LEG-001 · Data Protection
Last updated: 1 November 2024 · Effective date: 1 November 2024
Contents
This Privacy Policy describes how SOFTVYN LTD ("SOFTVYN", "we", "us" or "our") collects, uses, stores, shares and protects personal data in connection with our website at softvyn.wiki, our services and our business operations. This policy applies to all individuals whose personal data we process, including prospective clients, existing clients, website visitors and individuals who contact us through any channel.
We are committed to processing personal data in a lawful, fair and transparent manner, in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and all other applicable data protection legislation in the United Kingdom.
Please read this Privacy Policy carefully. If you have questions about how we handle your personal data, you may contact us using the details provided in Section 1 below.
SOFTVYN LTD is the data controller in respect of the personal data described in this Privacy Policy. Our company details are as follows:
Company name: SOFTVYN LTD
Registered address: 1 Northwick Avenue, Harrow, HA3 0AA, United Kingdom
Email: official@softvyn.wiki
Telephone: +44 7857 881144
Website: softvyn.wiki
As a data controller, SOFTVYN LTD determines the purposes and means by which personal data is processed. If you wish to exercise any of your rights under UK GDPR, raise a concern about our data processing activities or request information about the personal data we hold about you, please contact us at the email address listed above with the subject line "Data Protection Request".
We will acknowledge all legitimate data protection requests within five working days and respond substantively within one calendar month of receiving a valid request, in accordance with our obligations under Article 12 of the UK GDPR. Where a request is particularly complex or we receive a high volume of requests simultaneously, we may extend this period by a further two months and will notify you accordingly.
We collect and process the following categories of personal data, depending on the nature of your interaction with SOFTVYN LTD:
This category includes your full name, email address, telephone number, job title, company name, and professional role or function. We collect this data when you submit our contact form, communicate with us by email or telephone, enter into a contract for services, or otherwise initiate contact with SOFTVYN LTD for business purposes.
When you visit our website at softvyn.wiki, we may collect certain technical data automatically through standard web server logs and, where applicable, cookies and similar technologies. This may include your IP address, browser type and version, device type, operating system, the pages you visit on our website, the date and time of your visit, the referring URL (if any), and the duration of your session. This data is collected and processed in accordance with our Cookie Policy.
When you submit a calibration request or enquiry through our contact form, or communicate with us by any means, we collect and retain the content of those communications, including any personal data contained within the message you provide. This may include descriptions of your technical requirements, details of your business, information about your systems and infrastructure, and any other information you choose to include in your correspondence with us.
Where you engage SOFTVYN LTD for services, we collect and process the personal data necessary to manage the commercial relationship. This includes billing contact information, contract signatory details, payment history (managed through our payment processors), and correspondence records relating to service delivery.
We do not intentionally collect or process any special categories of personal data as defined under Article 9 of the UK GDPR, which includes data concerning health, racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data, sex life or sexual orientation, or data relating to criminal convictions and offences. We request that you do not include such data in any communications or submissions to SOFTVYN LTD. If such data is inadvertently disclosed to us, we will delete it as soon as reasonably practicable and will not use it for any processing purpose.
We collect personal data through the following means:
The primary means by which we collect personal data is through direct submission by you. This occurs when you complete and submit our contact form at softvyn.wiki/contact.html, send us an email at official@softvyn.wiki, telephone us at +44 7857 881144, or communicate with us through any other channel you initiate. When you submit our contact form, you are required to provide your name, email address and a description of your enquiry, and may optionally provide your company name, telephone number and service area of interest.
Our web server automatically records certain technical information each time a request is made to our website. This technical data is collected to support the secure and effective operation of our website and does not, in the ordinary course, identify you as a specific individual unless combined with other information. The extent of automatic data collection is limited and governed by our Cookie Policy.
In certain circumstances, we may receive personal data about you from third parties. For example, if an existing client provides us with contact details for a colleague or decision-maker as part of an ongoing project, or if you are referred to SOFTVYN LTD by a professional contact, we may hold your name and contact details prior to any direct communication with you. In such cases, we will inform you that we hold your data and of the source from which it was obtained within a reasonable period of time, in accordance with Article 14 of the UK GDPR.
We may, in the context of business development and client research, access personal data that is publicly available from sources such as professional networking platforms (including LinkedIn), Companies House records, or your company's own website. Any personal data accessed from such sources is limited to professional contact and role information and is used only for legitimate business communication purposes.
We use the personal data we collect for the following clearly defined purposes:
When you submit a contact form or otherwise contact us with a request for information or a service enquiry, we use your personal data to read, assess and respond to your enquiry. This is the primary purpose for which we collect identity and contact data from prospective clients and is necessary for us to provide the service you have requested in making contact with us.
Where you engage SOFTVYN LTD for technical services, we use your personal data to enter into and perform our contractual obligations, manage the delivery of services, communicate with you about project progress and requirements, process payments and issue invoices, and maintain the records necessary to support our contractual relationship.
We use technical and usage data collected from your visits to softvyn.wiki to maintain the security and functionality of our website, diagnose and resolve technical issues, understand how visitors interact with our site in aggregate terms, and make improvements to the structure and content of our website.
We use and retain personal data where necessary to comply with our legal obligations under English law and any applicable regulation. This includes obligations under the Companies Act 2006, the Value Added Tax Act 1994, the Proceeds of Crime Act 2002 (in the context of anti-money laundering compliance), employment law (for any personal data relating to our workforce), and any other statute or regulation to which SOFTVYN LTD is subject as a registered company in England and Wales.
We may process personal data where necessary to protect our legitimate business interests, including the exercise or defence of legal claims, the prevention and detection of fraud or other unlawful activity, the protection of our intellectual property and confidential information, and the management of disputes or complaints relating to our services.
Under UK GDPR, we are required to identify a valid legal basis for each processing activity involving personal data. Our legal bases are as follows:
Where you have engaged SOFTVYN LTD for services or are in active pre-contractual discussions with us in response to your request, we process your personal data on the basis that processing is necessary for the performance of a contract to which you are party, or in order to take steps at your request prior to entering into a contract. This includes all processing necessary to deliver our services, manage our commercial relationship and fulfil our contractual obligations to you.
We process certain personal data on the basis of our legitimate business interests, where those interests are not overridden by your fundamental rights and freedoms. Our legitimate interests include: responding to business enquiries received through our website or other channels; maintaining records of communications for the purpose of quality assurance and dispute management; operating and improving our website; accessing publicly available professional information for the purpose of responsible business development; and protecting our business from fraud, legal claims and security threats.
In determining that our legitimate interests are not overridden by your interests, rights or freedoms, we have considered the nature of the data involved (primarily professional contact information and business communications), the reasonable expectations of the individuals concerned (who have, in most cases, contacted us voluntarily or whose professional information is publicly available), and the limited privacy impact of our processing activities as described in this policy.
We process personal data where we are required to do so by applicable law. This includes the retention of certain records for the periods required by tax and company law, compliance with court orders and lawful requests from regulatory authorities, and any other processing required to discharge a specific legal obligation imposed on SOFTVYN LTD.
Where we rely on your consent as the legal basis for processing, for example in connection with certain cookies or where you have specifically opted in to receive direct marketing communications from us, we will inform you of this at the time we seek your consent. You have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal. To withdraw consent, please contact us at official@softvyn.wiki.
We do not sell, rent or trade personal data to third parties for marketing purposes. We share personal data only in the following limited circumstances:
We engage third-party service providers who process personal data on our behalf as data processors, pursuant to written data processing agreements that require them to process data only on our documented instructions and to implement appropriate technical and organisational security measures. These service providers may include: website hosting and infrastructure providers; email service providers; accounting and invoicing software providers; cloud storage providers used for operational purposes; and communication tools used to manage client project delivery.
We conduct due diligence on our service providers to ensure they meet the security and compliance standards required by UK GDPR before engaging them to process personal data on our behalf.
In certain circumstances, we may share personal data with our professional advisors — including solicitors, accountants and insurers — where this is necessary for the purpose of obtaining professional advice or in connection with legal proceedings or potential legal claims.
We may disclose personal data to law enforcement agencies, regulatory authorities (including the Information Commissioner's Office) or other public authorities where we are required to do so by applicable law, pursuant to a court order, or where disclosure is necessary to protect the safety of any person or to prevent or detect a criminal offence.
In the event that SOFTVYN LTD undergoes a merger, acquisition, corporate restructuring or sale of all or substantially all of our business assets, personal data held by SOFTVYN LTD may be transferred to the successor entity as part of that transaction. We will notify affected individuals of any such transfer and of any material change to their rights or to our privacy practices that results from the transaction.
Subject to the above, we will share personal data with third parties only with your explicit prior consent, which you may withdraw at any time in accordance with the terms of this Privacy Policy.
The United Kingdom has an independent data protection framework following its departure from the European Union. SOFTVYN LTD is established in and primarily operates within the United Kingdom, and we prefer to use service providers who process data within the UK or within countries that have been assessed as providing an adequate level of data protection.
Where a service provider or partner processes personal data outside the United Kingdom in a country that does not benefit from an adequacy decision under the UK GDPR, we ensure that appropriate safeguards are in place to protect the personal data being transferred. Such safeguards may include the use of UK International Data Transfer Agreements, Addendum B to the EU Standard Contractual Clauses (as amended for UK use), or other mechanisms recognised under the UK GDPR as providing adequate protection for transferred personal data.
You may request information about the specific safeguards in place for any international transfer of your personal data by contacting us at official@softvyn.wiki.
We retain personal data for no longer than is necessary for the purposes for which it was collected, taking into account our legal obligations, legitimate business interests and the reasonable expectations of the individuals concerned. Our specific retention periods are as follows:
Personal data collected in connection with a calibration request or other business enquiry that does not result in a contractual engagement will be retained for a period of twenty-four months from the date of the last communication in relation to that enquiry. After this period, data will be securely deleted unless there is a specific legal or business reason to retain it for longer. We retain this data for the purpose of maintaining a record of communications and to enable us to re-engage with prospects who return to us following an initial enquiry.
Personal data collected in connection with an active service engagement will be retained throughout the duration of the engagement and for a period of six years from the date on which the engagement concludes. This retention period reflects the general limitation period for contract claims under English law as established by the Limitation Act 1980, and ensures that we can respond to any disputes, claims or audit requests that may arise in relation to services we have delivered.
Personal data contained in financial records, including invoices, purchase orders and payment records, is retained for a minimum of six years from the end of the relevant financial year, in accordance with our obligations under the Companies Act 2006 and HM Revenue and Customs requirements for corporation tax and VAT records.
Technical data collected through our web server logs is retained for a period of ninety days, after which it is automatically deleted or anonymised. Anonymised aggregate data derived from website usage may be retained for longer periods for the purpose of website analysis and improvement.
We conduct periodic reviews of the personal data we hold to ensure it remains accurate, relevant and within its applicable retention period. Data that is no longer required is securely deleted or anonymised. If you would like to request early deletion of your personal data, please see Section 9 of this Privacy Policy regarding your right to erasure.
As a data subject under UK GDPR, you have the following rights in relation to your personal data. These rights are subject to certain exemptions and limitations as set out in the Data Protection Act 2018 and the UK GDPR itself.
You have the right to request a copy of the personal data we hold about you, together with supplementary information about how we process it. We will provide this information within one calendar month of receiving a valid request, free of charge. Where a request is manifestly unfounded or excessive, we may charge a reasonable fee or refuse to act on the request.
You have the right to request that we correct any inaccurate personal data we hold about you, or complete any incomplete personal data. We will respond to a rectification request within one calendar month and will notify any third parties to whom we have disclosed the relevant data of the correction where this is practicable.
You have the right to request that we delete your personal data in certain circumstances — for example, where the data is no longer necessary for the purposes for which it was collected, where you have withdrawn consent and there is no other legal basis for processing, or where the data has been processed unlawfully. The right to erasure is not absolute and may be subject to exemptions where retention is required for compliance with a legal obligation or the establishment, exercise or defence of legal claims.
You have the right to request that we restrict the processing of your personal data in certain circumstances, including where you contest the accuracy of the data (pending verification), where the processing is unlawful but you do not wish the data to be deleted, or where we no longer need the data but you require it for the establishment, exercise or defence of a legal claim.
Where processing is based on your consent or on the performance of a contract, and the processing is carried out by automated means, you have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format, and to transmit that data to another data controller without hindrance from us. This right applies to data you have actively provided to us and does not extend to data we have inferred or derived from your input.
You have the right to object to processing of your personal data that is based on our legitimate interests (Article 6(1)(f)), including profiling based on those interests. Where you object, we will cease processing unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or where the processing is necessary for the establishment, exercise or defence of legal claims. You also have the absolute right to object to processing of your personal data for direct marketing purposes, including profiling to the extent it relates to such direct marketing.
You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you. SOFTVYN LTD does not make decisions about individuals based solely on automated processing, and no automated decision-making of this nature is currently carried out in connection with our services or website.
To exercise any of your rights under UK GDPR, please contact us by email at official@softvyn.wiki with the subject line "Data Protection Request". Please include sufficient information to identify yourself and to enable us to locate your personal data. We may ask you to provide additional information to verify your identity before we can respond to your request. We will not charge a fee for exercising your rights unless a request is manifestly unfounded or excessive.
Our website at softvyn.wiki uses cookies and similar technologies to support the technical operation of the site. A cookie is a small text file that is stored on your device when you visit a website. We use only those cookies that are strictly necessary for the operation of our website, including session management and security. We do not use advertising or tracking cookies.
For detailed information about the cookies we use, the purposes for which they are placed, and how you can control them, please refer to our Cookie Policy available at cookie-policy.html.
We take the security of personal data seriously and have implemented appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure, alteration or destruction. Our security measures include:
Notwithstanding these measures, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security and cannot accept liability for any loss or damage arising from a breach of security that occurs despite our reasonable precautions, except where such liability arises under applicable data protection law.
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office without undue delay and, where required, will notify you directly.
Our website and services are directed exclusively at businesses and professionals and are not intended for use by children under the age of sixteen. We do not knowingly collect personal data from children under sixteen. If we become aware that we have inadvertently collected personal data from a child under sixteen, we will delete that data promptly. If you believe that we may hold personal data about a child, please contact us at official@softvyn.wiki.
Our website may contain links to third-party websites, including the websites of clients, partners or tools referenced in our content. We are not responsible for the privacy practices of third-party websites and encourage you to read the privacy policies of any third-party site you visit through a link on our website. This Privacy Policy applies only to personal data collected and processed by SOFTVYN LTD in connection with our website and services.
Our website uses Google Maps via an embedded iframe on our contact page for the purpose of displaying our registered address. Your interaction with the Google Maps embed may be subject to Google's Privacy Policy. If you have concerns about this, you may disable JavaScript or use a browser extension that blocks embedded third-party content.
We may update this Privacy Policy from time to time to reflect changes in our data processing activities, changes in applicable law or other operational developments. When we make material changes to this policy, we will update the "Last updated" date at the top of this document and, where appropriate, notify existing clients or registered users by email.
We encourage you to review this Privacy Policy periodically to remain informed about how we protect your personal data. Your continued use of our website or services following the posting of an updated Privacy Policy constitutes your acknowledgement of the changes. If you object to any changes, please cease using our website and services and contact us to request deletion of your personal data where applicable.
If you have concerns about how we process your personal data that we have been unable to address to your satisfaction, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), which is the supervisory authority for data protection in the United Kingdom.
The ICO's contact details are as follows:
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk
We would, however, appreciate the opportunity to address your concerns before you approach the ICO, and we encourage you to contact us in the first instance at official@softvyn.wiki.
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