Privacy Policy

Who we are

Joan Software Solutions, Inc is the data controller for information collected through this website. You can reach us at contact@joansoftware.com for any question about this policy or about the information we hold.

Registered address: [registered business address].

What we collect

Information you give us

When you submit the enquiry form, or email us directly, we receive what you choose to send:

• Your name
• Your work email address
• Your company name, if you provide it
• The subject you select, and whatever you write in the message field

Please don't send confidential business information, patient or subject data, credentials, or anything covered by an agreement you have with someone else through this form. It is an ordinary enquiry form, not a secure channel. If you need to share something sensitive, say so and we will agree a suitable method first.

Information collected automatically

Our hosting provider records standard server logs when a page is requested — IP address, approximate location derived from it, browser and device type, the page requested, and the time. These logs exist to keep the site running and secure. We do not use them to build a profile of you, and we do not combine them with anything you submit.

Everything the site needs — typefaces, stylesheets and scripts — is served from our own domain. There is no third-party font service, CDN, embedded video or social widget on any page. Loading this website therefore discloses your IP address to our hosting provider and to no one else.

Cookies and tracking

This website sets no cookies. It runs no analytics, no advertising pixels, no session recording and no third-party trackers. There is nothing here for you to consent to or opt out of, which is why you were not shown a cookie banner.

Why we use it, and on what basis

We use what you send us to respond to your enquiry, to discuss and scope possible work, and to keep a record of that correspondence. Where the UK or EU GDPR applies, our lawful bases are:

• Legitimate interests — responding to a business enquiry you initiated, and keeping reasonable records of our business communications. We consider this to have a minimal privacy impact, since you chose to contact us and we ask for nothing beyond what a reply requires.
• Steps prior to entering a contract — where your enquiry concerns work you are considering engaging us for.
• Legal obligation — where we must retain records to meet tax, accounting or other statutory requirements.

We do not send marketing email. There is no mailing list, and submitting the form does not subscribe you to anything.

Who else sees it

We do not sell, rent, or trade personal information, and we do not share it for anyone else's marketing purposes. A limited number of service providers process it on our behalf, under contract and only on our instructions:

• Our website hosting provider, which serves the site and keeps the server logs described above
• Our form-handling provider, which delivers form submissions to our inbox
• Our email provider, which stores the correspondence

We may also disclose information where we are legally required to, or where it is necessary to establish or defend a legal claim.

International transfers

We are based in the United States and our providers may store data there. If you contact us from the United Kingdom, the European Economic Area or Switzerland, your information will be transferred outside your home jurisdiction. Where that transfer requires a safeguard, we rely on the European Commission's Standard Contractual Clauses, or the UK Addendum to them, entered into with the relevant provider.

How long we keep it

We keep enquiry correspondence for 24 months from our last exchange with you, after which it is deleted unless it forms part of a client engagement record. Records connected to an actual engagement are kept for as long as the relationship lasts and then for the period our legal, tax and professional obligations require. Server logs are retained by our hosting provider on their standard, short schedule.

Your rights

Depending on where you live, you may have some or all of the following rights over the information we hold about you:

• Access — ask for a copy of it
• Rectification — have inaccurate information corrected
• Erasure — ask us to delete it
• Restriction — ask us to limit how we use it
• Portability — receive it in a portable format
• Objection — object to our use of it where we rely on legitimate interests

If you are in California, you also have the right to know what personal information we have collected and to request its deletion, and the right not to be discriminated against for exercising those rights. We do not sell or share personal information as those terms are defined under the CCPA, so there is nothing for you to opt out of.

To exercise any of these, email contact@joansoftware.com. We will respond within one month. There is no charge, and we will not ask you for more identification than we need to be sure it is you.

If you are in the UK or EEA and you think we have handled your information badly, you can complain to your national supervisory authority. We would rather you told us first, so we have a chance to put it right.

Security

The site is served over HTTPS, and access to our email and form submissions is restricted to the people who need it, protected by multi-factor authentication. No system is perfectly secure, which is why we ask you not to send sensitive material through the form.

Children

This is a business-to-business website and is not directed at children. We do not knowingly collect information from anyone under 16. If you believe a child has sent us information, email us and we will delete it.

Changes to this policy

If we change how we handle personal information, we will update this page and change the date at the top. Material changes will be described here rather than made quietly.

Contact

Questions about this policy, or about anything we hold: contact@joansoftware.com.