Privacy Policy

1. Who we are

ALVORIS SOFTWARE LTD is the data controller for personal data described in this policy.

ALVORIS SOFTWARE LTD
Company number: 17382770 — registered in England
Registered office: 36 Chesil Street, Winchester, England, SO23 0HX, United Kingdom
Email: support@alvorissoftware.tech
Telephone: +44 7848 458017

We are not currently required to appoint a data protection officer. Data protection enquiries are handled directly at the address above.

2. Summary of our position

• We collect personal data only where there is a clear reason for it.
• The main source is the enquiry form, email and telephone contact.
• We do not use advertising networks, behavioural tracking or third-party analytics on this website.
• We do not sell, rent or trade personal data to anyone.
• We do not add enquirers to a marketing mailing list.
• You can ask us what we hold about you, and ask us to correct or delete it.

3. Personal data we collect

3.1 Information you give us

When you submit the project enquiry form, email us or telephone us, we may collect:

• Name — so we know who we are corresponding with.
• Email address — to reply to your enquiry.
• Telephone number — where you provide it, or where you prefer a telephone response.
• Organisation name and country — where you provide them.
• Client type — whether the enquiry is made on behalf of an organisation or in a personal capacity.
• Enquiry content — the area of interest, services selected, your description of the requirement, the problem, current systems, desired outcome, budget range, timing and contact preference.
• Any additional information you choose to send — including attachments such as spreadsheets, screenshots or process notes.

Please do not send special category personal data (for example health, biometric or similar sensitive information) in an initial enquiry. If an engagement genuinely requires it, we will agree appropriate arrangements in writing first.

3.2 Information generated during an engagement

If we work together, we hold ordinary business contact records: correspondence, meeting notes, project documentation, quotations, invoices and payment records.

3.3 Information we do not collect

We do not collect payment card details through this website. Invoices are settled by bank transfer, and we hold only the payment references that appear on our bank statements and accounting records.

4. Why we process personal data

• To respond to enquiries — the primary purpose of everything collected through the enquiry form.
• To prepare quotations — scoping and pricing an engagement requires the detail you provide.
• To deliver services — ordinary project communication and record keeping.
• To meet legal and accounting obligations — invoices and financial records must be retained by law.
• To protect the website — server logs and anti-spam measures such as the honeypot field on the enquiry form.

We do not use enquiry data for profiling, automated decision-making or targeted advertising.

5. Lawful bases for processing

1. Legitimate interests — responding to an enquiry you have sent us, and maintaining ordinary business records. We consider this to be within your reasonable expectations, because you contacted us.
2. Performance of a contract — where you engage us, processing necessary to deliver the agreed services and administer the contract.
3. Legal obligation — retention of financial and tax records for the periods required by law.
4. Consent — where you tick the privacy consent box on the enquiry form to confirm you have read this policy, and in any other case where we ask for consent explicitly. Consent may be withdrawn at any time.

6. Website technical data

Like any website, this site is served by a web server which keeps standard access logs. Those logs may include IP address, date and time of request, the page requested, HTTP status, referring page and browser user-agent string. They exist for security, fault diagnosis and abuse prevention.

We do not use this data to build a profile of you, and we do not combine it with enquiry data.

7. Cookies and browser storage

This website sets no tracking cookies, no advertising cookies and no third-party analytics cookies.

The site does use a small amount of browser session storage, which is not a cookie and is not transmitted to our server. It stores two values so that the brand introduction animation plays once per browsing session rather than on every page:

• alvorisIntroSeen — records that the introduction has played in this session.
• alvorisNav and alvorisNavTitle — used to render the short page transition when you move between pages.

Session storage is cleared automatically when you close the browser tab, and it contains no personal data. Our Cookie Policy explains this in more detail.

8. Sharing and service providers

We do not sell, rent or trade personal data. We share it only where necessary:

• Hosting and email providers — the infrastructure that serves this website and carries our email operates under contract and processes data on our instructions.
• Accounting and professional advisers — where required for our own legal and financial obligations.
• Legal or regulatory disclosure — where we are required to disclose information by law, a court order or a regulator.

Where a provider processes personal data on our behalf, we require appropriate contractual terms and security obligations.

9. International transfers

We aim to keep personal data within the United Kingdom or the European Economic Area. Where a service provider processes data outside those areas, we take reasonable steps to ensure appropriate safeguards are in place, such as UK adequacy regulations or standard contractual clauses with the UK addendum. You may ask us which providers are involved in a particular engagement.

10. How long we keep data

• Enquiries that do not lead to an engagement — normally retained for up to 24 months, so that we can pick up a later conversation with context, then deleted.
• Client engagement records — retained for the duration of the engagement and for 6 years afterwards, to cover contractual limitation periods.
• Financial and tax records — retained for the period required by UK law, currently at least 6 years.
• Server access logs — retained for a short period for security and diagnostic purposes, typically no more than 12 months.

You may ask us to delete an enquiry earlier than these periods, and we will do so unless we are required to keep it.

11. Security

We apply measures appropriate to the size of our organisation and the sensitivity of the data:

• Encrypted connections (HTTPS) for this website.
• Access to enquiry and client information limited to those who need it.
• Authentication controls on the systems and accounts we use.
• Anti-spam protection on the enquiry form, including a honeypot field and server-side validation where an enquiry endpoint is configured.
• Regular application of security updates to the software we operate.

No transmission over the internet can be guaranteed completely secure. Please do not send passwords, financial credentials or highly sensitive documents by ordinary email; where an engagement requires secure exchange, we will arrange it.

12. Client data we process on your behalf

During an engagement we may access or process personal data held in your systems — for example when reviewing a database, migrating records into a new system or examining data quality. In that situation:

• You remain the controller and we act as processor.
• We process such data only on your documented instructions.
• We apply appropriate technical and organisational measures and impose confidentiality obligations on anyone we authorise to process it.
• Where the processing is substantial, we enter into a written data processing agreement with you.
• We use anonymised or reduced data sets for testing wherever that is practical.
• We return or delete such data at the end of the engagement, other than what we must retain for legal reasons.

13. Your rights

Under UK data protection law you have the right to:

• Be informed about how your data is used — the purpose of this policy.
• Access a copy of the personal data we hold about you.
• Rectification of inaccurate or incomplete data.
• Erasure of your data where there is no continuing lawful reason to keep it.
• Restrict processing in certain circumstances.
• Data portability — to receive data you provided in a structured, commonly used format.
• Object to processing based on legitimate interests.
• Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, email support@alvorissoftware.tech or telephone +44 7848 458017. We will respond within one month. There is no charge, and we may ask you to confirm your identity before disclosing personal data.

14. Complaints

If you are unhappy with how we have handled your personal data, please tell us first — we would prefer to resolve it directly. You also have the right to complain to the UK supervisory authority:

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

15. Changes to this policy

We may update this policy to reflect changes in how we operate or in legal requirements. The date at the top of this page shows when it was last revised. Material changes affecting existing clients will be communicated directly.

16. Contact

Questions about this policy or about the data we hold:

ALVORIS SOFTWARE LTD
36 Chesil Street, Winchester, England, SO23 0HX, United Kingdom
Email: support@alvorissoftware.tech
Telephone: +44 7848 458017
Company number: 17382770

This policy describes our actual practice and is drafted to be suitable for review by a qualified adviser. It is not legal advice.