PRIVACY POLICY

1. Who We Are

Procast Systems Limited ("Procast", "we", "us", "our") is a company incorporated in England and Wales (Company No. 14884644) with its registered office in London.

We provide a software platform designed to assist businesses with sales and cost tracking and ERP integration ("the Procast Platform" or "the Services").

We are registered as a data controller with the Information Commissioner's Office (ICO). Our ICO registration reference is: [INSERT REGISTRATION NUMBER]. If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at hello@procastsystems.com.

2. What This Policy Covers

This Privacy Policy explains how we collect, use, store, share and protect personal data relating to:

visitors to our website (procastsystems.com);
individuals who contact us by email, telephone or through our website;
prospective, current and former clients and their representatives;
users of the Procast Platform (authorised users within our client organisations).

A note on client data: When we process personal data on behalf of a client organisation (for example, data contained in files shared with us during onboarding or integration), we do so as a data processor acting on that client's instructions. That processing is governed by our Data Processing Agreement with the relevant client. This Privacy Policy does not apply to our processing as a processor.

3. Personal Data We Collect

3.1 Data you provide to us

We may collect the following personal data that you provide to us directly:

Identity data: your name, job title and the name of your organisation;
Contact data: email address, telephone number and business address;
Account data: login credentials (username and password) for the Procast Platform;
Communication data: the content of emails, messages or enquiries you send us;
Contract data: information contained in Order Forms, Agreements and related documents, including payment and billing details.

3.2 Data we collect automatically

When you visit our website or use the Procast Platform, we may automatically collect:

Technical data: your IP address, browser type and version, operating system, and device information;
Usage data: pages visited, features accessed, session duration, and click-stream data;
Cookie data: information collected through cookies and similar technologies (see our Cookie Policy for details).

3.3 Data we receive from third parties

We may receive personal data about you from third parties, including:

your employer or a colleague who registers you as an authorised user of the Procast Platform;
publicly available business directories or LinkedIn, for the purpose of business development;
our integration partners or your ERP provider, where relevant to delivering the Services.

4. How We Use Your Personal Data

We use personal data only for the purposes set out below, and only where we have a lawful basis for doing so under UK GDPR:

5. Cookies

We use cookies and similar tracking technologies on our website and platform. For full details of what cookies we use, why we use them and how to control them, please see our Cookie Policy at [procastsystems.com/cookie-policy].

6. Who We Share Your Data With

We do not sell your personal data. We may share it with:

Service providers and sub-processors who help us deliver the Services (for example, cloud infrastructure providers, email delivery platforms, payment processors). These providers are contractually bound to process personal data only on our instructions and in accordance with UK GDPR;
Professional advisers (lawyers, accountants, insurers) on a need-to-know basis and subject to confidentiality obligations;
Regulatory or law enforcement bodies, where required by applicable law or court order;
A buyer or successor entity, in the event of a merger, acquisition or sale of assets, provided appropriate confidentiality and data protection measures are in place.

A current list of our sub-processors is available on request. We will notify affected clients of any intended changes to sub-processors in advance.

7. International Transfers

We are based in the United Kingdom and endeavour to store and process personal data within the UK or European Economic Area.

Where we transfer personal data outside the UK or EEA, we ensure that appropriate safeguards are in place, such as the UK International Data Transfer Agreement (IDTA), UK adequacy regulations, or Standard Contractual Clauses. You may request details of the safeguards applicable to any such transfer by contacting us at hello@procastsystems.com.

8. Data Retention

We retain personal data only for as long as necessary for the purposes set out in this Policy, or as required by law. Our general retention periods are:

Client account data: retained for the duration of the agreement and for seven (7) years thereafter (or longer where required by law, for example, for tax records);
Platform user data: retained for the duration of the relevant user's active account, plus ninety (90) days following account closure, after which it is deleted or anonymised;
Prospecting and marketing data: retained for up to three (3) years from last contact, or until you opt out;
Website analytics data: retained for thirteen (13) months from collection.

Where we are required to retain data for a longer period by applicable law, we will do so but will restrict its use to those legally required purposes.

9. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

To exercise any of these rights, please contact us at hello@procastsystems.com. We will respond to your request within one calendar month. We may need to verify your identity before processing your request.

If you are not satisfied with how we handle your personal data or respond to your request, you have the right to lodge a complaint with the UK's supervisory authority, the Information Commissioner's Office (ICO): www.ico.org.uk | 0303 123 1113.

10. Data Security

We take the security of personal data seriously and have implemented appropriate technical and organisational measures to protect it against unauthorised access, accidental loss, destruction or disclosure. These measures include:

encryption of data in transit (TLS) and at rest;
access controls and role-based permissions;
regular security assessments and penetration testing;
staff training on data protection and information security.

In the event of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will notify you without undue delay.

11. Automated Decision-Making

We do not use automated decision-making processes (including profiling) that produce legal or similarly significant effects in relation to individuals.

12. Children's Data

The Procast Platform and our services are intended for business use only. We do not knowingly collect personal data from individuals under the age of 18. If you become aware that a minor has provided us with personal data, please contact us immediately and we will delete such data.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify affected individuals by email (where we hold your contact details) and update the "Last Updated" date at the top of this page. We encourage you to review this Policy periodically.

14. How to Contact Us

Data Controller: Procast Systems Limited

Address: London

Email: hello@procastsystems.com

Telephone: 07582 244786

For matters specifically relating to data protection, please mark your correspondence "FAO: Data Protection".