Privacy Policy

Future Software Ltd respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you:

• visit our website;

• contact us by telephone, email or through an online form;

• enquire about or purchase our products and services;

• work with us as a customer, supplier, partner or contractor;

• subscribe to our marketing communications;

• attend an event or demonstration involving Future Software; or

• apply for a position with us.

It also explains your rights under applicable UK data protection law.

1. Who we are

Future Software Ltd is the organisation responsible for the personal information described in this Privacy Policy, except where we process information solely on behalf of one of our customers.

Our contact details are:

Future Software Ltd
Oakwood
Grove Business Park
Waltham Road
White Waltham
Berks, SL6 3LW
United Kingdom

Email: hello@future-software.co.uk
Telephone: +44 (0)1628 947 666
Company number: 3400689

For the purposes of applicable UK data protection law, Future Software Ltd is generally the data controller of the personal information covered by this policy.

In some circumstances, particularly when providing software, hosting, support or technical services to a customer, we may process personal information on that customer’s instructions. In those circumstances, the customer is normally the data controller and Future Software Ltd acts as a data processor. Questions about information held through a customer-operated system should usually be directed to that customer in the first instance.

2. Personal information we collect

The information we collect depends on how you interact with us.

Information you provide to us

We may collect:

• your name, job title and organisation;

• your business or personal email address;

• your telephone number;

• your postal or business address;

• information included in an enquiry, contact form or correspondence;

• details about your organisation, project or technical requirements;

• account, support and customer-service information;

• contractual, purchasing and billing information;

• records of meetings, demonstrations and communications;

• marketing preferences;

• event registration or attendance details;

• feedback, survey responses or testimonials; and

• recruitment information, such as your CV, employment history, qualifications and references.

Please avoid providing sensitive personal information unless it is necessary for your enquiry or we have specifically requested it.

Information collected automatically

When you use our website, certain technical information may be collected automatically through cookies and similar technologies, including:

• your IP address;

• browser type and version;

• device type and operating system;

• approximate location derived from your IP address;

• pages viewed and links selected;

• the date, time and duration of your visit;

• referral sources; and

• information about how you interact with our website.

Information obtained from other sources

We may receive professional contact information from:

• colleagues within your organisation;

• customers, suppliers, distributors and channel partners;

• referrals and professional introductions;

• events, exhibitions and industry organisations;

• publicly available company websites, professional directories and business networking platforms; and

• service providers supporting our business operations.

Where appropriate, we will tell you that we have received your information and provide the relevant privacy information.

3. How we use your information

We may use personal information to:

• respond to enquiries and requests;

• arrange consultations, meetings, demonstrations or quotations;

• assess project requirements and prepare proposals;

• provide, manage and support our products and services;

• administer customer, supplier, distributor and partner relationships;

• create and manage accounts;

• provide technical support, maintenance and updates;

• process purchases, invoices and payments;

• manage contracts and business records;

• communicate important service, product or security information;

• improve our website, products, services and customer experience;

• understand website performance and visitor behaviour;

• protect our systems, website, employees and customers;

• prevent fraud, misuse and security incidents;

• manage events and marketing campaigns;

• send relevant business and marketing communications;

• consider employment applications;

• establish, exercise or defend legal claims; and

• comply with legal, regulatory, tax and accounting requirements.

We will not use personal information for a purpose that is incompatible with the purpose for which it was collected unless permitted or required by law.

4. Our lawful bases for using personal information

We only use personal information where we have a lawful basis to do so.

Depending on the circumstances, we may rely on:

Contract

We may process information where it is necessary to enter into or perform a contract with you, including to:

• prepare a requested quotation or proposal;

• deliver products or services;

• administer customer accounts;

• provide support; or

• manage payments and contractual obligations.

Legitimate interests

We may process information where it is necessary for our legitimate business interests and those interests are not overridden by your rights.

These interests may include:

• responding to business enquiries;

• developing customer and partner relationships;

• operating and improving our website and services;

• understanding the needs of our market;

• maintaining appropriate business records;

• securing our systems and preventing misuse;

• promoting relevant Future Software products and services to business contacts; and

• establishing or defending legal rights.

Where required, we assess our interests against the potential effect on the individuals concerned.

Consent

We may rely on your consent where you:

• agree to receive certain marketing communications;

• accept non-essential cookies;

• provide information for a specific optional purpose; or

• agree to remain under consideration for future employment opportunities.

You may withdraw your consent at any time. Withdrawing consent does not affect the lawfulness of processing that took place before consent was withdrawn.

Legal obligation

We may process information where necessary to comply with legal, regulatory, tax, accounting, employment or reporting obligations.

Legal claims and other permitted grounds

Where necessary, we may process information to establish, exercise or defend legal claims or where another lawful ground under applicable data protection legislation applies.

5. Marketing communications

We may use your professional contact details to send information about Future Software’s products, services, events, case studies, partnerships and company developments.

We will only send electronic marketing where we have an appropriate lawful basis and where this is permitted by applicable electronic marketing rules.

You can stop receiving marketing communications at any time by:

• selecting the unsubscribe option in a marketing email; or

• contacting hello@future-software.co.uk.

Opting out of marketing will not prevent us from sending essential service, contractual, support or administrative communications.

We may retain limited information on a suppression list after you unsubscribe so that we can respect your preference and avoid contacting you again for marketing purposes.

We do not sell or rent personal information to third-party marketers.

6. Cookies and similar technologies

Our website is hosted using the Wix platform and uses cookies and similar technologies.

Cookies are small data files stored on your device when you visit a website. They may be used to make the website operate correctly, remember preferences, maintain security and understand how visitors use the site.

We may use the following categories of cookies:

Strictly necessary cookies

These cookies are required for the website to function securely and correctly. They may support functions such as website security, network management, accessibility and cookie preference management.

These cookies do not normally require consent.

Functional cookies

These cookies allow the website to remember choices or provide enhanced functionality.

Analytics and performance cookies

These cookies help us understand how visitors use our website, including which pages are visited and how users move around the site. This information helps us improve website performance and content.

Advertising or marketing cookies

Where used, these cookies may help measure marketing activity or provide more relevant advertising.

We will not place non-essential cookies on your device unless you have provided the required consent. You can accept, reject or manage non-essential cookies through the cookie banner or settings tool displayed on our website.

You can also control cookies through your browser settings. Disabling certain cookies may affect the operation or availability of some website features.

The cookies and providers used by the website may change as the website develops. The cookie settings tool should be consulted for the most current information about individual cookies and their duration.

7. How we share personal information

We may share personal information with trusted organisations where this is necessary for the purposes described in this policy.

These may include:

• website hosting and technology providers, including Wix;

• cloud hosting, storage and IT-support providers;

• email, communications and collaboration providers;

• customer relationship management and marketing platforms;

• analytics and website-performance providers;

• payment, accounting and financial-service providers;

• professional advisers, including accountants, insurers, auditors and legal advisers;

• distributors, resellers, suppliers and delivery partners involved in providing a requested product or service;

• recruitment providers and referees;

• public authorities, courts, regulators and law-enforcement agencies where required by law; and

• potential purchasers, investors or advisers in connection with a business restructuring, investment, merger or sale.

Where another organisation processes information on our behalf, we require it to use the information only for the agreed purposes and to apply appropriate security and confidentiality measures.

We may share contact or project information with a distributor, reseller or partner where this is necessary to respond to your request, deliver a solution or make an introduction you have requested. Where appropriate, we will explain this before sharing your information.

8. International transfers

Some of our service providers may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we take steps designed to ensure that it receives an appropriate level of protection. Depending on the destination and provider, these measures may include:

• UK adequacy regulations;

• the UK International Data Transfer Agreement;

• an approved UK Addendum to standard contractual clauses; or

• another lawful transfer mechanism or applicable exception.

You may contact us for further information about the safeguards used for relevant international transfers.

9. How we protect your information

We use appropriate technical and organisational safeguards designed to protect personal information from:

• unauthorised access;

• accidental loss;

• alteration;

• disclosure;

• misuse; and

• destruction.

Measures may include access controls, authentication, secure hosting, system monitoring, staff procedures, contractual protections and appropriate data backups.

Access to personal information is restricted to employees, contractors and service providers who require it for legitimate business purposes.

No internet transmission or storage system can be guaranteed to be completely secure. However, we review our safeguards and update them where appropriate.

10. How long we keep personal information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including to satisfy legal, accounting, regulatory or reporting requirements.

Our typical retention periods include:

• General website and business enquiries: normally up to 24 months following the last meaningful communication, unless the enquiry develops into an ongoing business relationship.

• Customer, supplier and contractual records: for the duration of the relationship and normally for up to six years afterwards.

• Financial and transactional records: normally for six years following the relevant financial year, or longer where required by law.

• Project and technical-support records: for the duration of the project or support relationship and for an appropriate period afterwards, depending on contractual, warranty, security and legal requirements.

• Marketing information: until you unsubscribe, object or your information is no longer considered relevant, subject to retaining limited suppression information.

• Recruitment information: normally for up to six months after the relevant recruitment process, unless a longer period is required or you agree that we may retain it for future opportunities.

• Cookie and analytics information: for the periods displayed through our cookie settings tool or determined by the relevant cookie or analytics provider.

• Complaints and rights requests: for an appropriate period after the matter has been resolved so that we can demonstrate how it was handled.

We may retain information for longer where necessary to deal with a dispute, investigate suspected wrongdoing, comply with a legal requirement or establish, exercise or defend a legal claim.

When personal information is no longer required, we will delete it, anonymise it or securely restrict its use.

11. Your data protection rights

Depending on the circumstances and the lawful basis being used, you may have the right to:

• be informed about how your information is used;

• request access to the personal information we hold about you;

• request correction of inaccurate or incomplete information;

• request deletion of your personal information;

• request that we restrict how your information is used;

• object to processing based on legitimate interests;

• object to direct marketing at any time;

• receive certain information in a portable, machine-readable format;

• ask us to transfer certain information to another organisation;

• withdraw consent where processing is based on consent; and

• challenge certain decisions made solely through automated processing.

These rights are not absolute and may not apply in every situation. For example, we may need to retain information to comply with a legal obligation or establish or defend a legal claim.

You have an absolute right to object to the use of your personal information for direct marketing.

To exercise a right, contact:

Email: hello@future-software.co.uk
Telephone: +44 (0)1628 947 666

You may also write to us at the address shown in section 1.

We may need to request additional information to confirm your identity before completing a request. We will normally respond within one month, although additional time may be permitted for particularly complex or extensive requests. We will explain any applicable extension.

You will not normally be charged for exercising your rights. However, applicable law may allow us to charge a reasonable fee or refuse a request where it is manifestly unfounded or excessive.

12. Automated decision-making

We do not currently use the personal information covered by this policy to make decisions based solely on automated processing that produce legal or similarly significant effects.

Should this change, we will update this policy and provide the information required by applicable law.

13. Data protection complaints

You have the right to complain if you believe that Future Software Ltd has not handled your personal information appropriately or has failed to comply with data protection law.

To make a data protection complaint, contact:

Email: hello@future-software.co.uk
Telephone: +44 (0)1628 947 666

Please clearly state that you are making a data protection complaint and provide enough information for us to understand and investigate your concerns.

We will:

• acknowledge receipt of your complaint within 30 days;

• take appropriate steps to investigate it without undue delay;

• keep you informed about the progress of the complaint where appropriate; and

• tell you the outcome without undue delay.

We would appreciate the opportunity to address your concerns directly. However, you also have the right to complain to the UK’s supervisory authority:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire, SK9 5AF
United Kingdom

Telephone: 0303 123 1113

The ICO provides an online complaint service through its website.

14. Children’s information

Our corporate website is not directed at children, and we do not knowingly collect personal information directly from children through the website.

Some Future Software products may be used within schools, universities or other educational environments. Where a product is provided to an educational institution or another customer, the institution or customer is generally responsible for deciding how personal information is collected and used through that deployment.

Individuals with questions about information collected through a customer-operated system should contact the relevant institution or system administrator in the first instance.

15. Links to other websites

Our website may contain links to websites, services or social-media platforms operated by other organisations.

Future Software Ltd is not responsible for the privacy practices or content of external websites. You should review the privacy information provided by the relevant organisation before submitting personal information.

16. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes to:

• our website;

• our products and services;

• our data-handling practices;

• the technology providers we use; or

• applicable legal and regulatory requirements.

The current version will be published on our website with a revised “last updated” date. Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected individuals.

17. Contact us

Questions, requests or concerns about this Privacy Policy or our handling of personal information should be directed to:

Future Software Ltd
Oakwood
Grove Business Park
Waltham Road
White Waltham
Berks, SL6 3LW
United Kingdom

Email: hello@future-software.co.uk
Telephone: +44 (0)1628 947 666
Company number: 3400689

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