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Privacy Policy

PRIVACY NOTICE

Last updated: 18 July 2022

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This privacy notice of Soft Sphere Ltd (‘Company’, 'we', ‘us’, or ‘ours’) describes how and why we might collect, store, use, and/or share (‘process’) your information when you use our services ('Services’), such as when you:

  • Visit our website at www.sscms.tech, 

  • Engage with us by signing a separate contract for providing services. 

 

Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our site and services. If you still have any questions or concerns, please contact us at legal@softsphere.ltd.

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TABLE OF CONTENTS

  1. WHAT INFORMATION DO WE COLLECT AND WHY?

  2. HOW DO WE PROCESS YOUR INFORMATION?

  3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

  4. HOW LONG DO WE KEEP YOUR INFORMATION?

  5. HOW DO WE KEEP YOUR INFORMATION SAFE?

  6. DO WE COLLECT INFORMATION FROM MINORS?

  7. WHAT ARE YOUR PRIVACY RIGHTS?

  8. DO WE MAKE UPDATES TO THIS NOTICE?

  9. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

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1. WHAT INFORMATION DO WE COLLECT AND WHY?

The data we collect and process is the data that is provided to us by data subjects. Categories of our data subjects include: user, client, employee/ contractor of our client.

User
If you are a website visitor we only collect technical information about you as well as information you provide us such as your name, phone number, email address, company name, jot title, website.

Client
When you engage us for services and at points throughout our relationship, we are sometimes required to process your information to comply with our legal, regulatory and risk management obligations. This can include, for example, conflict of interest checks and fraud-related background checks.

Whilst you are a client, we can collect, maintain and process your personal data whilst we supply our services to you.

We can also use your contact information for the purposes of collecting payment from you and to inform you of any changes to the terms of our arrangements.

Depending upon the nature of your instruction to us, personal data submitted by you, on your behalf or which we generate in the course of providing our services to you can also include special categories of information.

If you engage with us for the performance of our services, we may collect your name, date of birth, tax number, the company you work for and your job title, contact details, identification and financial information. The legal basis for this is the performance of the contract. We will store your information during our contractual relationships and up to 3 years thereafter. 

If you are employee/contractor of our client

We may obtain data when your employer transfers your data to us, such as name, surname, position, contact details or when we directly contact you (in such case we collect data on demand). The legal basis is the performance of the contact. We will store your information during our contractual relationships and 6 months thereafter.

Before we enter any contractual relationship, we can receive information from our clients or by our independent check.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Marketing information. We use your email address to send you information about other our services in which we think you may be interested. You can opt out of receiving marketing communications from us at any time through your marketing preferences page by clicking the “unsubscribe” link at the bottom of any marketing email you receive from us. You can also contact our customer support to communicate your choice to opt out. Please note that it may take up to three days to remove your contact information from our marketing communications lists, so you may receive correspondence from us for a short time after you make your request. You will not be able to opt out of service emails from us, such as password reset emails, billing emails, or notifications of updates to our terms, unless you terminate the contractual relationships with us.

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2. HOW DO WE PROCESS YOUR INFORMATION?

We process your information to provide, improve, and administer our services, communicate with you, for security and fraud prevention, and to comply with law.

We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our services, including:

  • To deliver and facilitate delivery of services to a user. We may process your information to provide you with the requested service.

  • To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.

  • To send administrative information to you. We may process your information to send you details about our services, changes to our terms and policies, and other similar information.

  • To fulfil and manage your orders. We may process your information to fulfil and manage your orders, payments.

  • To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual's vital interest, such as to prevent harm.

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3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

We may need to share your personal information in the following situations:

Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

Affiliates. We may share your information with our affiliates, in which case we will require those affiliates to honor this privacy notice. Affiliates include our parent company and any subsidiaries, joint venture partners, or other companies that we control or that are under common control with us.

Business Partners. We may share your information with our business partners to offer you certain products, services, or promotions.

Third Parties. We will disclose your personal information to third parties to the extent that it is necessary:
- to comply with a governmental request, court order, or applicable law;

- to prevent illegal use of our website;

- to protect against claims of third parties;

- to help prevent or investigate fraud.

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4. HOW LONG DO WE KEEP YOUR INFORMATION?

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). 

We store your personal information during the performance of the contact with us and three years after. However, you can exercise your right to delete your data. In this case, your data will be deleted from our servers within 30 days of your request.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

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5. HOW DO WE KEEP YOUR INFORMATION SAFE?

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our services is at your own risk. You should only access the services within a secure environment.

All our employees and any third parties we engage to process your information are obliged to respect the confidentiality of your personal data.

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6. DO WE COLLECT INFORMATION FROM MINORS?

We do not knowingly solicit data from or market to children under 18 years of age. By using the services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent's use of the services. If we learn that personal information from users less than 18 years of age has been collected, we will take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at legal@softsphere.ltd.

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7. WHAT ARE YOUR PRIVACY RIGHTS?

You, as subjects of personal data, have the following rights:

- The right to access information. You can request an explanation of the processing of your personal data.

- The right to verify your information and seek rectification. If you find that we process inaccurate or out-of-date information, you can verify the accuracy of your information and/or ask for it to be updated or corrected.

- The right to portability. You can request all the data that you provided to us, as well as request to transfer data to another controller.

- The right to restrict processing. You may partially or completely prohibit us from processing your personal data.

- The right to file complaints. If your request was not satisfied, you can file a complaint to the regulatory body.

- Right to be forgotten. You can send us a request to delete your personal data from our systems.

- Right to withdrawal of consent. For data that you have previously consented to, you can always withdraw your consent and we will stop processing it.

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To exercise your rights, write us an email at legal@softsphere.ltd.

If your request was not satisfied, you can file a complaint to your local data protection supervisory authority.

Cookies and similar technologies: Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies this could affect certain features or services of our services. 

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9. DO WE MAKE UPDATES TO THIS NOTICE?

We may update this privacy notice from time to time. The updated version will be indicated by 'an updated' date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

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10. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at legal@softsphere.ltd.

 

Controler’s details: 

SOFT SPHERE LTD, company number: HE 360410

Address: Gladstonos & Evagelistrias, 1, AGATHANGELOU BUSINESS CENTER, 3032, Limassol, Cyprus

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