Privacy Policy

1. Introduction

This Privacy Policy describes how CROWN SOFTWARE SYSTEMS LTD ("Crown Software Systems", "we", "us", or "our") collects, uses, and protects information about you when you visit our website at crownsoftwares.com (the "Website") or contact us through our contact forms or email.

We are registered in England and Wales under company number 16940664, with our registered address at 635 Manchester Road, Wardley, Swinton, Manchester, M27 9QH.

We are committed to protecting your personal information and handling it in a fair, transparent, and lawful manner, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We collect only the personal information that is necessary for the purposes described in this policy. The types of information we may collect include:

• Contact information: name, company name, and email address provided when you complete our contact or request form.
• Message content: the content of any message or enquiry you submit to us.
• Technical data: anonymised usage data such as pages visited, browser type, device type, and approximate geographic region, collected via analytics tools (see Section 7).

We do not collect payment card information, government identification numbers, or sensitive personal data as defined under UK GDPR.

3. Information You Provide Through the Contact Form

When you submit a request or contact form on this Website, you provide us with your name, email address, and optionally your company name and a description of your enquiry. This information is collected for the sole purpose of responding to your request and communicating with you about potential or existing services.

Submission of the contact form constitutes your consent to us processing this information for the purposes stated. You are not required to complete the form, and withholding information simply means we may be unable to respond to your enquiry.

4. How We Use Information

We use the personal information we collect for the following purposes:

• To respond to your enquiry or request for services.
• To communicate with you about ongoing projects or services we provide.
• To send administrative information, such as changes to our terms, policies, or service arrangements.
• To improve our Website based on aggregated, anonymised usage analytics.
• To comply with legal obligations.

We do not use your personal information for automated decision-making or profiling. We do not sell your personal data to third parties. We do not use your information for unsolicited marketing communications without your explicit consent.

5. Legal Basis for Processing

We process your personal data under the following legal bases as provided for by the UK GDPR:

• Consent (Article 6(1)(a)): where you have submitted a contact form or explicitly agreed to our use of your data.
• Legitimate interests (Article 6(1)(f)): for operational communications, website analytics, and business administration, where our interests are not overridden by your rights.
• Legal obligation (Article 6(1)(c)): where processing is required to comply with applicable laws or regulations.

6. Data Retention

We retain personal data only for as long as is necessary to fulfil the purpose for which it was collected, or as required by law. Enquiry data from contact forms is retained for up to 24 months from the date of last contact, after which it is securely deleted unless an ongoing project or contractual relationship requires longer retention.

Analytics data is retained in anonymised form and does not include any personally identifiable information.

7. Cookies and Analytics

Our Website may use cookies and similar tracking technologies to help us understand how visitors use the site. Where analytics tools are used, they are configured to anonymise IP addresses and not to collect personally identifiable information.

You may control cookies through your browser settings. Disabling cookies will not affect your ability to access the content of this Website, though some functionality may be limited.

We do not use cookies for advertising or tracking across third-party websites.

8. Third-Party Services

We may use trusted third-party service providers to support the operation of this Website and our business, including website hosting, email delivery, and analytics platforms. These third parties are contractually obligated to process personal data only on our instructions and to maintain appropriate security standards.

We do not share your personal data with third parties for their own marketing or commercial purposes.

Our Website may contain links to external websites that are not operated by us. We are not responsible for the privacy practices of those websites and encourage you to review their respective privacy policies.

9. Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, disclosure, alteration, or destruction. These measures include encrypted communications via HTTPS and access controls on systems that hold personal data.

No method of transmission over the internet or electronic storage is entirely secure. While we take all reasonable precautions, we cannot guarantee the absolute security of information transmitted to or from this Website.

10. Your Rights

Under the UK GDPR, you have the following rights with respect to your personal data:

• Right of access: to request a copy of the personal data we hold about you.
• Right to rectification: to request correction of inaccurate or incomplete data.
• Right to erasure: to request deletion of your personal data where it is no longer necessary for the purpose for which it was collected.
• Right to restriction: to request that we restrict processing of your data in certain circumstances.
• Right to data portability: to receive your data in a structured, commonly used format where processing is based on consent or contract.
• Right to object: to object to processing based on legitimate interests.
• Right to withdraw consent: where processing is based on consent, to withdraw that consent at any time without affecting the lawfulness of processing prior to withdrawal.

To exercise any of these rights, please contact us using the details provided below. We will respond to all legitimate requests within one calendar month. If you are not satisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we do, we will update the effective date at the top of this page. We encourage you to review this page periodically. Continued use of the Website following any changes constitutes your acceptance of the updated policy.

12. Contact Information

If you have questions about this Privacy Policy, or wish to exercise your rights, please contact us:

CROWN SOFTWARE SYSTEMS LTD
635 Manchester Road, Wardley, Swinton
Manchester, M27 9QH
United Kingdom
Company number: 16940664
Email: support@crownsoftwares.com