Who we are
Caledonian Software Solutions Ltd is a software consultancy registered in Scotland (company number SC895826), with its registered office in Glasgow, G41 2RS (the full address appears on the public register at Companies House). We are the data controller for the personal data described here. Contact: info@caledoniansoftwaresolutions.co.uk.
What we collect and why
Enquiries. When you use the contact form we collect your name, email address, company name (if you give one) and your message, so that we can reply. Your IP address is used at the moment of submission to limit automated spam; it is not attached to your enquiry.
Clients and billing. If you become a client we hold your business contact details, addresses, VAT details where relevant, signed agreements and invoices, in order to deliver the work and to meet our legal record-keeping duties.
Technical logs. Our web server keeps standard access logs (IP address, request, browser identifier) for security and troubleshooting. We do not use analytics or advertising trackers.
Our lawful bases
Responding to enquiries: our legitimate interest in answering people who write to us, and steps taken at your request before entering a contract. Client records and invoicing: performance of a contract, and compliance with legal obligations (UK company and tax law requires us to keep accounting records). Spam limiting and server logs: our legitimate interest in running a secure service.
Cookies
We set only essential cookies. The cookie notice lists each one and what it does.
Who we share data with
We do not sell personal data, and we do not share it with anyone for marketing. Data is processed on our behalf by the providers that run our infrastructure: our hosting provider (in the European Economic Area), our DNS and network provider, and our email provider for sending notifications. Each processes data only as needed to provide its service.
International transfers
Our systems are hosted in the UK and the European Economic Area. Where a provider processes data elsewhere, we rely on UK adequacy decisions or standard contractual safeguards.
How long we keep data
Enquiries: no later than 12 months after our last exchange with you, unless they lead to client work. Client agreements and invoices: at least six years, as required for accounting and tax purposes. Server logs: rotated on a short cycle.
Your rights
Under UK GDPR you can ask for access to your personal data, correction, erasure, restriction of processing, portability, and you can object to processing based on legitimate interests. Email us and we will respond within one month. You also have the right to complain to the Information Commissioner's Office (ico.org.uk), though we would appreciate the chance to resolve any concern first.
Security
The site is served over HTTPS only. Signed client documents are stored outside the public web root and are accessible only to authorised administrators. Access to systems holding personal data is restricted and authenticated.
Changes
If this policy changes, the new version appears on this page with the updated date shown above.