1. Who We Are
IGM Systems is a trading name of IGM TRADERS LTD, a company registered in England and Wales under company number 13517899. Our registered office is 11 Glen Albyn Road, London, SW19 6HB, United Kingdom.
Our website is https://igmsystems.uk. You may contact us about privacy matters and for general enquiries at info@igmsystems.uk. For customer service matters, including requests relating to customer account or service data, please email support@igmsystems.uk.
This Privacy Policy explains how we collect, use, share and retain personal data relating to our websites, enquiries, POS software, customer portals, software licensing, support and related services.
2. Our Role and Scope
IGM TRADERS LTD generally acts as the data controller when handling personal information for its own business purposes, including website enquiries, customer relationships, licensing, contractual administration and support.
A restaurant or other business using IGM Systems may be the data controller for information relating to its staff and end customers. Where we process such information on its behalf under its instructions, we generally act as a data processor. That business remains responsible for its own privacy notices and applicable data protection obligations.
This policy applies to the IGM Systems website, POS and reporting services, authorised staff accounts, software updates, backups, technical support and optional third-party integrations.
3. Information We Collect
The information we process depends on which services are used. It may include:
- Demo enquiries: your name, business name, email address and telephone number.
- Business accounts: business contact details, authorised users, account permissions, contractual details and licence/subscription records.
- POS and operational information: menus, products, settings, orders, transactions, sales history and reports, where relevant to the service.
- Staff accounts and backups: staff names, usernames, account roles and authentication-related information, together with other information included in a customer backup.
- Delivery orders: customer names and relevant instructions received from an enabled ordering integration. Such details leave the active order display when the order is completed, but may remain in underlying records.
- Support and security: support emails, information shared during troubleshooting, device/software information, IP addresses, account activity and security or audit events.
We do not routinely collect restaurant end customers' contact information during ordinary in-store transactions. Different information may be provided through an enabled third-party integration.
4. How We Use Information and Our Lawful Bases
We use relevant personal data to:
- Respond to Request Demo enquiries, arrange demonstrations and provide relevant follow-up. We do not use Request Demo submissions for unrelated promotional marketing.
- Provide and administer accounts, subscriptions, licences, POS functionality, reporting, software updates and customer support.
- Enable authorised users to access services and protect accounts and systems against misuse or unauthorised activity.
- Provide backups, restoration, authorised integrations and remote technical assistance.
- Manage contracts, invoices, disputes and other legal or regulatory obligations.
Depending on the purpose, our lawful basis under UK data protection law may be performance of a contract, steps requested before entering a contract, our legitimate interests in operating and protecting the business, compliance with a legal obligation, or consent where required. Our legitimate interests include supporting customers, maintaining service reliability, securing systems and responding to business enquiries.
5. POS, Sales Portal and User Access
Business customers may use IGM Systems to manage menus, orders, sales, staff accounts and related records. Relevant information may be retained within the customer's own POS environment and within IGM-controlled service records, according to the features used.
Business account holders can grant staff or managers access to the Sales Portal. Each business is responsible for deciding who should have access and managing permissions for its authorised users.
Backups and restoration may include sales history, transactions, menus, settings and staff account details. A deletion request relating to business-controlled data may need to be handled in accordance with that business's instructions and applicable legal responsibilities.
6. Optional Third-Party Integrations
IGM Systems may connect with third-party payment, ordering, delivery and other business services selected or enabled by a customer. To provide a requested integration, relevant order, transaction, status or technical information may be exchanged with the service provider.
Those providers may process information for their own purposes under their respective privacy notices. We do not claim to control the independent processing undertaken by third-party providers.
7. Customer Support and Remote Access
We use customer communications and relevant technical information to respond to support requests, investigate faults, provide maintenance and restore services.
Where remote access is authorised, our support personnel may connect to a customer's system at the customer's request or in accordance with authorisation previously granted. Information visible during a support session is used for the authorised support or maintenance purpose.
10. How Long We Keep Information
We retain personal data only for as long as reasonably necessary for the purposes described in this policy or to satisfy applicable legal duties. Our principal retention arrangements are:
- Licence and subscription records: where a valid deletion request applies, eligible records are deleted within one calendar month, unless a lawful exception requires retention.
- Customer support and communication records: where a valid deletion request applies, eligible records are deleted within one calendar month, unless a lawful exception requires retention.
- Customer agreements, signed contracts, order forms and related contractual records: generally six years after the relevant agreement ends, with longer retention only where legally justified.
- Routine security and audit logs: generally up to 12 months. Records relating to a security incident or dispute may be held longer where necessary and justified.
- Customer backups under IGM Systems' control: manually deleted within 30 calendar days following a valid, verified deletion request, subject to legal exceptions and any controller instructions that apply.
- Transaction and other customer-controlled business records: retained and handled according to the service requirements, the business customer's lawful instructions and applicable legal obligations.
- Demo enquiry details and other records without a fixed period: reviewed and kept only while needed for the enquiry, the relationship or a relevant legal purpose.
Where deletion is not immediately possible or a limited record must lawfully be retained, we will restrict the information to the applicable purpose and remove it when that justification ends.
11. Data Deletion Requests
Customers may submit account or service data deletion requests to support@igmsystems.uk. Before taking action, we verify the requester's identity and authority to act for the relevant business to prevent unauthorised deletion.
A valid request will be assessed in accordance with applicable data protection law, legal retention requirements and our role as controller or processor. Information kept solely by a customer on its own devices or systems may need to be deleted by that customer.
Individuals seeking to exercise rights over information controlled by a restaurant or other business should normally contact that business first. We will assist our business customers where applicable.
12. Security and International Processing
We apply technical and organisational safeguards appropriate to the information and risks involved, including access restrictions and authentication, secure communications, security monitoring and maintenance practices. No system can be guaranteed to be completely secure.
Some authorised integrations or service providers may involve processing outside the United Kingdom. Where international data protection rules apply, we will use an appropriate lawful transfer mechanism and provide relevant information about applicable safeguards upon request.
13. Your Data Protection Rights
Depending on your circumstances and the lawful basis for processing, you may have rights to access your personal data, correct inaccurate information, request erasure, restrict processing, receive certain information in a portable format and withdraw consent where consent is relied upon.
You also have the right to object to processing based on our legitimate interests. We will assess and respond to requests in accordance with applicable law.
To exercise your rights, contact info@igmsystems.uk. For customer account or service data deletion, use support@igmsystems.uk. We may need to verify identity before disclosing or changing personal data.
14. Complaints
If you have a privacy concern, please contact info@igmsystems.uk so we can review it. You also have the right to complain to the UK Information Commissioner's Office (ICO) at https://ico.org.uk/.
15. Changes and Contact
We may update this Privacy Policy to reflect changes to our services or legal requirements. The latest version will be published on our website with its updated date.
IGM Systems (a trading name of IGM TRADERS LTD) | Company No. 13517899 | 11 Glen Albyn Road, London, SW19 6HB, United Kingdom | Privacy: info@igmsystems.uk | Customer data deletion: support@igmsystems.uk
For privacy matters and general enquiries, email info@igmsystems.uk. For customer service matters, including account or service data requests, email support@igmsystems.uk.