1. Who we are

This website is operated by Xpert IT Store Ltd trading as Xpert IT Systems.

Xpert IT Systems provides AI, automation, CRM, lead management and business growth consultancy services for UK businesses.

If you have any questions about this Privacy Policy or how your personal information is handled, you can contact us at: [email protected].

2. Information we may collect

We may collect personal and business information when you use our website, submit a form, book a consultation, contact us, respond to messages, or become a client.

This may include:

Your name and business name
Email address and phone number
Business website, location, trade or service type
Information you provide in enquiry forms, questionnaires or consultation bookings
Details about your business systems, processes, CRM, marketing, enquiries and follow-up methods
Communication history, notes and service-related records
Basic website usage information, such as pages visited, form submissions and booking activity

3. How we use your information

We use your information to operate our business, respond to enquiries, provide consultations, deliver services and manage client relationships.

We may use your information to:

Respond to your enquiry or consultation request
Book and manage calls, meetings and appointments
Prepare recommendations, audits, proposals or service plans
Set up, manage and support automation, CRM or AI systems
Send service updates, reminders, follow-ups and relevant business communications
Improve our website, systems, marketing and customer experience
Keep records for business, accounting, compliance and legal purposes

4. Lawful bases for processing

We only process personal information where we have a lawful basis to do so. Depending on the situation, this may include:

Consent — where you have agreed to receive specific communications or submit information through a form.
Contract — where processing is needed to provide services or take steps before entering into a contract.
Legitimate interests — where we have a legitimate business reason to contact you, respond to enquiries, manage client relationships or improve our services, provided your rights are not overridden.
Legal obligation — where we need to keep certain records for tax, accounting, compliance or legal reasons.

5. Forms, bookings and CRM systems

When you submit a form, complete a questionnaire or book a consultation, your details may be stored in our CRM, booking and automation systems. This helps us manage enquiries, send reminders, follow up properly and deliver a better service.

We may use automation to send confirmation messages, appointment reminders, follow-up emails, SMS messages or service-related notifications.

6. Marketing communications

We may send you relevant business communications about our services where you have requested information, made an enquiry, become a client, or where we believe there is a legitimate business reason to contact you.

You can opt out of marketing communications at any time by contacting us at [email protected] or by using any unsubscribe option provided in our communications.

7. Cookies and website tracking

Our website may use cookies, pixels or similar technologies to help the site function, understand how visitors use the website, measure marketing performance and improve user experience.

You can usually control cookies through your browser settings. Some website features may not work properly if cookies are disabled.

8. Sharing your information

We do not sell your personal information.

We may share limited information with trusted service providers where necessary to run our business and provide our services. This may include CRM, automation, website hosting, email, SMS, payment, calendar, analytics, accounting or professional service providers.

We may also share information where required by law, regulation, legal process or to protect our business, clients or others.

9. Data retention

We keep personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including enquiry management, service delivery, business records, accounting, compliance and legal requirements.

If you enquire but do not become a client, we may retain your details for a reasonable period so we can manage follow-ups, avoid duplicate enquiries and keep business records. You can ask us to delete your information, subject to any legal or legitimate business reasons for retaining it.

10. Your data protection rights

Under UK data protection law, you may have rights in relation to your personal information. These may include the right to access your data, ask for inaccurate information to be corrected, request deletion, object to certain processing, restrict processing, request data portability, and withdraw consent where processing is based on consent.

To make a request, contact us at [email protected].

11. Security

We take reasonable steps to protect personal information against unauthorised access, loss, misuse or disclosure. However, no website, email, CRM or online system can be guaranteed to be completely secure.

12. Complaints

If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the UK Information Commissioner’s Office if you believe your data protection rights have been breached.

13. Changes to this policy

We may update this Privacy Policy from time to time. Any updates will be posted on this page with a revised “last updated” date.