Privacy Policy

1. Introduction

This Privacy Policy describes how PRESENCIS LTD ("we", "us", "our"), a company registered in Scotland and operating from 33 Kirkland Crescent, Dalry, KA24 5EA, Scotland, collects, uses, stores, shares, and protects personal data when you visit our website at https://presencis.team, use our services, communicate with us, or otherwise interact with our software development, digital publishing platform engineering, custom SaaS development, and enterprise software solutions.

We are committed to protecting your privacy and processing personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all applicable Scottish and United Kingdom data protection legislation. This policy applies to all personal data processed by PRESENCIS LTD regardless of the channel through which it is collected.

By accessing our website or using our services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the practices described herein, please refrain from using our website and services.

2. Data Controller Information

The data controller responsible for your personal data is PRESENCIS LTD, located at 33 Kirkland Crescent, Dalry, KA24 5EA, Scotland. For any privacy-related enquiries, requests, or complaints, you may contact us at contact@presencis.team or by telephone at +44 7922 654987.

We have not appointed a Data Protection Officer as we are not required to do so under UK GDPR. However, all data protection matters are handled by our senior management team with appropriate expertise and authority to respond to your requests within statutory timeframes.

3. Categories of Personal Data We Collect

We may collect and process the following categories of personal data depending on your relationship with us:

Identity Data: Full name, job title, company name, and professional identifiers.
Contact Data: Email address, telephone number, postal address, and business contact details.
Technical Data: Internet protocol (IP) address, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, device identifiers, and other technology on the devices you use to access our website.
Usage Data: Information about how you use our website, services, and communications, including page views, navigation paths, referral sources, and interaction patterns.
Communication Data: Content of messages, enquiries, support requests, and correspondence sent through our contact forms, email, or telephone.
Project Data: Information related to software development projects, including requirements, specifications, business context, and technical documentation provided during engagements.
Financial Data: Billing information, payment records, invoice details, and transaction history related to our services.
Marketing Data: Your preferences in receiving marketing communications and your communication preferences.

We do not routinely collect special category data (such as health information, biometric data, or data revealing racial or ethnic origin) unless specifically required for a project engagement and with your explicit consent.

4. How We Collect Personal Data

We collect personal data through various methods including:

Direct interactions when you complete contact forms, submit growth requests, send emails, call us, or engage our services.
Automated technologies including cookies, server logs, and analytics tools when you browse our website.
Third parties including business partners, referral sources, publicly available professional directories, and service providers who assist in our operations.
Project engagements where clients provide team member details, stakeholder information, and technical requirements necessary for software development delivery.

5. Legal Bases for Processing

Under UK GDPR, we process personal data only where we have a lawful basis. The lawful bases we rely upon include:

Contract: Processing necessary for the performance of a contract with you or to take steps at your request before entering into a contract, such as responding to project enquiries and delivering software development services.
Legitimate Interests: Processing necessary for our legitimate business interests, including website security, service improvement, fraud prevention, and direct marketing to existing clients, provided these interests are not overridden by your rights.
Consent: Where you have given clear consent for us to process your personal data for a specific purpose, such as subscribing to marketing communications or accepting non-essential cookies.
Legal Obligation: Processing necessary to comply with legal obligations, including tax reporting, regulatory compliance, and responding to lawful requests from authorities.

6. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and growth requests submitted through our website or direct communication channels.
To deliver software development services including custom SaaS development, digital publishing platform engineering, enterprise software solutions, cloud DMS development, API integration, and mobile application development.
To manage client relationships, project communications, invoicing, and contractual obligations.
To improve our website, services, and user experience through analytics and feedback analysis.
To send service-related communications including project updates, deployment notifications, and support responses.
To comply with legal and regulatory requirements applicable to our business operations in Scotland and the United Kingdom.
To protect our rights, property, and safety, and that of our clients, employees, and the public.
To send marketing communications about our services where permitted by law and in accordance with your preferences.

7. Data Sharing and Disclosure

We may share personal data with the following categories of recipients:

Service Providers: Third-party companies that provide hosting, cloud infrastructure, email delivery, analytics, payment processing, and professional services necessary for our operations.
Professional Advisers: Lawyers, accountants, auditors, and insurers who require access to personal data in connection with the services they provide to us.
Regulatory Authorities: Government bodies, law enforcement agencies, and regulators where required by law or to protect legal rights.
Business Transfers: In connection with any merger, acquisition, reorganisation, or sale of assets, personal data may be transferred to the acquiring entity subject to equivalent privacy protections.

We require all third parties to respect the security of personal data and to process it in accordance with applicable law. We do not sell personal data to third parties.

8. International Data Transfers

Some of our service providers may process personal data outside the United Kingdom. Where we transfer personal data internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the UK Information Commissioner's Office, adequacy decisions, or other mechanisms recognised under UK GDPR.

Cloud infrastructure providers used in our software development services may store project data in data centres located within the European Economic Area or other jurisdictions with adequate protection standards. We assess the data protection practices of all international processors before engagement.

9. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods vary depending on the category of data:

Contact enquiry data: retained for up to 24 months from last interaction unless a business relationship is established.
Client project data: retained for the duration of the engagement plus 7 years for contractual and legal compliance purposes.
Financial records: retained for 7 years in accordance with UK tax and accounting requirements.
Website analytics data: retained for up to 26 months in anonymised or pseudonymised form.
Marketing preferences: retained until you withdraw consent or object to processing.

When personal data is no longer required, we securely delete or anonymise it in accordance with our data retention schedule.

10. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. Security measures include:

Encryption of data in transit using TLS/SSL protocols for all website and communication channels.
Access controls limiting personal data access to authorised personnel on a need-to-know basis.
Regular security assessments of our systems, infrastructure, and development practices.
Secure development lifecycle practices for all software we engineer, including code review, dependency scanning, and penetration testing where appropriate.
Employee training on data protection responsibilities and security best practices.
Incident response procedures for detecting, reporting, and investigating personal data breaches.

While we take all reasonable steps to protect personal data, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but commit to notifying affected individuals and the ICO within 72 hours of becoming aware of any breach likely to result in a risk to rights and freedoms.

11. Your Rights Under UK GDPR

Under UK GDPR, you have the following rights regarding your personal data:

Right of Access: Request a copy of the personal data we hold about you.
Right to Rectification: Request correction of inaccurate or incomplete personal data.
Right to Erasure: Request deletion of personal data where there is no compelling reason for continued processing.
Right to Restrict Processing: Request restriction of processing in certain circumstances.
Right to Data Portability: Request transfer of personal data to another controller in a structured, commonly used format.
Right to Object: Object to processing based on legitimate interests or for direct marketing purposes.
Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent, without affecting the lawfulness of prior processing.
Rights Related to Automated Decision-Making: Not be subject to decisions based solely on automated processing that produce legal or similarly significant effects.

To exercise any of these rights, contact us at contact@presencis.team. We will respond within one month, extendable by two further months for complex requests. There is no fee for exercising your rights unless requests are manifestly unfounded or excessive.

12. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies. For detailed information about the cookies we use, their purposes, and how to manage your preferences, please refer to our Cookie Policy.

13. Children's Privacy

Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child without parental consent, we will take steps to delete that information promptly.

14. Third-Party Links

Our website may contain links to third-party websites, plugins, and applications. Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. We encourage you to read the privacy policy of every website you visit.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. The updated policy will be posted on this page with a revised "Last updated" date. For material changes, we will provide notice through our website or direct communication where appropriate.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

16. Complaints and Supervisory Authority

If you have concerns about how we handle your personal data, please contact us first at contact@presencis.team so we can attempt to resolve the matter. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues:

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: ico.org.uk
Telephone: 0303 123 1113

17. Contact Information

For any questions about this Privacy Policy or our data protection practices, contact:

PRESENCIS LTD
33 Kirkland Crescent, Dalry, KA24 5EA, Scotland
Email: contact@presencis.team
Phone: +44 7922 654987
Website: https://presencis.team

Additional Provisions

Processing of Client Project Data

When engaged in software development projects, we process project-related personal data including team member contact details, user stories, authentication requirements, and system specifications. This data is processed under contractual necessity and legitimate interests. Project data is stored on secure cloud infrastructure with access restricted to assigned project team members. Upon project completion, data is retained according to our retention schedule or returned/deleted per contractual agreement.

Marketing Communications

We may send marketing communications about our software development services, digital publishing platform capabilities, and enterprise software solutions to individuals who have expressed interest or with whom we have an existing business relationship. You may opt out of marketing communications at any time by clicking the unsubscribe link in any email or contacting us directly. We maintain suppression lists to honour opt-out requests permanently.

Automated Decision-Making and Profiling

We do not engage in automated decision-making or profiling that produces legal or similarly significant effects on individuals. Website analytics may generate aggregated usage statistics, but these do not result in automated decisions affecting individual rights.

Data Protection Impact Assessments

Where processing activities are likely to result in high risk to individuals' rights and freedoms, we conduct Data Protection Impact Assessments (DPIAs) in accordance with ICO guidance. This includes assessment of new technology deployments, large-scale processing of personal data, and systematic monitoring of publicly accessible areas.

Records of Processing Activities

We maintain records of processing activities as required under Article 30 of UK GDPR. These records document the purposes of processing, categories of data subjects and personal data, recipients, international transfers, retention periods, and security measures for each processing activity.

Employee and Contractor Data

We process personal data of employees and contractors for employment administration, payroll, performance management, and legal compliance. Employee data is processed under contractual necessity and legal obligation bases with appropriate confidentiality safeguards.

Vendor and Supplier Data

Personal data of vendor and supplier contacts is processed for procurement, contract management, and business communication purposes under legitimate interests and contractual necessity bases.

Website Server Logs

Our web servers automatically log technical information including IP addresses, request timestamps, HTTP methods, response codes, and user agent strings. Server logs are retained for security monitoring and troubleshooting for up to 90 days before automatic deletion.

Social Media Interactions

If you interact with us through social media platforms, those platforms' privacy policies govern the data they collect. We may receive personal data you provide through social media messages or comments, which we process in accordance with this Privacy Policy.

Due Diligence and Compliance

We may process personal data as part of due diligence activities, regulatory compliance checks, and anti-fraud measures. Such processing is conducted under legal obligation and legitimate interests bases with appropriate data minimisation.

Supplementary Data Protection Provision 1

PRESENCIS LTD maintains comprehensive data protection governance aligned with ISO 27001 principles and ICO accountability framework requirements. Our data protection programme includes regular policy reviews, staff training schedules, processor assessment procedures, breach response protocols, and subject access request handling workflows. We conduct annual privacy audits to verify compliance with this Privacy Policy and applicable legislation. Personal data processed in connection with custom SaaS development, digital publishing platforms, cloud document management systems, and API integration projects receives enhanced protection including encrypted storage, role-based access controls, audit logging, and secure deletion procedures upon project completion or contract termination. Clients may request data processing agreements specifying additional security requirements, sub-processor restrictions, and data localisation preferences. We accommodate reasonable security requirements within project scope and contractual frameworks.

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Extended Data Protection Clause 1

PRESENCIS LTD processes personal data in strict accordance with the principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and confidentiality as set out in Article 5 of UK GDPR. Our privacy governance framework includes documented procedures for data subject access requests, rectification workflows, erasure protocols, restriction mechanisms, portability exports, and objection handling. All staff members with access to personal data receive annual data protection training covering UK GDPR requirements, ICO guidance, secure handling practices, and breach reporting obligations. We maintain a register of data processing activities updated quarterly and reviewed by senior management. Personal data collected through our website at https://presencis.team is processed on servers located within the United Kingdom and European Economic Area with appropriate transfer safeguards for any international processing. Project-related personal data shared during software development engagements is protected by confidentiality clauses in our service agreements and technical security measures including encryption at rest and in transit. Contact us at contact@presencis.team for any privacy-related enquiries.