Privacy Policy

Privacy Policy

Last updated: [insert publication date]

Petro Systems Management Limited (“Petro Systems”, “we”, “us” or “our”) respects your privacy. This policy explains how we collect, use and protect personal data when you visit petrosystems.ie, contact us or enquire about our products and services.

1. Who we are

Petro Systems Management Limited is the controller responsible for the personal data described in this policy.

For privacy enquiries or to exercise your data protection rights, contact:

Petro Systems Management Limited
Address: [insert confirmed current business address]
Email: info@petrosystems.ie
Telephone: 021 7335690

2. Personal data we collect

Depending on your interaction with us, we may collect:

  • Your name, business name, email address and telephone number.

  • Site addresses and information about your equipment or service requirements.

  • Messages, quotation requests and correspondence you send us.

  • Customer, contract and billing information where you purchase our products or services.

  • Technical information generated when you use our website, such as your IP address, browser type, access times and security logs.

  • Your marketing preferences if you subscribe to updates.

Please only provide information relevant to your enquiry.

3. How we use your personal data

We use personal data for the following purposes and lawful bases:

Purpose Lawful basis
Responding to enquiries and preparing quotations Taking steps at your request before entering into a contract, or our legitimate interest in responding to business enquiries
Supplying products, arranging installations and providing maintenance or support Performing a contract with you, or our legitimate interest in delivering services to the business you represent
Managing customer relationships and business correspondence Our legitimate interest in operating our business and supporting customers
Keeping records required by tax, accounting or other applicable laws Compliance with legal obligations
Maintaining website security and investigating misuse Our legitimate interest in protecting our website, systems and visitors
Sending newsletters where you have subscribed Your consent
Using optional analytics or other non-essential tracking technologies Your consent

Where we rely on legitimate interests, we consider the effect on your privacy and your rights.

You do not have to provide personal data simply to browse our website. However, if you do not provide the contact or service details needed to handle an enquiry or fulfil a contract, we may be unable to assist you.

4. Marketing communications

If you subscribe to our newsletter, we use your contact details to send the updates you requested.

You can withdraw your consent at any time by using the unsubscribe link in our emails or contacting info@petrosystems.ie. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

[Remove this section if the new website will not offer newsletter subscriptions.]

5. Who we share personal data with

Where necessary for the purposes above, personal data may be shared with:

  • Hosting, email, IT support and website maintenance providers.

  • Engineers, contractors or suppliers involved in fulfilling your request.

  • Professional advisers, including accountants, legal advisers and insurers.

  • Public authorities where disclosure is required by law.

Service providers processing personal data on our behalf are required to protect it and use it only under our instructions.

Website and enquiry providers: [insert the relevant hosting, form, email and spam-protection providers, explaining their roles].

Group sharing: [confirm whether personal data is shared within the LCM Environmental Group. If so, identify the recipients, purposes and lawful basis; otherwise remove this paragraph].

6. International transfers

[Complete this section after checking where hosting, email, enquiry forms, backups and other providers process data.]

Where personal data is transferred outside the European Economic Area, we use an applicable lawful transfer mechanism, such as a European Commission adequacy decision or Standard Contractual Clauses with appropriate supplementary safeguards where needed.

Transfer details: [identify applicable providers, destination countries and safeguards, or confirm that no such transfers take place].

You can contact us for information about the safeguards applicable to your data and how to obtain a copy.

7. How long we keep personal data

We retain personal data only for as long as necessary for the purpose for which it was collected, taking account of legal obligations and any need to establish, exercise or defend legal claims.

Our retention periods are:

  • Enquiries that do not become customer relationships: [insert period from last correspondence].

  • Customer and service records: [insert period following completion of services or the customer relationship].

  • Accounting and transaction records: [insert applicable retention period].

  • Website security logs: [insert period].

  • Newsletter subscriptions: until you unsubscribe or we discontinue the newsletter. We may retain a limited suppression record to respect your opt-out.

  • Cookie and consent records: as set out in our cookie information.

When information is no longer required, we securely delete or anonymise it.

8. Cookies and website technologies

Our website may use cookies and similar technologies to provide functionality, remember preferences and support website security.

Non-essential cookies and tracking technologies require your consent before they are used. Where these technologies are enabled, you can accept or reject them and change your preferences through [insert cookie-settings link or control].

Full details of the technologies used, their providers, purposes and durations are available in [insert link to completed Cookie Policy or cookie table].

[Check the final website for analytics, embedded maps or videos, external fonts and spam-protection tools, and describe their data processing here or in the linked cookie information.]

9. Keeping your information secure

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or disclosure.

Access is limited to people and service providers who need the information for their work. However, no internet transmission or storage system can be guaranteed completely secure.

10. Your data protection rights

Subject to applicable conditions and exceptions, you have the right to:

  • Request access to your personal data.

  • Ask us to correct inaccurate or incomplete information.

  • Request deletion of your personal data.

  • Request restriction of processing.

  • Object to processing based on legitimate interests.

  • Receive certain data in a portable format.

  • Withdraw consent where processing relies on consent.

  • Object to the use of your data for direct marketing.

To exercise your rights, email info@petrosystems.ie.

We may need to verify your identity before responding. We normally respond within one month. If a lawful extension is necessary, we will explain why within that month.

11. Complaints

If you have concerns about how we handle your personal data, please contact us.

You also have the right to complain to the Irish Data Protection Commission or another competent supervisory authority.

Data Protection Commission:
https://www.dataprotection.ie/

12. Automated decision-making

[Confirm before publishing: We do not use personal data collected through this website to make decisions based solely on automated processing that produce legal or similarly significant effects.]

13. External links

Our website may link to third-party websites, including manufacturers and social media platforms. Those websites have their own privacy policies, which you should review before providing personal data.

14. Changes to this policy

We may update this policy to reflect changes to our services, website or data protection practices. The latest version will appear on this page with its updated date.