01Who we are
Legacy Software Limited ("Legacy Software", "we", "us", "our") respects your privacy and is committed to protecting your personal data. This policy explains how we collect and use personal data when you visit www.legacysoftware.co.uk (the "Site"), contact us, request a demonstration, or do business with us.
Legacy Software is the controller of your personal data for the purposes of the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018.
- Company
- Legacy Software Limited, registered in England and Wales, company number 08161762
- Registered office
- Fernlea House, Newby, Penrith CA10 3EX
- Privacy contact
- support@legacysoftware.co.uk
Data protection principles
We handle personal data in line with the UK GDPR principles. Personal data will be:
- processed lawfully, fairly and transparently;
- collected for specified, explicit and legitimate purposes only;
- adequate, relevant and limited to what is necessary;
- accurate and, where necessary, kept up to date;
- kept no longer than necessary; and
- kept secure, protected against unauthorised or unlawful processing, loss, damage or destruction.
02The personal data we collect
We collect only the business contact and technical data we need to respond to you, provide our products and run the Site.
| Category | Examples |
|---|---|
| Identity and contact data | Name, job title, organisation, business email address, telephone number, country |
| Enquiry data | Your area of interest (for example The Legacy Directory or Naming Workbench), your requirements and anything else you tell us in a form, email, call or meeting |
| Customer and contract data | Details needed to supply, license and support our software, including contract, billing and payment details for your organisation |
| Technical data | IP address, browser type and version, device and operating system, time zone and location settings |
| Usage data | Pages visited, links clicked, referring site, and time spent on the Site |
| Marketing preferences | Whether you have agreed to, or opted out of, marketing from us |
We do not knowingly collect special category data (such as health, ethnicity or religious beliefs) or criminal-offence data through the Site. Please do not include such information in enquiries.
Data within customer systems. When customers use our software to scan source code, programs, files, jobs and databases, that processing is carried out on the customer's behalf and under their instructions. In that role Legacy Software acts as a processor, and the customer's own privacy notice and our contract with them apply, not this policy.
03How we collect your personal data
- Directly from you: when you complete the contact or "Book a demo" form, email or phone us, attend a demonstration or meeting, or become a customer.
- Automatically: when you browse the Site, through server logs, cookies and similar technologies (see section 6).
- From third parties and public sources: for example business partners and resellers who refer you to us, your colleagues who name you as a contact, events we attend, and public sources such as Companies House and professional networking sites such as LinkedIn.
04How and why we use your personal data
We use personal data only where the law allows. Each purpose and its lawful basis under Article 6 UK GDPR is set out below.
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries and demo requests, and arranging demonstrations | Legitimate interests (to respond to business enquiries and develop our business); or steps taken at your request before entering into a contract |
| Entering into and performing contracts, including licensing, delivery, support, invoicing and collecting payment | Performance of a contract; legitimate interests where the contract is with your employer |
| Managing our relationship with you, including notifying you of changes to our products, terms or this policy | Performance of a contract; legal obligation; legitimate interests |
| Sending marketing about our products, services and events | Legitimate interests for existing business contacts; consent where the law requires it (see section 5) |
| Administering and protecting our business and the Site, including troubleshooting, testing, security and fraud prevention | Legitimate interests (running our business, network security, preventing fraud) |
| Analysing Site use to improve the Site, our products and our marketing | Legitimate interests; consent for non-essential cookies |
| Complying with law, regulation, and establishing, exercising or defending legal claims | Legal obligation; legitimate interests |
Legitimate interests. Where we rely on legitimate interests, we have weighed our interests against your rights and expectations, and we do not use your data where your interests override ours. You can ask us for details of this assessment.
Consent. Where we rely on consent, you can withdraw it at any time by contacting us. This does not affect processing carried out before you withdrew it.
New purposes. We use your data only for the purposes we collected it for, unless a new purpose is compatible with the original one. If we need to use it for an unrelated purpose, we will tell you and explain the lawful basis.
05Marketing
We may send business contacts information about our products, services and events that we think will interest them. For individual subscribers (such as personal email addresses or sole traders), we will ask for your consent first, as required by the Privacy and Electronic Communications Regulations 2003 ("PECR").
You can opt out at any time, free of charge, by using the unsubscribe link in any marketing email or by contacting us at support@legacysoftware.co.uk. Opting out of marketing does not stop service messages about a product you use or a contract you hold.
We do not sell your personal data, and we do not share it with third parties for their own marketing.
06Cookies and similar technologies
Cookies are small text files placed on your device when you visit a website. We use only strictly necessary cookies to make the Site work. The Site's fonts are provided by Google Fonts (see section 7), which does not set cookies; its scripts are served from our own website.
You can also block or delete cookies in your browser settings. Blocking all cookies may stop parts of the Site working.
07Who we share your personal data with
We share personal data only where needed for the purposes in section 4, and only with:
- Service providers who run parts of the Site for us, under contracts that require them to protect your data and use it only on our instructions:
- Formspree (Formspree, Inc., United States) receives what you enter in our "Request information" form, together with your IP address, and passes it to us by email.
- Google (Google LLC, United States) provides the fonts used on the Site through Google Fonts. Your browser fetches them from Google, which receives your IP address and browser details. Google Fonts does not set cookies.
- Business partners, resellers and integration partners where you have asked to be put in touch, or where they are involved in supplying products to your organisation.
- Professional advisers, including lawyers, accountants, auditors and insurers.
- HMRC, regulators, courts and law enforcement where we are legally required to, or to protect our rights, property or safety, or those of our customers or others, including fraud protection and credit risk reduction.
- A buyer or successor if we sell, transfer or merge any part of our business or assets. The new owner may use your data as set out in this policy.
We do not sell your personal data.
08International transfers
We aim to store personal data in the UK or the European Economic Area (EEA). Some of our service providers process data outside the UK; in particular, Formspree and Google (see section 7) are based in the United States. When they do, we make sure it is protected by at least one of these safeguards:
- the country has been found by the UK Government to provide an adequate level of protection (an adequacy regulation, including the UK–US "data bridge" for certified US organisations);
- we use the ICO's International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses; or
- where neither is available, an exception under Article 49 UK GDPR applies, for example where the transfer is necessary to perform a contract with you or to establish, exercise or defend legal claims, or you have given explicit consent.
Contact us for more information on the safeguards we use.
09Data security
We use appropriate technical and organisational measures to protect personal data against accidental loss and unauthorised access, use, alteration or disclosure. These include encryption in transit, access controls, and limiting access to staff and contractors who need it and who are bound by confidentiality.
We have procedures for dealing with any suspected personal data breach, and will notify you and the ICO where we are legally required to. No transmission over the internet is completely secure, so we cannot guarantee the security of data sent to the Site; any transmission is at your own risk.
10How long we keep your personal data
We keep personal data only as long as necessary for the purpose we collected it for, including any legal, accounting or reporting requirements. Then we securely delete or anonymise it.
| Data | Retention period |
|---|---|
| General enquiries and demo requests that do not lead to a contract | Up to 12 months after our last contact with you |
| Marketing contacts | Up to 24 months after your last active engagement, or until you opt out (we keep a suppression record so we do not contact you again) |
| Customer and contract records | Life of the contract plus 6 years |
| Financial and tax records | 6 years from the end of the financial year they relate to |
| Records needed for legal claims | Up to 12 years where the law or a deed requires it |
11Your legal rights
Under UK data protection law you have the right to:
- Access: request a copy of the personal data we hold about you.
- Rectification: have inaccurate or incomplete data corrected.
- Erasure: ask us to delete your data where there is no good reason for us to keep it (the "right to be forgotten").
- Restriction: ask us to suspend processing, for example while we check its accuracy.
- Data portability: receive data you gave us in a structured, machine-readable format, or have it sent to another organisation, where processing is based on consent or contract and carried out by automated means.
- Object: object at any time to direct marketing, and to processing based on legitimate interests where your situation gives grounds to do so.
- Withdraw consent: at any time, where we rely on consent.
- Not be subject to solely automated decisions with legal or similarly significant effects. We do not make such decisions.
Exercising your rights. Contact us at support@legacysoftware.co.uk. There is usually no fee, but we may charge a reasonable fee, or refuse, if a request is clearly unfounded or excessive. We may need to confirm your identity before responding. We aim to reply within one month; for complex or multiple requests this may be extended by up to two further months, and we will tell you if so.
12Other information
Third-party links. The Site may link to third-party websites, such as partner sites (for example Solidatus or Microsoft Purview) and social media. We do not control those sites and are not responsible for their privacy practices. Please read their privacy notices.
Job applicants. If you apply to work with us, we use your application details (CV, contact details, experience, references and right-to-work checks) only to assess your application and meet our legal obligations. If you are unsuccessful, we keep your data for 6 months after the decision, unless you agree that we may keep it longer for future roles.
Children. The Site and our products are intended for businesses and are not aimed at children under 18. We do not knowingly collect their data.
Changes to this policy. We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated. Where changes are significant, we will tell you by email or other appropriate means.
13Contact us and complaints
If you have any questions about this policy, or want to exercise your rights, please contact:
Privacy Manager, Legacy Software Limited
Fernlea House, Newby, Penrith CA10 3EX
support@legacysoftware.co.uk
If you are unhappy with how we have handled your personal data, please contact us first so we can try to put it right. You also have the right to complain at any time to the UK supervisory authority, the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113. If you are in the EEA, you may complain to your local data protection authority.