Last updated: 13 June 2026.

This policy explains what personal information Subject Matter Systems ("we", "us") collects through subjectmattersystems.com, why we collect it, and the choices you have. We are the data controller for the information described here. Questions about this policy or your data can be sent to [email protected].

Information We Collect

We only collect information in two situations:

  • When you contact us. The contact form asks for your name, business email, company (optional), a description of what you are trying to solve, and a rough timeline. You choose what to put in the message field.
  • When you consent to analytics. If you accept analytics cookies, we collect standard usage data — pages viewed, approximate region, and device and browser type — through Google Analytics 4, with IP anonymisation enabled. If you decline, no analytics cookies are set and this data is not collected.

We do not ask for, or intentionally collect, any special-category data. Please do not include confidential client data or trade secrets in the contact form — a short description is enough, and details are best discussed on a call.

How We Use Your Information

  • To read and reply to your enquiry, assess whether we can help, and provide a written assessment of what we would propose.
  • To understand, in aggregate, how visitors use the site so we can improve its content.

We do not sell your personal data, share it with advertisers, or use it for automated decision-making or profiling.

Legal Bases (UK / EU GDPR)

  • Contact-form data — processed to take steps at your request before any engagement, and on our legitimate interest in responding to business enquiries.
  • Analytics data — processed only on the basis of your consent, which you give or refuse through the cookie banner and can withdraw at any time.

Cookies & Analytics

Analytics cookies load only after you select "Accept" on the cookie banner. Until then, analytics storage is denied by default. If you select "Decline", no analytics cookies are set. Your choice is stored locally in your browser so you are not asked again; clearing your browser storage will prompt the banner once more. We do not use advertising or marketing cookies of any kind.

Who Processes Your Information

We keep our stack deliberately small. The following service providers process data on our behalf:

  • Google (Gmail / Google Workspace) — delivers and stores contact-form submissions sent to us by email.
  • Telegram — receives a notification alerting us that a new enquiry has arrived.
  • Google Analytics (Google LLC) — provides consent-based, IP-anonymised usage analytics.

These providers act as processors under their own terms and security commitments. We share your information with them only to the extent needed to deliver and respond to your enquiry.

International Transfers

Some of these providers process data outside the UK and EEA, including in the United States. Where that happens, transfers rely on appropriate safeguards — such as the providers' Standard Contractual Clauses and equivalent transfer mechanisms — to keep your data protected to the standard required by law.

How Long We Keep It

Enquiry data is kept only as long as needed to respond and to support any resulting engagement, and is deleted on request once it is no longer required. Analytics data is retained according to our Google Analytics retention settings and is held in aggregated, anonymised form.

Your Rights

If you are in the UK or EEA, you have the right to access, correct, delete, restrict, or object to the processing of your personal data, to data portability, and to withdraw analytics consent at any time. To exercise any of these, email [email protected] and we will respond within the timeframe the law requires. You also have the right to complain to your local data protection supervisory authority.

Security

The site is served over encrypted HTTPS, and contact-form submissions are transmitted over encrypted connections. We apply reasonable technical and organisational measures to protect the information we hold, though no method of transmission or storage is ever completely secure.

Changes to This Policy

We may update this policy as our practices or the services we use change. When we do, we will revise the "Last updated" date above. Material changes will be reflected here before they take effect.

Contact

For any question about this policy or your personal data, contact [email protected].