Privacy policy.
Last updated: 11 October 2026
Certeza Systems Ltd is registered in England and Wales, company number 17457692. Our registered office is 128 City Road, London, EC1V 2NX. We are registered with the Information Commissioner’s Office under number ZC248143. You can contact us about this policy at enquiries@certeza.co.uk.
This policy covers two situations. The first is people who visit our website or deal with us as a business. The second is businesses whose records we process as a service.
1. Visitors, enquirers and business contacts
We are the controller of this information.
| What we hold | Why we hold it | Lawful basis | How long we keep it |
|---|---|---|---|
| Name, contact details and message from an email or the contact form | To reply to you | Legitimate interests | 2 years from our last contact, unless it leads to an engagement |
| Business contact details of client and supplier staff | To set up and run an engagement | Contract, or steps before one | The engagement plus 6 years |
| Names, email addresses and signing records when a document is signed electronically | To keep a reliable record of what was agreed | Contract | The engagement plus 6 years |
| Billing contacts, invoices and payments | To keep our accounts | Legal obligation | 6 years from the end of the financial year concerned |
We do not advertise and we do not sell personal data.
This website uses only the cookies it needs to work. It has no analytics or advertising cookies. If that changes, we will update this policy and ask for your consent first.
2. Businesses using Certeza
When a business uses our service, that business is the controller. It decides what is captured and why. We are its processor. We act only on its written instructions, under a data processing agreement with each client.
Communications and records from the systems a client connects, such as email, files, messages and call transcripts. These can include personal data about the client’s staff, customers, suppliers and anyone else who writes to them.
We never ask for, receive or store a client’s passwords. The client grants access itself. Access is read-only, visible in the client’s own account, and the client can withdraw it at any time.
Each client has its own database with its own credentials, hosted by Supabase in London (AWS eu-west-2). There is no shared store. Data is encrypted in transit and at rest, and it is stored in the UK. Some of our providers’ support staff outside the UK may have limited access to system logs or support data. Where they do, the access is covered by the safeguards in section 3.
When the system reads, sorts or drafts from a record, the relevant material is sent to one of our AI providers, Anthropic or TypeSafe, for processing outside the UK. The provider processes it and returns the result. Neither uses it to train models. Each retains it no longer than its commercial terms allow. These transfers are covered by the providers’ data processing terms and the safeguards in section 3.
Any AI provider we use must contractually exclude training on client data. That is a condition of using it, not a preference, and it applies whichever model runs.
For as long as the engagement lasts. Backups are taken daily, kept for seven days and stored in the same region. When an engagement ends, the client can take its records in an open format, such as standard database exports with each item’s date, source and integrity check. We then delete the client’s database within 30 days, unless the client asks us to keep it longer, and the backups expire seven days later.
3. Who we share data with
The service runs on the providers below. Each acts under its own data processing terms. We tell clients before we add or replace one.
| Provider | What it does in the service | Where data is held |
|---|---|---|
| Supabase | Hosts each client’s database | London |
| DigitalOcean | Runs the service that captures client records | London |
| Anthropic | AI processing | United States |
| TypeSafe | AI processing, through its own sub-processors AWS, Modal, Nebius and CoreWeave | Outside the UK |
| Doppler | Stores system credentials, no client content | United States |
| Healthchecks | Confirms scheduled jobs ran, no client content | European Union |
To run our own business we also use providers for email, document storage, electronic signatures, accounting and video calls. They hold enquiries and business contact details, not the client records the service captures.
Where personal data leaves the UK, it is protected in one of three ways. The country has UK adequacy regulations, as the European Union does. Or the provider is certified under the UK Extension to the EU-US Data Privacy Framework. Or the transfer uses the UK International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses.
4. Security
Every administrative account we use is protected by two-factor authentication. System credentials are held in a dedicated secrets manager, never in code or email. The service that captures client records runs with the narrowest access it needs.
5. Your rights
If your information sits in a client’s records, please contact that client. It is the controller, and we will help it respond.
For information we hold as controller, you can ask us to give you a copy, correct it, delete it, restrict how we use it, object to how we use it, or move it to another provider. Email enquiries@certeza.co.uk. We will reply within one month.
You can complain to the Information Commissioner’s Office at ico.org.uk. We would appreciate the chance to put things right first.
6. Changes
We will update the date at the top when this policy changes. We will tell our clients about any material change before it takes effect.