we have a legitimate interest and this is permitted by law.
  • To comply with legal and regulatory obligations.

We do not sell your personal data to third parties.​

We process your personal data under one or more of the following legal bases:

  • Contractual necessity – to provide you with products or services you have requested, including quotes and support.
  • Legitimate interests – to operate and improve our business, communicate with you about our services, and prevent fraud, while balancing your rights and interests.
  • Consent – where required, for example for certain types of marketing or non-essential cookies. You can withdraw your consent at any time.
  • Legal obligation – to meet our legal, tax, and regulatory requirements.

6. Cookies and analytics

Our website uses cookies and similar technologies to:

  • Enable core site functionality.
  • Remember your preferences (such as form inputs where relevant).
  • Analyse website traffic and performance.
  • Measure the effectiveness of our marketing campaigns.

Where required by law, we will ask for your consent before using non-essential cookies. You can manage cookies through your browser settings and our cookie tools (if implemented).​

7. Data sharing and third parties

We may share your personal data with trusted third parties where necessary, for example:

  • Payment processors and banks to handle transactions.
  • Software and hosting providers that power our EPOS, CRM, ticketing, and website.
  • IT support and security providers.
  • Professional advisers such as accountants or solicitors.
  • Marketing and analytics platforms (for example, Google Analytics or advertising platforms) to help us understand website usage and improve our campaigns.

These third parties are required to keep your data secure and only use it for the agreed purposes.

8. International transfers

Some of our service providers may be located outside the UK or the European Economic Area (EEA). Where data is transferred internationally, we will ensure appropriate safeguards are in place, such as:

  • Adequacy regulations approved by the UK government; or
  • Standard contractual clauses or equivalent safeguards required by data protection law.

9. Data retention

We keep your personal data only for as long as necessary for the purposes described in this policy, including for legal, accounting, or reporting requirements.

Typical retention periods include:​

  • Enquiry and quote information: [e.g. 2–3 years] after last contact.
  • Customer and contract data: up to 6 years after the end of the relationship (to comply with tax and accounting rules).
  • Website analytics data: retained in line with our analytics providers’ default or configured retention settings.

After the relevant retention period, your data will be securely deleted or anonymised.​

10. Your rights (UK GDPR)

Under UK data protection law, you have the right to:

  • Access the personal data we hold about you.
  • Request correction of inaccurate or incomplete data.
  • Request deletion of your personal data, where this is legally possible.
  • Object to or request restriction of our processing in certain circumstances.
  • Withdraw consent where processing is based on your consent.
  • Data portability in certain cases (receive your data in a structured, commonly used format).

To exercise any of these rights, please contact us using the details in section 1. We may need to confirm your identity before fulfilling your request.

If you are unhappy with how we handle your data, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.[2]​

11. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse, including secure systems, access controls, and staff awareness.
However, no method of transmission or storage is completely secure, so we cannot guarantee absolute security.

12. Third‑party websites

Our website may contain links to third‑party websites or services. This privacy policy does not cover those sites and we are not responsible for their content or privacy practices. We recommend reviewing the privacy policy of each website you visit.​

13. Changes to this policy

We may update this privacy policy from time to time to reflect changes in our services, legal requirements, or business practices.
When we make changes, we will update the “Effective date” at the top of this page and, where appropriate, notify you by email or via our website.