PRIVACY POLICY

In accordance with Article 13 of Regulation (EU) 2016/679 (“GDPR”)

1. WHO WE ARE

   SOFTELL LTD, 42a Riverside workshops, Pipe House Wharf, Morfa Road, The Strand, SA1 2EN, Swansea, UK. Registration Number: 01726537; acting as the data controller for this website, prioritizes the security and confidentiality of your personal information in every aspect of our operations. We are committed to maintaining transparent data practices and ensuring that your privacy remains protected as you interact with our services.

   To ensure our practices remain aligned with evolving legal requirements and guidelines from data protection authorities or European Data Protection Board, this policy is subject to periodic updates. We encourage you to review the latest version of this document via the footer link on our site to stay informed about how your data is handled. In the event of significant changes that directly impact your rights, we will notify you in advance via email to ensure you are fully aware of any adjustments to our terms.

2. WHICH PERSONAL DATA MAY BE COLLECTED

   Personal data encompasses any information that allows an individual to be identified. In the course of its operations, the Company collects several varieties of information—collectively referred to as “Personal Data“—that you share voluntarily. This includes essential contact information such as your full name, telephone number, and email address, alongside demographic and descriptive details like your age, gender, and uploaded photographs. We also process technical identifiers generated through your interaction with our website usage data, including IP addresses and cookie-derived data, as well as more sensitive information you may choose to disclose regarding your lifestyle or personal behavior.

   Beyond these identifiable data points, we also process anonymized, high-level statistics that do not reveal your specific identity. This aggregated data is used to analyze demographic trends and monitor how our website is used. For instance, by pooling usage patterns from various visitors, we can determine which features are most popular, allowing us to refine our digital platform and improve our general service offerings without compromising individual privacy.

3. HOW WE COLLECT YOUR PERSONAL DATA

   Our organization gathers and manages your personal information through several key touchpoints. Specifically, we process data when you browse our website, provide information via our online forms, or contact us to request support and file reports. To ensure our records remain accurate, we ask that you maintain your personal details and provide us with timely updates regarding any changes.

   We collect and process your personal data across various interactions with our services. This includes:

   • Gathering information as you navigate our site
   • When you submit completed forms
   • While we address your specific support requests or reports.

   It is important that the information we hold is accurate, so we kindly request that you keep your profile updated and notify us of any significant changes to your data.

4. HOW WE USE YOUR DATA

   Your data is used only for the purposes listed below, each supported by a valid legal foundation under current regulations.

5. Browsing and User Support

   To help you navigate our website and to respond to your inquiries, we process your personal, contact, and site usage data. This includes handling the forms you submit for technical support or reporting purposes.

   Legal Ground: We process this data to fulfill our obligations to you or to act on your specific requests (Contractual Necessity).

   Note on Compliance: Sharing your data for these purposes is required. If you choose not to provide it, we will be unable to fulfill your support requests or facilitate your use of the site.

6. Responding to Reports and Support Inquiries

   We process the contact details you provide via our website forms—specifically your email address and phone number—to address your reports or support requests. This processing is necessary to fulfill our contractual obligations or to take pre-contractual steps at your request.

   In some cases, we may also process photographs or sensitive personal data to resolve your inquiry. This specific processing is based on your explicit consent, which we will request separately. Refusing to provide this data will not prevent you from submitting a report, and you may withdraw your consent at any time by emailing [email protected].

7. Legal Protection and Dispute Resolution

   The Company may process your personal data to establish, exercise, or defend its legal rights in judicial, administrative, or out-of-court proceedings. This includes managing disputes related to our services, whether they involve you or a third party.

   Legal Basis: This processing is based on our legitimate interest in safeguarding our legal position.

   Your Rights: You may object to this processing based on your specific circumstances. However, providing this data is a requirement; without it, the Company would be unable to effectively protect its interests or resolve legal claims.

8. Meeting Our Legal Duties

   Sometimes, the law requires us to process your information. This includes staying compliant with EU and local regulations or responding to valid requests from law enforcement and government agencies. Because these are legal mandates, sharing your data for these purposes is required for us to remain in good standing with the law.

9. How We Protect Your Information

   We take data safety seriously, using a variety of technical and organizational measures to keep your information secure and accessible only to those who need it. Whether stored on our own systems or with our trusted service providers, your data is protected by rigorous security standards designed to prevent unauthorized access or loss.

10. Data Retention Policy

    We retain your Personal Data only as long as necessary to fulfill the purposes for which it was collected or to comply with legal requirements. If your data serves multiple purposes, we will keep it until the longest retention period expires; however, we will stop using that data for any project once its specific timeframe has ended.

    Access is strictly limited to authorized personnel who require it for their work. Once your data is no longer needed or has no legal basis for being kept, we will either securely destroy it or anonymize it permanently. Detailed retention periods for specific categories are listed below:

    1. Site Access and Technical Support: Registration and browsing data are retained for the duration of your membership and up to two years after your last login. We maintain server log files for a maximum of two years.
    2. Inquiries and Assistance: Data processed to address reports or support requests is stored for one year following the publication of the associated advertisement.
    3. Service Improvement: Data used for market research and statistical analysis is held for two years from the date of collection.
    4. Legal Defense and Dispute Resolution: In the event of judicial, administrative, or out-of-court proceedings, data is retained for the time strictly necessary to protect our legal rights.
    5. Regulatory Compliance: To comply with legal obligations or requests from governing authorities, data is stored for the duration required by applicable laws and regulations.

11. WHO HAS ACCESS TO YOUR DATA?

    To keep our website running smoothly, we share your information with our authorized staff and specific external partners. These “data processors” include the companies that handle our IT infrastructure, process your payments, and verify user ages. If you would like to see a full list of the companies we work with, simply email us at [email protected].

12. DATA TRANSFERS BEYOND THE EU

    Sometimes, we may need to process your data in countries outside the European Economic Area (EEA). When we do this, we ensure your information remains protected. If a country’s privacy laws aren’t as strict as those in the EU, we use legal safeguards (as required by GDPR Article 46) to guarantee your data security. You can contact us at any time to learn more about these protections or to see where your data is stored.

13. Contact Us

    If you have questions regarding this Privacy Policy or wish to exercise your legal rights (as detailed in Section 10), please contact us. SOFTELL LIMITED serves as the data controller for your information and can be reached at:

    SOFTELL LTD,
    42a Riverside workshops,
    Pipe House Wharf, Morfa Road, The Strand,
    SA1 2EN, Swansea, UK.

    Registration Number: 01726537

14. Your Data Privacy Rights

    We believe you should have full control over your information. Under the GDPR, you have the following rights regarding your personal data:

    • Access & Portability: You can request a copy of your data at any time. If we process your data automatically based on your consent or a contract, you can also ask for it in a machine-readable format to move it to another service.
    • Correction: If any information we hold is inaccurate or incomplete, you can ask us to fix it.
    • Deletion: You have the “right to be forgotten” and can request that we erase your data under certain conditions.
    • Withdraw Consent: If you previously permitted us to use your data, you can take it back whenever you like. This won’t affect the legality of any processing we did before you withdrew it.
    • Restrict or Object: You can ask us to stop using your data for specific purposes or limit how we process it.

    How to exercise your rights. To make a request, simply email us at [email protected]. There is no fee for this service, and we do not require any formal forms. Once we verify your identity, we will typically respond within one month. You also have the right to lodge a complaint with a data protection authority if you have concerns about our practices.

15. Your Right to Complaint

    If you believe our handling of your personal data breaches data protection laws, you have the right to file a formal complaint with your local regulatory authority or pursue legal action. However, we would value the opportunity to resolve any concerns you may have directly. We kindly ask that you contact us first so we can address the issue.