1) Who we are & contact
Developer: System5 Limited (company number 15710115)
Registered address: 45 Bulkeley Road, Handforth, Wilmslow, England, SK9 3DS
Contact email: privacy@system5.uk
System5 is a business platform. The organisation that gave you access (your employer or client) decides what data is held in its System5 workspace and is normally the controller of that data; we process it on its behalf. We are the controller of the limited data we need to run the App itself, such as sign-in and security records.
2) Scope
This policy applies to the System5 iOS App. It does not cover the System5 website, which has its own privacy notice, or any third-party websites or services you may access through links or integrations.
3) Data we collect
Account & sign-in data
- Identity: your name, email address and, if you sign in with an SMS code, your phone number.
- Organisation: the System5 organisations (workspaces) you belong to and your permissions in them.
- Sign-in: your password is sent securely to our servers to sign you in and is never stored on the device. One-time codes are sent to your email or phone. If you choose Microsoft sign-in, Microsoft authenticates you and tells us who you are.
- Session: access tokens, the email you last signed in with and a random device identifier, stored in the iPhone Keychain so you stay signed in.
Content you create or open
- Tasks: task titles, descriptions, status, dates, assignees and the comments you read or write.
- Attachments: photos you take with the camera, images you pick from your photo library and files you choose from the Files app, together with their file name, type and size.
Technical data
Our servers record standard request information (for example IP address, time, App version and device type) to keep the service secure and working. The App contains no advertising or third-party analytics SDKs.
4) How we use your data
- Provide the service: sign you in, show your organisation’s tasks and let you create, update, comment on and attach files to them.
- Operate and secure the service: keep your account secure, prevent misuse and troubleshoot problems.
- Support: respond to questions and requests you send to us.
We do not sell your data. We do not use it for advertising, and we do not use your content to train generalized machine-learning models.
6) Storage, security & retention
- Where data lives: on System5 servers hosted in the United Kingdom (Microsoft Azure UK South and DigitalOcean London). The App keeps only what it needs to work on the device; sign-in data is kept in the iPhone Keychain.
- Security: all traffic between the App and our servers is encrypted (TLS). Access to data is restricted to authorised personnel and systems, and you can lock the App with Face ID.
- Retention: content is kept for as long as your organisation keeps it in System5. Account data is kept while your account is active and deleted or anonymised when it is closed, subject to legal and backup retention.
- On your device: signing out removes your session from the device. Deleting the App removes its local data.
7) iPhone permissions
| Permission | Why we ask | When it’s used | Your choices |
|---|---|---|---|
| Camera | To take photos you attach to tasks. | Only when you choose to take a photo. Never in the background. | You can deny it. You can still attach existing photos and files. |
| Photos | To attach images from your library to tasks. | Only when you pick images. Only the ones you select are uploaded. | You can deny it or allow limited access in iOS Settings. |
| Face ID | To unlock the App. | When you open the App with Face ID lock enabled. | Optional. Face ID is handled by iOS; we never receive your face data. |
You can change these permissions at any time in iOS Settings › System5.
8) Your choices & rights
- Access & control: you can request a copy of your data, ask us to correct inaccurate information or ask us to delete it. For content in your organisation’s workspace, we may refer you to your organisation, which controls that data.
- Account deletion: you can ask your organisation’s System5 administrator or us at privacy@system5.uk to delete your account.
- Permission controls: you can grant or revoke camera and photo access in iOS Settings at any time.
- Objections & restrictions: where applicable law provides, you may object to or restrict certain processing.
- Portability: where applicable, you may request your data in a portable format.
To exercise these rights, contact us at the email in Contact us. We will respond as required by applicable law.
9) Region‑specific information
EEA/UK
Our legal bases for processing may include performance of a contract (to provide the App and the System5 service), legitimate interests (for security and operations), and compliance with legal obligations. If we transfer personal data outside your region, we will take steps required by applicable law to protect it (for example, using Standard Contractual Clauses). You also have the right to complain to your data protection authority (in the UK, the ICO).
California
We do not “sell” personal information as defined by the CCPA/CPRA. We do not share personal information for cross‑context behavioral advertising. California residents may exercise rights of access, deletion, and correction as described in Your choices & rights.
Children
The App is a business tool and is not directed to children under 13 (or the age defined by your local law). If you believe a child provided us with personal information, please contact us so we can delete it.
10) Changes to this policy
We may update this policy to reflect changes to the App or the law. We will post the updated version here and change the “Last updated” date above. If changes are material, we will provide additional notice where required.
11) Contact us
If you have questions or requests about this policy or your data, contact us at privacy@system5.uk.