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Privacy policy

What personal data we collect through this website, why, how long we keep it and what rights you have.

Last updated 4 October 2026

Who we are

This website (softbee.co.uk and softbee.it) is run by Softbee Limited, a company registered in England and Wales with company number 10692994. Our registered office is 128 City Road, London, EC1V 2NX, United Kingdom. We are the controller of the personal data described below.

If you are a customer with an account on the MyServices portal, the portal has its own privacy policy for the data we handle there. This policy covers the public website only.

Our services are for businesses. We provide services to companies and to professionals acting for their business, not to private individuals. The customer data we hold is therefore business contact data, such as the name and work email address of a person at a company.

What we collect and why

When you write to usYour name, email address, the topic and your message, through the contact form or by email.
Why and on what basisTo answer you. Our legitimate interest in replying to enquiries, or steps you ask us to take before a contract.
When you subscribe to the newsletterYour email address, the language of the site, the page you signed up from, the wording you agreed to, and the date you confirmed.
Why and on what basisTo send you the newsletter. Your consent, which you give by ticking the box and confirming by email, and can withdraw at any time.
Technical dataThe address of your device (IP address), the page requested, the time and your browser, kept in server logs.
Why and on what basisTo run and secure the site. Our legitimate interest in keeping it working and safe.
Abuse preventionOur forms contain a hidden field that people cannot see. If a robot fills it in, we keep an irreversible code derived from its address (not the address itself) for 7 days and ignore that client meanwhile.
Why and on what basisTo stop spam and misuse. Our legitimate interest in protecting the site.

We do not use this website to take payments, and we do not ask for special categories of data. Please do not include sensitive details in a message.

Cookies and fonts

This website does not set cookies and does not use analytics or advertising trackers. See our cookie notice.

The typefaces on our pages are served by us, not by a third party, so loading a page does not send your address to any font provider.

If you are signed in to the MyServices portal, the account icon on this website asks the portal who you are, using the portal's own sign-in cookie, so that it can show your name. We do not store this information on the website.

Who we share it with

  • Service providers that help us run the website and send email on our behalf, namely the company that hosts our server and the company that delivers our email. They may only use your data to provide the service to us.
  • Authorities and advisers where the law requires it or where we need advice to protect our rights.

We do not sell your personal data, and we do not use it to train AI models.

Transfers abroad

We are based in the United Kingdom. Some of our providers may be in other countries, including the United States. Where personal data leaves the UK or the European Economic Area we rely on adequacy decisions or on standard contractual clauses or an equivalent safeguard.

How long we keep it

  • Business correspondence and contact messages: for as long as the business relationship lasts and afterwards for as long as we need them to meet our legal obligations and to protect our legal position, and in any case for the legal retention periods below. We review what we keep regularly.
  • Company, accounting and tax records: for the periods required by UK company and tax law, generally 6 years.
  • Newsletter: until you unsubscribe. After that we keep only the address and the date, so that we never write to you again by mistake.
  • Server logs: a limited period, only as long as needed for security and troubleshooting.
  • Abuse-prevention codes: 7 days.

Other things to know

  • Giving us your details is your choice. You do not have to use the contact form or the newsletter. If you do, we need your name and email address to be able to reply or to send you the newsletter; without them we cannot.
  • No automated decisions about you. We do not make decisions about people by automated means, and we do not build profiles of visitors. The only automated check is the robot detection on our forms described above.
  • Data protection officer. We have not appointed one, because the law does not require it for our activities. Privacy questions go to the same place as any other message: our contact page, marked "privacy".

Your rights

Under the UK GDPR and the Data Protection Act 2018, and where it applies the EU GDPR, you can ask us to:

  • tell you what data we hold about you and give you a copy;
  • correct data that is wrong;
  • delete your data;
  • restrict or stop how we use it, including objecting to uses based on our legitimate interests;
  • give you your data in a portable format; and
  • withdraw your consent at any time, for example by using the unsubscribe link in any newsletter. This does not affect what we did before you withdrew.
Your right to objectYou can object at any time to us using your data on the basis of our legitimate interests, for example for security logs or to answer an enquiry. Tell us and we will stop, unless we can show a compelling reason that overrides your interests, or we need the data for a legal claim. You can also object at any time to receiving the newsletter by unsubscribing.

To use any of these rights, write to us and mention "privacy". We reply within one month.

You also have the right to complain to the supervisory authority. In the UK this is the Information Commissioner's Office (ico.org.uk). If you live in the European Union you can also complain to your national authority; in Italy this is the Garante per la protezione dei dati personali (garanteprivacy.it). We would be glad to try to put things right first.

Security

The site is served over an encrypted connection (HTTPS). The data we collect through the forms is stored on systems with restricted access, and we only keep what we need.

Changes

If we change what we do with personal data we will update this page and its date. For significant changes affecting newsletter subscribers we will tell them by email.

Data protection registration

Softbee Limited is registered as a data controller with the UK Information Commissioner's Office (ICO).

ICO registration number: ZC212296 (see our entry on the ICO register).

If you have concerns about how we handle your personal data, you have the right to make a complaint to the ICO at any time (ico.org.uk).