Privacy Policy

North East Business Systems Ltd

Last updated: October 2026

North East Business Systems Ltd, trading as NEBS (“NEBS”, “we”, “us” or “our”), respects your privacy and is committed to handling personal data responsibly.

This Privacy Policy explains how we collect, use, store and protect personal data when you visit ne-bs.co.uk, contact us, use our online services, or otherwise interact with us.

1. Who We Are

North East Business Systems Ltd is the data controller responsible for your personal data.

North East Business Systems Ltd
Office 2 Horton Park
Berwick Hill Road
Seaton Burn
Northumberland
NE13 6BU

Registered in England and Wales under company number 09466140.

Telephone: 0191 691 3300
Email: info@ne-bs.co.uk
Website: ne-bs.co.uk

If you have questions about this Privacy Policy or how we use personal data, please contact us using the details above.

2. The Personal Data We Collect

The personal data we collect depends on how you interact with us. It may include:

Information you provide to us

This may include information submitted through:

Contact forms;
Free quote forms;
Our support ticket portal;
Equipment enquiry forms;
Email, telephone or postal correspondence; and
Other direct communications with NEBS.

The information may include:

Your name;
Job title;
Company name;
Email address;
Telephone number;
Postal or business address;
Details of your enquiry;
Details of a support request or fault;
Information about products or services you are interested in;
Marketing preferences; and
Information necessary to provide or manage our services.

Contract and service information

Where you are a customer, supplier, contact or representative of a business, we may process information relating to:

Quotations and orders;
Contracts and service agreements;
Equipment supplied or maintained;
Support and service history;
Billing, payment and invoice information;
Account and contact details;
Communications about service delivery; and
Other information reasonably required to provide our services.

Information collected automatically

When you use our website, we may collect certain technical and usage information, including:

IP address;
Browser type and version;
Device type;
Operating system;
Pages visited and time spent on those pages;
Referring website;
Approximate geographic location, such as country or region; and
Information about how you interact with our website.

Some of this information may be collected through cookies and similar technologies. Further information is provided in our separate Cookie Policy.

Information obtained from other sources

In some circumstances, we may receive personal data from:

Your employer or organisation;
A customer, supplier or business contact;
A service provider acting on your behalf;
A referral source; or
Publicly available business sources.

Where required, we will provide relevant privacy information when we first contact you or within the applicable legal timeframe.

3. How We Use Personal Data

We use personal data for the following purposes:

Where we rely on consent, you can withdraw your consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

Where we rely on legitimate interests, we will consider your interests, rights and freedoms before processing your personal data. You may have the right to object to processing based on legitimate interests.

Direct marketing and the soft opt-in

We may send electronic marketing communications where:

You have given valid consent; or
We can rely on the soft opt-in under PECR, including where you have previously bought or negotiated to buy similar products or services from us, we obtained your contact details in the course of that relationship, and you were given a clear opportunity to opt out when your details were collected and in each subsequent communication.

You can unsubscribe from marketing communications at any time by using the unsubscribe link in the communication or by contacting info@ne-bs.co.uk.

4. Whether You Have to Provide Personal Data

Where information is marked as required on a form, or is necessary to respond to an enquiry or provide a contract or service, you should provide that information if you want us to deal with your request.

If you do not provide necessary information, we may be unable to:

Respond to your enquiry;
Provide a quotation;
process or administer a support request;
supply or maintain equipment;
provide contracted services; or
enter into or perform a contract with you.

Providing other information, including optional marketing preferences, is voluntary.

5. Cookies and Similar Technologies

Our website uses cookies and similar technologies. These may include:

Essential cookies, which are required for the website to operate, maintain security or provide a service you have requested;
Analytics cookies, which help us understand how visitors use the website;
Marketing cookies, which may be used to support marketing activity and measure its effectiveness; and
Preference cookies, which remember settings and choices.

We will only use non-essential cookies and similar technologies where the law requires us to obtain your consent. You can accept or reject optional cookies through our cookie consent tool. You can also change your choices later or control cookies through your browser settings.

For full details of the cookies and similar technologies we use, their purposes, providers and retention periods, please see our separate Cookie Policy.

6. Who We Share Personal Data With

We do not sell your personal data.

We may share personal data with the following categories of recipient where reasonably necessary for the purposes described in this Privacy Policy:

IT and software service providers, including providers of website hosting, email, customer relationship management, support ticketing, cloud storage, security and business systems;
Analytics providers, such as Google Analytics where used, to help us understand website usage. We seek to use appropriate privacy settings, including IP anonymisation where available, and relevant data processing terms;
Telephony, connectivity and print partners, manufacturers and sub-contractors where necessary to supply, install, maintain or support contracted products and services;
Professional advisers, such as accountants, auditors, insurers and legal advisers;
Payment providers, banks and financial institutions, where necessary to process payments;
Courts, law enforcement bodies, government departments and regulatory authorities, where required by law or reasonably necessary to protect our rights, property or safety; and
A prospective buyer or successor organisation, in connection with a business sale, restructuring, merger or transfer of assets, subject to appropriate confidentiality and data protection safeguards.

Our suppliers may process personal data only in accordance with our instructions where they act as processors, or otherwise in accordance with their own lawful responsibilities.

7. International Transfers

Some of our service providers or suppliers may process personal data outside the United Kingdom.

Where personal data is transferred to a country that is not recognised as providing an adequate level of protection under UK data protection law, we will use an appropriate safeguard. This may include:

A UK adequacy regulation;
The UK International Data Transfer Agreement;
The UK International Data Transfer Addendum to the EU Standard Contractual Clauses;
UK GDPR standard contractual clauses where applicable; or
Another lawful transfer mechanism permitted under UK data protection law.

You can contact us at info@ne-bs.co.uk if you would like further information about relevant transfer safeguards, subject to any applicable restrictions.

8. How Long We Keep Personal Data

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, tax, contractual, reporting and dispute-resolution requirements.

Our general retention periods are:

These periods are guidelines rather than fixed rules. We may retain information for longer where necessary to establish, exercise or defend legal claims, comply with legal obligations, prevent fraud, resolve disputes or maintain accurate records of marketing objections and consent withdrawals.

We regularly review the personal data we hold and securely delete or anonymise it when it is no longer needed.

9. Data Security

We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, accidental loss, destruction, alteration or disclosure.

These measures may include:

HTTPS and SSL encryption across our website;
Access controls and user permissions;
Secure systems and backups;
Security monitoring and safeguards;
Staff training and awareness;
Confidentiality obligations for staff and suppliers; and
Procedures for identifying, responding to and managing data security incidents.

No method of transmitting or storing information is completely secure. Although we take reasonable steps to protect personal data, we cannot guarantee absolute security.

10. Your Rights

Under the UK GDPR, you may have the following rights in relation to your personal data:

Right of access

You can request a copy of the personal data we hold about you and information about how we use it.

Right to rectification

You can ask us to correct inaccurate or incomplete personal data.

Right to erasure

You can ask us to delete your personal data in certain circumstances. This right is not absolute and does not apply where we need to retain data to comply with a legal obligation or establish, exercise or defend legal claims.

Right to restriction

You can ask us to restrict the processing of your personal data in certain circumstances.

Right to data portability

Where applicable, you can ask to receive personal data you have provided to us in a structured, commonly used and machine-readable format, or ask us to transmit it to another organisation.

Right to object

You can object to processing based on legitimate interests or a task carried out in the public interest in certain circumstances.

You have an absolute right to object to the use of your personal data for direct marketing.

Rights relating to automated decision-making and profiling

You have rights in relation to certain decisions made solely by automated means, including decisions that produce legal effects or similarly significant effects.

NEBS does not currently use your personal data to make solely automated decisions that produce legal or similarly significant effects. We do not use your personal data to build profiles for automated decisions of this kind.

Right to withdraw consent

Where we process your personal data based on consent, you can withdraw that consent at any time. Withdrawal does not affect processing carried out before withdrawal.

11. How to Exercise Your Rights

To exercise your rights, or to ask a question about how we use your personal data, contact:

Email: info@ne-bs.co.uk
Telephone: 0191 691 3300
Post: North East Business Systems Ltd, Office 2 Horton Park, Berwick Hill Road, Seaton Burn, Northumberland NE13 6BU

You do not usually have to pay to exercise your rights. We may ask for information to verify your identity where reasonably necessary. This is intended to protect personal data from being disclosed to the wrong person.

We will respond to a valid request without undue delay and normally within one month of receiving it. This period may be extended by up to a further two months where a request is complex or we have received a number of requests. If an extension is needed, we will tell you within the first month and explain why.

If we do not take action in response to your request, we will explain why and inform you of your right to complain to the Information Commissioner’s Office.

12. Complaints to the ICO

If you are unhappy with how we have handled your personal data, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO):

Website: ico.org.uk
Telephone: 0303 123 1113

13. Third-Party Websites

Our website may contain links to websites operated by third parties. Those websites have their own privacy policies and terms. We are not responsible for the privacy practices, security or content of third-party websites.

You should review the privacy information provided by any third-party website before submitting personal data to it.

14. Children’s Data

Our website and services are intended for businesses and are not directed at children. We do not knowingly collect personal data from children through our website.

If you believe that a child has provided personal data to us, please contact info@ne-bs.co.uk so that we can investigate and take appropriate action.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, systems, legal obligations or data processing activities.

The latest version will be published on this page, together with the revision date. You should check this page periodically for updates.

16. Contact Us

If you have any questions about this Privacy Policy or our handling of personal data, please contact us: