Privacy & Cookie Policy
This policy explains how Pillsofts Limited collects, uses, protects and shares personal information, and how cookies and similar technologies are used on our website.
1. Who we are
Pillsofts Limited (“Pillsofts”, “we”, “us” or “our”) provides software development, digital products, IT, cybersecurity, operational improvement and related professional services.
Registered office: 31 Whinbrooke, Gateshead, England, NE10 8HR.
Privacy contact: [email protected].
2. Scope of this policy
This policy applies when you visit pillsofts.com, contact us, request information, discuss or receive our services, work with us as a supplier or partner, or apply for an opportunity with us. Separate products operated by Pillsofts may have their own privacy notices where their processing differs.
3. Information we may collect
- Identity and contact information: name, organisation, role, postal address, email address and telephone number.
- Enquiry and relationship information: messages, meeting notes, requirements, proposals, contracts, support requests and correspondence.
- Commercial and transaction information: services requested, quotation and invoicing information, payment status and business records. We do not intend to collect payment-card details directly through this website.
- Technical and usage information: IP address, device and browser information, approximate location, pages visited, referral source, timestamps, security events and cookie preferences.
- Recruitment information: CV, work history, qualifications, references and other information supplied for an opportunity.
- Any other information you choose to provide. Please do not send sensitive personal information unless it is necessary and we have agreed an appropriate method.
4. How we obtain information
We obtain information directly from you, from your organisation, through website forms and communications, through our delivery of services, from website and security technologies, and from lawful public or professional sources where relevant to a business relationship.
5. Why we use personal information
| Purpose | Typical information | Lawful basis |
|---|---|---|
| Responding to enquiries and discussing work | Contact, organisation and enquiry information | Legitimate interests; steps at your request before a contract |
| Providing and managing services | Relationship, project, commercial and communication records | Contract; legitimate interests |
| Billing, accounting and legal records | Contact, transaction and invoicing information | Contract; legal obligation; legitimate interests |
| Operating, securing and improving our website and systems | Technical, usage, security and preference information | Legitimate interests; legal obligation; consent where required for non-essential cookies |
| Managing suppliers, partners and professional relationships | Business contact and relationship information | Contract; legitimate interests |
| Recruitment and opportunities | Contact, CV and assessment information | Legitimate interests; steps before a contract; legal obligation |
| Protecting rights, preventing misuse and handling disputes | Relevant communications, technical and business records | Legitimate interests; legal obligation; legal claims |
Where we rely on legitimate interests, we consider the necessity of the processing and balance it against your rights. Where consent is used, you may withdraw it at any time without affecting earlier lawful processing.
6. Cookies and similar technologies
Cookies are small files or similar identifiers used by websites and online services. We use a consent tool to record your choices and to help prevent non-essential technologies from operating before permission is given.
Necessary cookies
These support security, network management, consent preferences and functions specifically requested by you. They cannot normally be disabled through our banner because the website may not function correctly without them.
Functional cookies
These may remember preferences such as language or improve embedded functionality. They are used only where permitted by your choice.
Analytics cookies
Where enabled, analytics technologies help us understand aggregated website use and performance. They are not activated before consent where consent is required.
Marketing cookies
We do not intend to use behavioural advertising cookies unless this is clearly disclosed and you have chosen to allow them.
7. Service providers and sharing
We do not sell personal information. We may share only what is reasonably necessary with:
- website hosting, email, backup, security and IT service providers;
- WordPress and website service providers used for site functionality, forms, analytics, translation and consent management, where enabled;
- professional advisers such as accountants, insurers, auditors and legal advisers;
- clients, suppliers or delivery partners where necessary for agreed work and appropriately controlled;
- regulators, courts, law-enforcement bodies or other parties where required by law or necessary to protect legal rights; and
- a buyer or successor in connection with a genuine corporate transaction, subject to suitable confidentiality and data-protection arrangements.
8. International transfers
Some technology providers may process information outside the United Kingdom. Where UK data-protection law requires safeguards, we use an adequacy regulation, approved contractual protections, or another lawful transfer mechanism and assess supplementary protections where appropriate.
9. How long we keep information
We keep personal information only for as long as reasonably needed for the purpose collected, including service delivery, support, security, accounting, tax, insurance and legal obligations. Retention depends on the nature of the relationship and information. Unsuccessful recruitment records are normally removed after a reasonable recruitment period unless a longer period is agreed or required. Contractual and financial records may be retained for the applicable statutory and limitation periods.
10. Security
We use proportionate organisational and technical measures designed to protect personal information, including access control, account security, software maintenance, security monitoring, backups and appropriate supplier controls. No internet service is completely risk-free, and you should use an appropriate channel when sending confidential information.
11. Your data-protection rights
Depending on the circumstances, you may have rights to be informed, access your information, correct it, erase it, restrict processing, object to processing, receive portable information, and not be subject to certain solely automated decisions. You may also withdraw consent where processing relies on consent.
To make a request, email [email protected]. We may need enough information to verify identity and locate relevant records. There is normally no charge, although the law allows limited exceptions.
12. Complaints
Please contact us first so we can try to resolve your concern. You also have the right to complain to the UK Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint.
13. Children
Our corporate website and professional services are not directed at children, and we do not knowingly collect children’s personal information through this website.
14. External links
Our website may link to products, clients, partners or other external websites. Their privacy practices are controlled by their respective operators, and we encourage you to read their notices.
15. Changes to this policy
We may update this policy when our services, technology or legal obligations change. The effective date above shows the latest published version. Material changes will be communicated where appropriate.