Privacy Policy

1. Who is responsible for your data

Syst-MP, Lda., Portuguese tax identification number 507 533 976, is the controller of the personal data covered by this policy.

Address: Rua José António Madeira, n.º 35A, 8100-670 Loulé, Portugal.
Email: geral@syst-mp.com
Telephone: +351 289 393 392 (call to the Portuguese national landline network).

This policy covers contact through our website and email, requests for quotations, orders, the delivery and servicing of works and services, and related invoicing.

2. What data we collect

Depending on your request and relationship with Syst-MP, we process your name, company, tax identification number, address, telephone number, email address and information needed for quotations, works, orders and invoicing.

Records may also include correspondence, technical reports and photographs needed to document the work. Company records may include personal data relating to representatives or business contacts.

Required fields are marked on forms. If necessary information is missing, we may be unable to respond to your request or provide the service. Please avoid sending personal data that is not relevant to your enquiry.

3. How we use your data

• Responding to enquiries and preparing quotations: taking steps requested before entering into a contract.
• Managing orders, works and support: performing contracts and following up on services provided.
• Invoicing and meeting obligations: complying with tax, accounting and other applicable legal requirements.
• Consulting commercial and technical records: following up on requests resumed by customers and reviewing previous work, where there is a legitimate interest and the processing is necessary and proportionate.
• Sending marketing communications: only where permitted by law, with consent where required.

Data must be used in accordance with the purpose that justifies its processing and the rights of the individuals concerned.

4. Where data is processed and who can access it

Contacts and commercial documents are managed in Odoo and through business email provided by Google Workspace, using Syst-MP’s own domain.

Syst-MP also uses a free company Google account for contacts and its calendar, and the associated Google Drive to store photographs intended for the website. Contacts, calendars and email may be synchronised with devices used for business activities.

Marketing materials and content prepared for social media are stored in the company’s Microsoft OneDrive. Access to working files is restricted to authorised team members.

The accountant receives the documents needed for accounting, without direct access to Odoo. Data may also be disclosed to authorities where required by law.

In line with Syst-MP’s practice, sharing with carriers, manufacturers or technical support providers requires the customer’s prior authorisation and is limited to the information needed for the request.

These services may involve processing data outside the European Economic Area, including in the United States. Providers describe in their terms the mechanisms applicable to international transfers, such as adequacy decisions and standard contractual clauses approved by the European Commission, depending on the service and transfer. You can consult Odoo’s privacy policy, Google’s information on data transfers and Microsoft’s privacy statement. For information about Syst-MP’s processing of your data and the applicable safeguards, contact geral@syst-mp.com.

5. Photographs of our work

Photographs document the work and support technical follow-up. Images published on the website and social media do not identify customers or show details that identify the location.

Photographs and videos featuring team members are published on the website and social media with their prior authorisation.

Images of works must exclude or conceal details that identify customers, other people or the location, such as faces without authorisation for publication, vehicle registration plates, documents, names or other identifying details. For questions about the use of your image, contact geral@syst-mp.com.

6. Newsletters and marketing communications

Syst-MP plans to introduce newsletters for businesses featuring news, products, services and promotions. Recording a contact in Odoo does not, in itself, constitute a subscription.

Messages will be sent where permitted by law, with consent where required, and respecting objections to receiving them. Each message will include a simple, free way to unsubscribe.

You may also object or withdraw your consent by contacting geral@syst-mp.com. This does not prevent us from sending communications needed for an order, works, a contract or a legal obligation.

7. How long we keep your data

Retention depends on the type of document, the purpose of processing and applicable legal obligations. Accounting and tax documents are retained for the periods required by law. Records of contracts, works, support and warranties may be needed to meet obligations or establish, exercise and defend rights.

Quotations that are not accepted remain in Odoo with the status cancelled. This status does not delete the documents or associated data. Records are kept because customers may request the quotation again or resume the work.

Syst-MP commits to reviewing every six months whether it remains necessary to retain personal data associated with unaccepted quotations. The assessment considers the time since the last contact, any ongoing requests or works, technical follow-up needs, warranties, and legal obligations or the defence of rights. The six-month review is not an automatic deadline for deleting quotations. When personal data is no longer needed and there is no other basis for retaining it, it will be deleted or anonymised; technical and commercial information that no longer identifies individuals may be retained. Requests for erasure or restriction are assessed in light of the purpose, the need for retention and applicable legal obligations.

8. Your rights

Under the terms and conditions of the GDPR, you may request access to your data, rectification, erasure or restriction of processing, object to processing and exercise your right to data portability where applicable.

Where processing relies on consent, you may withdraw it without affecting the lawfulness of earlier processing. These rights do not override applicable legal retention obligations.

Send your request to geral@syst-mp.com, stating the right you wish to exercise and the information needed to locate the records. If there are reasonable doubts about the applicant’s identity, we may request additional information strictly necessary to verify it.

We normally respond within one month. Where the complexity or number of requests justifies a lawful extension, we will inform you of the reason and the deadline. You may lodge a complaint with the Portuguese Data Protection Authority — CNPD.

9. Cookies and external services

Cookies are small files that a website may store on your device to support features such as sessions, preferences and use of the shop. Cookies strictly necessary for a requested service are distinct from those used for optional purposes, such as analytics or advertising, for which consent applies where required by law.

You can configure your browser to block or delete cookies. Blocking necessary cookies may affect some features.

The shaft alignment video on the Services page first displays a static image stored on our website. The YouTube player loads only when you select “Allow and watch video”. Your browser then connects to YouTube, which receives technical data, such as your IP address, and may use cookies or similar technologies in accordance with its policies.

This permission applies only to that loading of the video. You can continue browsing the page without giving permission. If you reload the page, you will need to give permission again to watch the video.

When you follow a link to social media or another website, you use services governed by those third parties’ privacy policies.

10. Updates and contact

This policy may be updated to reflect changes in services, data processing practices or legislation. The review date appears at the top of the page.

For enquiries or requests relating to personal data, contact geral@syst-mp.com.