Privacy Policy

2. What personal data we process and how we collect it

Information You Provide Directly

We may collect personal information when you:

• contact us through our website;
• request information, demonstrations or support;
• communicate with us by email or telephone;
• register for events or meetings;
• use TranSearch or associated services; or
• create or administer user accounts.

This information may include:

• name;
• company name;
• job title;
• business email address;
• telephone number;
• postal address;
• account credentials;
• support requests and correspondence; and
• any other information you choose to provide.

We may also obtain limited business contact information from publicly available sources, professional networking platforms, referrals, business partners, event registrations and other lawful business sources where relevant to our legitimate business activities.

You are generally not under a statutory or contractual obligation to provide personal information to us, although certain information may be required in order for us to respond to enquiries, provide services or enter into contractual arrangements.

UK Software Ltd does not currently carry out automated decision-making or profiling that produces legal or similarly significant effects on individuals.

Customer Data Within TranSearch

Customers may use TranSearch to store and manage operational, administrative or compliance-related records, including documents and files containing personal or confidential information.

Depending on how customers configure and use the platform, this may include:

• personnel records;
• asset assignment records;
• maintenance histories;
• document archives;
• audit information;
• compliance records;
• scanned files and images; and
• other business or operational data.

Some customers may also choose to store special category data or sensitive records within their own TranSearch environment.

In these circumstances:

• the customer organisation remains the data controller responsible for determining the lawful basis and purpose of processing; and
• UK Software Ltd generally acts as a data processor when providing hosted services, technical support, maintenance and related operational services on behalf of customers.

Customers are responsible for ensuring that their use of TranSearch, including the categories of personal data stored within their environments, complies with applicable laws, regulations, internal governance requirements and retention obligations.

Information Collected Automatically

When you visit our website or use our services, we may automatically collect certain technical and usage information, including:

• IP address;
• browser type and version;
• device information;
• operating system;
• pages visited;
• referral URLs;
• date/time information;
• usage activity and diagnostic data; and
• cookie and analytics information.

This information helps us:

• maintain security;
• monitor website performance;
• diagnose technical issues; and
• improve our services and user experience.

3. Why We Use Personal Information

We may use personal information to:

• respond to enquiries and requests;
• provide software, support and related services;
• manage customer relationships;
• administer user accounts and permissions;
• maintain system security and auditability;
• monitor and improve website and platform performance;
• comply with legal and regulatory obligations;
• communicate operational or service-related information;
• send relevant business communications;
• administer and protect our business, infrastructure and services;
• investigate suspected misuse, unauthorised access or security incidents;
• maintain internal records, audit trails and compliance documentation;
• exercise or defend legal claims where necessary; and
• protect our systems, services and users from misuse or unauthorised activity.

UK Software Ltd does not sell personal information or customer data to third parties.

4. Legal Basis for Processing

Under UK GDPR, we rely on one or more of the following lawful bases for processing personal information.

Legitimate Interests

We process information where necessary for our legitimate business interests, including:

• operating and improving our services;
• responding to enquiries;
• maintaining security;
• supporting customers; and
• administering our business operations.

Where we rely on legitimate interests, we assess and balance any potential impact on individuals’ rights and freedoms and implement appropriate safeguards to ensure processing remains fair, proportionate and lawful.

Contractual Necessity

We process information where necessary:

• to provide requested services;
• to fulfil contractual obligations; or
• to take steps prior to entering into a contract.

Consent

Where required, we rely on consent for specific activities such as optional marketing communications or non-essential cookies.

Consent may be withdrawn at any time.

Withdrawal of consent does not affect the lawfulness of processing carried out prior to withdrawal.

Legal Obligations

We may process information where necessary to comply with legal, regulatory or statutory obligations.

5. Data Processing Agreements

Where UK Software Ltd processes personal data on behalf of customers in connection with the provision of TranSearch and related services, such processing is governed by contractual agreements and, where applicable, data processing agreements in accordance with applicable data protection legislation.

These agreements define the responsibilities of each party in relation to the processing, security and management of personal data.

6. Hosting, Security and Infrastructure

TranSearch cloud environments are hosted within the United Kingdom using UK-based infrastructure providers, including Hyve Managed Hosting.

We implement appropriate technical and organisational security measures in accordance with Article 32 UK GDPR designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

The measures taken to protect personal information and customer data may include:

• role-based access controls;
• user authentication and permissions management;
• audit logging and activity tracking;
• restricted administrative access;
• backup and resilience procedures;
• network and infrastructure security controls;
• confidentiality obligations and access controls for authorised personnel; and
• operational monitoring and security management processes.

Access to customer environments and personal data by authorised UK Software Ltd personnel is restricted to legitimate support, operational, maintenance, contractual or security purposes and is subject to appropriate access controls, internal authorisation procedures and confidentiality obligations.

UK Software Ltd maintains internal processes for identifying, managing and responding to information security incidents and personal data breaches in accordance with applicable legal, regulatory and contractual obligations.

Where required by applicable law, UK Software Ltd will notify affected parties and relevant supervisory authorities of reportable personal data breaches within applicable legal timeframes.

For on-premise deployments, customers are responsible for the security, configuration and management of their own infrastructure environment unless otherwise agreed contractually.

While we take security seriously, no system or method of electronic transmission can be guaranteed to be completely secure.

7. Use of Artificial Intelligence (AI)

We do not use artificial intelligence (AI), machine learning, or automated decision-making systems to process your personal data. All data processing carried out by our software is performed using predefined software logic and is not used to train AI models or support generative AI services. We do not share your personal data with AI service providers for processing.

8. Sharing Personal Information

We may share personal information with trusted third-party service providers where necessary to operate our business and services.

This may include providers supporting:

• cloud hosting and infrastructure;
• email and communication systems;
• CRM and customer relationship management;
• analytics and website performance monitoring;
• technical or operational support services;
• professional advisers, auditors, insurers and legal representatives; and
• regulatory authorities, courts, law enforcement agencies or government bodies where disclosure is required or permitted by law.

Our providers may include:

• Hyve Managed Hosting;
• Google Workspace;
• Pipedrive;
• Google Analytics; and
• Cookiebot.

We only share information where necessary and subject to appropriate contractual and security safeguards.

We may also disclose information:

• where required by law;
• to comply with legal obligations or lawful requests;
• to protect legal rights or security; or
• in connection with a business restructure, acquisition or sale.

UK Software Ltd does not sell personal information or customer data to third parties.

10. Cookies and Analytics

Our website uses cookies and similar technologies to:

• maintain website functionality;
• improve user experience;
• analyse website traffic and usage; and
• support website performance and security.

We use Google Analytics to help us understand how visitors interact with our public website and improve website usability and performance.

Where required by law, non-essential cookies and analytics technologies are only activated following user consent through our cookie consent management platform.

You can control cookies through your browser settings and, where applicable, through our cookie consent tools.

Website analytics technologies are used to understand and improve the performance and usability of our public-facing website and services. We do not use website analytics tools to profile or analyse customer operational data stored within TranSearch environments.

For more information, please refer to our Cookie Policy.

14. Third-Party Websites

Our website may contain links to external websites or services operated by third parties.

We are not responsible for the privacy practices or content of third-party websites and encourage users to review their respective privacy policies.

9. International Transfers

We primarily store and process personal information within the United Kingdom.

Some third-party providers used by UK Software Ltd may process limited personal information outside the United Kingdom.

Where personal information is transferred outside the United Kingdom, we implement appropriate safeguards including adequacy regulations, International Data Transfer Agreements (IDTAs), approved contractual clauses or equivalent technical and organisational protections where required.

We take reasonable steps to ensure transferred information remains appropriately protected.

11. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to satisfy legal, regulatory, contractual and operational requirements.

Retention periods are determined based on the nature of the information, contractual requirements, legal obligations, operational necessity and legitimate business needs.

Typical retention periods may include:

• enquiry and prospect information: up to 24 months after last meaningful contact;
• customer contractual and business records: up to 6 years following the end of the customer relationship;
• support and operational records: in accordance with contractual and operational requirements;
• customer-hosted TranSearch data: in accordance with customer agreements, configuration and retention policies.

Depending on deployment configuration and customer requirements, TranSearch may provide configurable retention, archival and disposal controls to support customer information governance and records management obligations.

Backup and archived data may be retained for limited periods as part of normal business continuity and disaster recovery processes.

Archived or backup data retained for disaster recovery or business continuity purposes is not routinely accessed or actively processed unless required for restoration, legal or security purposes.

12. Your Rights

Subject to applicable data protection law, individuals may have rights including:

• the right to be informed about how personal information is collected and used;
• the right to access personal information;
• the right to correct inaccurate or incomplete information;
• the right to request deletion of personal information;
• the right to restrict or object to processing;
• the right to data portability;
• the right to withdraw consent where processing relies on consent; and
• rights relating to automated decision-making and profiling.

UK Software Ltd does not currently carry out automated decision-making or profiling that produces legal or similarly significant effects on individuals.

Individuals also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if they believe their personal information has been processed unlawfully or their rights have been infringed.

Requests relating to customer-managed data held within TranSearch should normally be directed to the relevant customer organisation acting as data controller.

To exercise your rights, please contact us using the details below.

13. Statutory or Contractual Requirements

You are not generally under a statutory obligation to provide personal information to UK Software Ltd.

However, certain information may be required in order for us to:

• respond to enquiries;
• provide software or support services;
• enter into contracts;
• administer customer relationships; or
• fulfil contractual or legal obligations.

Failure to provide relevant information may limit our ability to provide services, support or respond to requests.

15. Children’s Privacy

Our products and services are intended for business and organisational use and are not directed toward children.

We do not knowingly collect personal information from children.

18. How to raise a privicy complaint

If you have any concerns or complaints about how we process your personal data, you have a right to raise a formal complaint directly with us under the Data (Use and Access) Act 2025.

Our Response Process and Timelines

Escalation to the Regulator

We are committed to working with you to resolve any data privacy disputes. However, if you are not satisfied with our final response or believe we are not processing your data in accordance with the law, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

You can find contact details and submission forms on the official ICO Website.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, operational practices or legal obligations.

The latest version will always be published on our website with the updated revision date.

17. Contact Information

If you have any questions about this Privacy Policy or how we process personal information, please contact:

19. Document Information