CPOMS Systems Limited will be what’s known as the ‘Controller’ of the personal data you provide to us.

The registered address is:

CPOMS Systems Limited
Acorn Business Park
BD23 2UE

CPOMS Privacy Notice

Your Personal Information is just that – it’s personal and it’s yours – so this notice tells you what Information we collect, how we use it, what your rights are and how to exercise them.

Treating you and your Personal Information with respect goes to the heart of our culture at CPOMS so, below, you will see our Privacy Promise.

Our Privacy Promise

We promise:

To be clear and transparent about our collection and use of your Information

Openness is at the heart of CPOMS’s culture. We’ve designed this Privacy Notice to be transparent – making it as easy as possible for you to see clearly what Information we collect, how we use it, who we may share it with, how long we keep it and how we protect it.

To use your Information only for the purposes we’ve specified

We’ll only use your Information for the purposes we’ve told you about in this Privacy Notice or in other Privacy Notices that we post wherever we collect Information from you.

We can’t – and won’t – use or share it for any other purposes without your permission unless, of course, we have a clear legal obligation to do so.

To collect no more than we need for those purposes

We take care to collect only as much Information as we need for each specified purpose.

We also restrict and monitor access to your Information so that only those members of our staff with a genuine business need can access it.

To check that your Information is accurate and keep it up to date

We do what we reasonably can to check that the Information we collect is accurate and, with your help, we’ll keep it up to date.

If you have a CPOMS user account, you can update your own Information, such as change of address or contact details, by logging into your account.

If you do spot a mistake in your Information, please call or write and ask us to correct it. You’ll find our details in “Contact Us

To keep it for no longer than we need it

We need to keep Information for different periods of time, depending on the purposes for which we collected it. We provide details in the relevant Privacy Notices so, in each of the sections below, whether you are a Customer, a Supplier, a job applicant or just visiting out website or our offices, you will find specific answers to the question, ‘How long do we keep your Information?’

This is based on either how long the law allows us to keep it for business purposes, or requires us to keep it for legal purposes.

To protect your Information and your Privacy

Information Security is a top priority for CPOMS. We hold ISO27001 certification, we maintain strict Security Standards and we constantly monitor all our computer and communications devices, systems and networks to protect them from external and internal threats.

Access to Personal Information is constantly monitored and logged.

To uphold your Privacy Rights and make it simple to exercise them

See the section below
Your Privacy Rights and how to exercise them’.

To respond quickly to your requests and concerns

You can raise any concerns you may have about our handling of your Information by writing to our Data Protection Officer. [Insert hyperlink to “Contact us” section]

If you are not happy with the outcome, you also have the right to raise your concern with the Information Commissioner’s Office. [Insert hyperlink to “Contact us” section]

Click on “Contact us” below for contact details.

To treat you and your Information fairly and lawfully.

We will only collect, use and share your Information if we have either a legal right or a legal obligation to do so, or if we have your consent.

This is known as the “legal basis” and the law requires us to let you know the legal basis for each purpose for which we collect and use your Information.

You will find the legal basis, together with other details of the Information we collect by clicking on the applicable link below.

We ensure fairness by regularly reviewing our collection and use of your Information and by providing you with details in Privacy Notices like this.

When you use our website

How do we collect and use your Personal Information?

Personal details

If you use the web-form to book a demo or training, we will use your name and contact details to arrange the demo or training you have requested.

If you contact us by phone, email or letter, or if you use the “Contact us” web-form, we will use your name, contact details – and any other Information you may provide – to respond to your enquiry.

We may also use your Information to email you with details of our other products and services and those of our parent company. You can prevent these emails by ticking the applicable box in the web form or, alternatively, you can stop receiving them at any time by clicking on the “unsubscribe” link that you will find in the footer of all our marketing emails.


Click here to see our Cookie Notice, [create placeholder webpage for Cookie Notice and insert hyperlink to it] for details of Information collected and used by cookies.

How and with whom do we share your Information?

Where necessary to fulfil your request or respond to your enquiry, we may share your Information internally with CPOMS colleagues in other departments and with our parent company.

We use Microsoft and other IT service providers to process and store Information but, otherwise, we do not share your Information with any other external organisations.

We would disclose your Information if required to do so by law, for example, under a court order.

In the event that CPOMS is acquired by another company, your Information will be shared with them so they can continue to process your Information in accordance with this Privacy Notice.

Where do we process and store your Information?

Your Information may be stored and processed by CPOMS or by our contracted service providers, including our parent company, in:

  • (a) the UK, or
  • (b) the EU, where it has the same legal protection as in the UK, or
  • (c) by our parent company in the US, under an agreement approved by the Information Commissioner’s Office as guaranteeing the same legal protection as in the UK (a “Standard Contractual Clauses” agreement).

If a service provider needs to store or process your Information in or access it from any other country, we will put in place measures approved by the Information Commissioner’s Office that commit the service provider to the same level of data protection as is required under the UK Data Protection Act and UK GDPR.

If your company is located outside the UK, your Information may also be accessed by CPOMS colleagues who manage your contract with CPOMS in the country location of the applicable Regional Office.

How long do we keep your Information?

Any Personal Information you provide to us via our website is used to generate an email from you to us, which may be kept on our email system for up to seven years.

Where necessary for marketing purposes, we will keep your name and email address for as long as you wish to receive details of our other products and those of our parent company. If you elected not to receive marketing communications, e.g. by “unsubscribing”, we will keep your name and relevant contact details on an “Opted-out of Marketing” list for as long as is necessary to comply with your wishes.

What is the legal basis for our processing?

Personal details

The processing of your name and contact details is necessary for the pursuit of our legitimate interests in selling our products and those of our parent company to schools and other organisations with safeguarding obligations or interests.

In view of the very low risk to your rights and freedoms posed by this use of your Information, and of the facilities we provide for you to exercise your right to opt-out at any time, we have concluded that our interests are not overridden by your rights.


The legal basis for our use of cookies is your consent.

How long we keep your personal data:

We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. Your information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.

Your rights:

If at any point you believe the information we process on you is incorrect you can request to see this information and even have it corrected or deleted. If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) who can be contacted here.

This information is necessary for the purposes of entering into a contract for services with CPOMS Systems Limited.  If you are unable or do not wish to provide this information, then we will be unable to deliver the services.  If you wish to discuss this with one of our representatives, then please contact us servicepoint@cpoms.co.uk


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