Website and enquiry data

Privacy Policy

Last updated: 7 August 2026

This policy explains what Syed Systems collects through syedsystems.dev, why we use it, where it goes, how long it may remain, and how to make a privacy request.

1. Who is responsible for this website?

Syed Systems is the software and IT division of SMCTi (Syed Monsur Construction Technology & ideas Ltd.). For this website and its enquiry form, Syed Systems determines why the submitted information is used and who needs access to it.

Email: info@syedsystems.dev

2. What does this policy cover?

This policy covers information processed when you browse this website, submit a product-demo request, request a software-project quote, or contact us using an address published on the site. A separate contract, data-processing agreement, employee notice, or product-specific notice may apply if a commercial relationship begins.

This policy does not automatically govern data that a client places inside a Syed Systems product or a custom system. For that data, the applicable contract must identify the client and Syed Systems roles, permitted processing, security requirements, retention, and deletion responsibilities.

3. Information you provide through the enquiry form

The enquiry form requests the information needed to identify the request and return a useful response:

• whether you want a product demo or a project proposal;
• the selected product or software service, including “Not sure yet”;
• your full name, work email address, and organisation or business name;
• your phone number and country, when you choose to provide them;
• your description of the product, project, workflow, or problem;
• the website path from which the enquiry was submitted; and
• your confirmation that we may use the details to respond.

Please do not place passwords, payment-card details, banking credentials, national identity numbers, health records, production secrets, or other unnecessary sensitive information in the message field. If secure material is needed later, we will agree an appropriate transfer method first.

4. Technical information processed by the website

Request security and abuse prevention

When the contact endpoint receives a request, the application reads the connection IP address supplied by the hosting or forwarding infrastructure. It keeps recent submission times in application memory to limit repeated requests from the same address. The current limit is five accepted attempts within one hour. This temporary record is used for abuse prevention and is not added to the enquiry email.

The form also uses an invisible honeypot field and a submission-timing check. A request can be rejected when the hidden field is filled, the form is submitted in less than three seconds, the submission window is older than two hours, or the temporary rate limit is exceeded.

Hosting and delivery records

The hosting, network, and email-delivery providers may process standard technical records needed to receive a request, protect their systems, diagnose errors, and deliver the enquiry. Those records may include an IP address, request time, requested path, browser or network headers, delivery status, and security events. Their retention and infrastructure locations are controlled by their service terms and our account configuration.

Theme preference

If you change the colour theme, the website may store that preference in your browser so it can be applied on another visit. This preference is functional and is not used to build an advertising profile.

Analytics, advertising, and tracking

As of the date above, this repository does not include an advertising network, behavioural advertising pixel, or website-analytics integration. We do not intentionally use the enquiry form to create advertising audiences. If analytics or non-essential tracking is introduced, this policy and any required consent controls must be updated before that use begins.

5. How the enquiry is processed

1. Your browser sends the form to the Syed Systems contact endpoint over the website connection.
2. The server validates the field types, length limits, consent value, source path, honeypot, timing window, and temporary rate limit.
3. An accepted enquiry is formatted as an email and sent using the configured Resend email-delivery service to the Syed Systems contact inbox.
4. The website application does not currently write contact-form content to its project database.
5. Authorised team members review the email and use its contents to respond, qualify the request, arrange a demo, or prepare the next scoping step.

6. Why we use the information

We use enquiry information only for defined business and security purposes:

• to identify you and the organisation connected with the request;
• to understand whether the request concerns a product, service, or uncertain need;
• to answer questions and arrange a relevant product demonstration;
• to assess a proposed software project, identify missing scope information, and prepare a quotation or proposal;
• to maintain a record of pre-contract discussions and decisions;
• to protect the form, inbox, website, and infrastructure from spam, automated abuse, and security events;
• to establish, exercise, or respond to legal claims and lawful requests; and
• to meet record-keeping duties that apply to an accepted commercial relationship.

Submitting the form does not subscribe you to a marketing newsletter. If we later offer optional marketing messages, that purpose will use a separate and clear choice.

7. Who can receive the information?

We limit disclosure to recipients that need the information for the purpose described:

• authorised Syed Systems or SMCTi personnel responsible for sales, technical scoping, delivery planning, administration, security, or legal review;
• website hosting, network-security, and email-delivery providers acting under their service terms;
• professional advisers, auditors, insurers, or authorities when access is necessary and permitted or required; and
• a successor organisation if a genuine restructuring, merger, or transfer includes this website or the relevant business records, subject to applicable protections.

We do not sell contact-form information, rent it to data brokers, or exchange it for advertising placement.

8. International processing

Some infrastructure or email providers may process technical and enquiry information outside Bangladesh or use distributed systems in more than one country. Where that occurs, we select service providers for a defined operational purpose and rely on their contractual, organisational, and technical safeguards. A project involving regulated or client-controlled data receives a separate deployment and data-location review.

9. Retention and deletion

• Rate-limit memory: the decision uses submission times from the previous one-hour window. Those timestamps remain only in the running application's memory; stale entries are removed when the same address submits again or when the application instance restarts. They are not written to the contact database or enquiry email.
• Enquiry email: the message may remain in the Syed Systems mailbox while the request is active and afterward when needed for proposal history, relationship management, dispute handling, security review, or legal and accounting records.
• Unsuccessful or irrelevant requests: spam and messages with no continuing business or legal purpose may be deleted sooner.
• Provider records and backups: delivery logs, security records, and backup copies may remain for the provider's configured retention or recovery cycle before deletion or overwrite.
• Theme preference: the browser-held preference remains until you change it, clear site data, or the browser removes it.

We do not claim that every record disappears immediately after a deletion request. We first verify the request, identify applicable exceptions, remove active copies within our control where required, and allow protected backups to expire through their normal recovery cycle.

10. Security measures used for this website

The current enquiry flow uses server-side schema validation, field-length limits, a honeypot, a timing window, temporary IP-based rate limiting, environment-based email credentials, and an encrypted website connection when deployed through HTTPS. Access to the destination inbox and hosting accounts should be limited to authorised personnel.

No internet service or email system can guarantee absolute security. If you believe information submitted through the site has been exposed, altered, or misdirected, contact us promptly with the time of submission and enough detail to investigate without resending sensitive material.

11. Automated decisions

The website does not use an automated system to approve a product sale, accept a software project, set a price, or make a legal or financial decision about you. Automated controls can reject or delay a form submission for validation, timing, honeypot, or rate-limit reasons. A warning about a free email provider does not block submission.

12. Your privacy requests

Subject to applicable law and any valid retention exception, you may ask us to:

• confirm whether we hold information connected with your enquiry;
• provide access to or a copy of that information;
• correct inaccurate or incomplete details;
• delete information that no longer has a lawful or necessary purpose;
• restrict or object to a particular use; or
• withdraw a permission that applies to future processing.

Email info@syedsystems.dev with “Privacy request” in the subject. We may ask for information reasonably needed to match the request to the correct record and protect it from unauthorised disclosure. We will explain if a request cannot be completed in full.

13. Children

This business website is not directed to children, and the enquiry form is intended for adults or authorised representatives of an organisation. Do not submit a child's personal information through the form. If we learn that unnecessary child data was submitted, we will review it for deletion.

14. External websites

The site may link to SMCTi or other third-party websites. Their operators decide how their sites process information. Review the policy published on the destination site before submitting information there.

15. Policy changes

We may update this policy when the form, providers, analytics, products, legal requirements, or internal processes change. The revised page will show a new “Last updated” date. Material changes should be published before or when the new processing begins.

16. Contact and complaints

Send questions, requests, or complaints to info@syedsystems.dev or write to the registered address above. Please describe the concern and the action requested. You may also contact an authority with jurisdiction over the matter where applicable.

Read the Terms of Service