Privacy Policy

1. Information We Collect

We may collect the following types of information when you interact with our website, services, or communications:

• Personal identification information: name, email address, phone number, company name
• Technical data: IP address, browser type and version, operating system, referring URLs, page views, and access times
• Communication data: any information you provide when contacting us via our contact form, email, or phone
• Project data: information shared with us during consultations, proposals, and active project engagements

2. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to your enquiries and provide requested services
• To deliver, maintain, and improve our software development and AI solutions
• To send project updates, invoices, and relevant communications
• To send occasional marketing communications (only with your consent, and you may opt out at any time)
• To comply with legal obligations and protect our legitimate business interests
• To analyse website usage and improve our online experience

3. Legal Basis for Processing (GDPR)

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we process your personal data on the following legal bases:

• Consent: where you have given clear consent for us to process your personal data for a specific purpose
• Contract: where processing is necessary to perform a contract with you or to take steps at your request before entering into a contract
• Legitimate interests: where processing is necessary for our legitimate business interests, provided these are not overridden by your rights
• Legal obligation: where processing is necessary to comply with a legal obligation

4. Data Sharing and Third Parties

We do not sell, trade, or rent your personal information to third parties. We may share your data with:

• Trusted service providers who assist in operating our website and business (e.g., hosting providers, email services), bound by confidentiality agreements
• Professional advisors such as accountants or legal counsel, where necessary
• Law enforcement or regulatory authorities, where required by law

5. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. When data is no longer required, it is securely deleted or anonymised.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encrypted communications, secure servers, access controls, and regular security reviews.

7. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

• Right of access: request a copy of the personal data we hold about you
• Right to rectification: request correction of inaccurate or incomplete data
• Right to erasure: request deletion of your personal data in certain circumstances
• Right to restrict processing: request limitation of how we use your data
• Right to data portability: request transfer of your data to another party
• Right to object: object to processing based on legitimate interests or direct marketing
• Right to withdraw consent: withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at info@softmarkssolutions.com. We will respond to your request within 30 days.

8. Cookies

Our website may use cookies and similar tracking technologies to improve your browsing experience and analyse site traffic. You can control cookie preferences through your browser settings. Essential cookies required for the website to function cannot be disabled.

9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those external sites. We encourage you to review the privacy policies of any third-party websites you visit.

10. Children’s Privacy

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected data from a child, we will take steps to delete it promptly.

11. International Transfers

Where we transfer personal data outside the UK, we ensure appropriate safeguards are in place in accordance with UK data protection law, such as standard contractual clauses or adequacy decisions.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page with a revised effective date. We encourage you to review this policy periodically.

13. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

• Email: info@softmarkssolutions.com
• Company: Soft Marks Solutions Ltd
• Address: 85 Great Portland Street, First Floor, London, England, W1W 7LT
• Phone: +1 347 428 0292

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk if you believe your data protection rights have been violated.