Privacy Policy

1. Data Controller

ELITE (trading as Elite Enterprise Software) is the data controller responsible for your personal data.

Registered Address: United Kingdom

Data Protection Contact: privacy@eliteenterprisesoftware.com

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us using the details above.

2. What Data We Collect

We may collect and process the following categories of personal data:

Identity and Contact Data

• First name, last name
• Email address, phone number
• Company name, job title/profession
• Username and password (encrypted)
• Profile picture

Billing and Delivery Data

• Billing address (street, house number, city, county, postcode, country)
• Shipping/delivery address
• Payment information (processed securely by our payment providers; we do not store full card details)

Technical and Usage Data

• IP address, browser type and version, operating system
• Device identifiers, screen resolution
• Pages visited, time spent on pages, click patterns, referring URLs
• Cookies and similar tracking technologies
• Language and geographic location (derived from IP address)

Business Application Data

• Company registration number, VAT number, estimated monthly spend
• Supporting documents you choose to upload

We only collect personal data that is necessary for the purposes described in this policy. We do not collect any special category data (e.g. health data, biometric data, or data revealing racial or ethnic origin) unless you voluntarily provide it.

3. How We Collect Your Data

We collect personal data through:

• Direct interactions: When you create an account, place an order, fill out a contact or business application form, subscribe to our newsletter, or correspond with us.
• Automated technologies: As you interact with our website, we automatically collect technical and usage data through cookies and similar technologies. See our Cookie Policy for details.
• Third parties: We may receive data from payment providers, analytics services, and authentication providers when you sign in via third-party platforms.

4. Legal Basis for Processing (UK GDPR Article 6)

We only process your personal data where we have a lawful basis to do so. The legal bases we rely on are:

• Contract performance (Article 6(1)(b)): To process your orders, deliver products and services, manage your account, and handle returns or refunds.
• Legitimate interests (Article 6(1)(f)): To improve our website and services, prevent fraud, ensure network security, and conduct business analytics. We always balance our interests against your rights.
• Consent (Article 6(1)(a)): For marketing communications, non-essential cookies, and any processing where we specifically ask for your consent. You can withdraw consent at any time.
• Legal obligation (Article 6(1)(c)): To comply with tax, accounting, and regulatory requirements.

5. How We Use Your Data

We use your personal data to:

• Process and fulfil your orders, including software licence delivery
• Manage your account and provide customer support
• Process payments and prevent fraud
• Send transactional communications (order confirmations, delivery updates, licence keys)
• Send marketing communications where you have opted in or where we have a legitimate interest (existing customers)
• Personalise your experience and make product recommendations
• Improve our website, products, and services
• Comply with legal obligations, including tax and regulatory requirements
• Protect against fraud, unauthorised transactions, and other liability

6. Who We Share Your Data With

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

• Payment processors: To process your transactions securely (e.g. Stripe, PayPal, Klarna, Clearpay).
• Delivery and fulfilment partners: To deliver your orders.
• IT and hosting providers: Who help us operate our website and infrastructure.
• Analytics providers: To help us understand website usage (e.g. Google Analytics).
• Microsoft and software vendors: Where necessary to fulfil licence orders and manage partner obligations.
• Professional advisers: Including lawyers, auditors, and insurers where necessary.
• Law enforcement or regulators: Where we are legally required to do so.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your data for specified purposes and in accordance with our instructions.

7. International Transfers

Your personal data is primarily processed and stored within the United Kingdom and the European Economic Area (EEA). Where we transfer data outside the UK/EEA (for example, to service providers based in the United States), we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner
• Transfers to countries with an adequacy decision from the UK Secretary of State
• Binding Corporate Rules where applicable

You can request further details about the safeguards we use by contacting us at privacy@eliteenterprisesoftware.com.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Account data: For the duration of your account and for up to 2 years after account closure, unless a longer retention period is required by law.
• Order and transaction data: For 7 years from the date of the transaction to comply with tax and accounting obligations.
• Marketing data: Until you withdraw consent or unsubscribe, plus a short suppression period to ensure we respect your preference.
• Technical/analytics data: Typically up to 26 months, in line with our analytics tool settings.
• Contact form and support enquiries: For up to 3 years after resolution.

When data is no longer required, we securely delete or anonymise it so that you can no longer be identified from it.

9. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation and the Data Protection Act 2018, you have the following rights:

• Right of access (Article 15): You can request a copy of the personal data we hold about you.
• Right to rectification (Article 16): You can request that we correct any inaccurate or incomplete data.
• Right to erasure (Article 17): You can request that we delete your personal data in certain circumstances (also known as the "right to be forgotten").
• Right to restriction of processing (Article 18): You can ask us to restrict how we use your data in certain circumstances.
• Right to data portability (Article 20): You can request that we provide your data in a structured, commonly used, machine-readable format.
• Right to object (Article 21): You can object to our processing of your data where we rely on legitimate interests or for direct marketing purposes.
• Rights related to automated decision-making (Article 22): You have the right not to be subject to a decision based solely on automated processing. We do not currently use automated decision-making or profiling that produces legal effects concerning you.
• Right to withdraw consent: Where we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, please email us at privacy@eliteenterprisesoftware.com. We will respond to your request within one month. In complex cases, we may extend this by a further two months, and we will inform you if this is necessary.

There is no fee to exercise your rights in most circumstances. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive.

10. Cookies and Tracking Technologies

We use cookies and similar technologies on our website. For full details about the cookies we use, their purposes, and how to manage your preferences, please see our Cookie Policy.

11. Third-Party Authentication

Our website may offer sign-in through third-party platforms (such as Google or Microsoft). When you use these services, we may receive your name, email address, and profile picture from the provider. This data is handled in accordance with this Privacy Policy and the respective platform's privacy terms. You can disconnect third-party accounts at any time through your account settings.

12. Marketing Communications

You have choices about how we communicate with you:

• Opt out of emails: Click "unsubscribe" in any marketing email we send you.
• Account preferences: Manage your communication preferences in your account settings.
• Contact us: Email privacy@eliteenterprisesoftware.com to update your preferences.

Please allow up to 10 business days for your preferences to take effect. Even if you opt out of marketing, we will still send you transactional messages related to your orders and account.

13. Data Security

We have implemented appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit (TLS/SSL) and sensitive data at rest
• Access controls limiting who can access your data
• Regular security assessments and monitoring
• Secure payment processing through PCI DSS compliant providers
• Staff training on data protection and security
• Contractual obligations on third-party processors to maintain appropriate security

While we take all reasonable steps to protect your data, no method of transmission over the internet or electronic storage is 100% secure. In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office within 72 hours and will inform you directly if the breach is likely to result in a high risk to you.

14. Children's Privacy

Our website and services are not directed at children under the age of 13. We do not knowingly collect personal data from children under 13. If you are a parent or guardian and believe your child has provided us with personal data, please contact us at privacy@eliteenterprisesoftware.com and we will take steps to delete that information.

15. Links to Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites. We encourage you to read the privacy policy of every website you visit.

16. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will update the "Last Updated" date at the top of this page. For significant changes, we will take reasonable steps to notify you, such as by posting a prominent notice on our website or sending you an email.

17. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the UK's supervisory authority:

Information Commissioner's Office (ICO)

• Website: ico.org.uk/make-a-complaint
• Telephone: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would, however, appreciate the opportunity to address your concerns before you contact the ICO. Please contact us at privacy@eliteenterprisesoftware.com first.

18. Contact Us

For any privacy-related queries, requests, or complaints:

Email: privacy@eliteenterprisesoftware.com

Post: Data Protection, ELITE, United Kingdom

Contact Form: eliteenterprisesoftware.com/contact-us