Privacy policy

How we look after
your information.

We only collect what we need to reply to you and look after your project, and we never sell it. This page explains what we hold, why, and your rights. Last updated 30 September 2026.

1 / Who we are

Who we are.

This website is run by Porter Systems Ltd, a company registered in England and Wales (company number 13410323). Our registered office is Springwood, Hook Heath Road, Woking GU22 0DT.

We are the “controller” of the personal information described here. For any privacy question, email tom@porter.systems or call 020 7550 6446.

2 / What we collect

What we collect.

  • When you send an enquiry. Your name, email address, phone number (if you give it), the type of enquiry, your project location and your message. The form emails these details to us; they aren’t stored on the website.
  • When you call or email us. Your contact details and whatever you tell us about your home or project.
  • When you become a client. Your address, drawings and details of the property, how your lighting system is set up and programmed, and billing information.

We don’t ask for, and don’t want, any special category information such as health details.

3 / How we use it

How we use it,
and why we’re allowed to.

  • To reply to your enquiry and prepare a proposal. This is in our legitimate interests, and helps us take steps you’ve asked for before any contract.
  • To design, install, programme and support your system. This is necessary to carry out our contract with you.
  • To keep accounts and records that the law requires, such as invoices.
  • To contact you about your system, for example about updates or support. This is in our legitimate interests as your installer.

We won’t send you marketing emails unless you’ve asked us to, and you can ask us to stop at any time.

4 / Letters to homeowners

Letters to homeowners
planning building work.

We sometimes post a single letter or brochure to homeowners who have a planning application for renovation or extension work. We use only the name and address published in the public planning register, and only to introduce lighting control while it’s still easy to plan in.

We do this in our legitimate interests as a local business. If you’d rather not hear from us, tell us by phone or email and we won’t write to you again. We keep a note of your address only so that we don’t.

5 / Who we share it with

Who we share it with.

We never sell your information. We only share it where needed to do the job:

  • Electricians or other trades working on your project, with your agreement
  • Equipment suppliers such as Lutron, where needed for warranty or technical support
  • Our accountant, for our financial records
  • The companies that host our website and email, which store data on our behalf
  • A printing or mailing company, if we use one to send letters

Some of these providers may store data outside the UK. Where they do, we make sure appropriate safeguards are in place, as UK data protection law requires.

6 / How long we keep it

How long we keep it.

  • Enquiries that don’t go ahead: up to two years, in case you come back to us, then deleted.
  • Client records and invoices: six years after the project ends, as tax rules require.
  • Your system’s programming and set-up: for as long as we support your system, so we can help you quickly. Ask us any time if you’d like this deleted.

7 / Cookies

Cookies.

We don’t use analytics, advertising or tracking cookies. The only cookies set by this website are ones it needs to work.

Our fonts are hosted on our own website, so no information is sent to third parties when you view our pages.

Links to other sites, such as Instagram, are covered by those sites’ own privacy policies.

8 / Your rights

Your rights.

Under UK data protection law you can ask us to:

  • Give you a copy of the information we hold about you
  • Correct anything that’s wrong or incomplete
  • Delete your information, where we don’t need to keep it
  • Restrict or stop using it, or object to how we use it
  • Pass it to you or another organisation in a usable format

Just email tom@porter.systems. There’s no charge, and we’ll reply within one month.

We keep your information secure and limit who can see it. If you’re unhappy with how we’ve handled it, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

We may update this policy from time to time. The date at the top shows when it last changed.