Privacy Policy

1. Who We Are

This Privacy Policy applies to ShahiSoftware (“ShahiSoftware”, “we”, “us” or “our”), a company of the Global Elite Concern group, and to the website at shahisoftware.com (the “Website”). For the purposes of UK data protection law (UK GDPR and the Data Protection Act 2018), ShahiSoftware is the controller of personal data collected through the Website and through our own sales and support communications.

You can contact us about privacy at support@shahisoftware.com.

2. Information We Collect

We collect only the information needed to run the Website and to respond to you. This includes:

• Contact form data: your name, email address, subject and message when you write to us through the contact page.
• Support and ticket data: details you give us when you raise or follow up a support ticket, including any files or screenshots you choose to send.
• Correspondence: emails, phone calls and messages (including WhatsApp) you send us, and records of our replies.
• Meeting and booking data: if you book a call through our booking page, the details you enter there (such as name, email and preferred time) are processed by the booking provider. See section 6.
• Technical data: IP address, browser type, device type, pages requested, referring page and timestamps, recorded automatically in our web server logs for security, troubleshooting and abuse prevention.
• Business and client data: for paid engagements, information needed to create and administer your account, contract, invoices and project delivery.

Please do not send us sensitive personal information (such as health records, financial account details, passwords or government identification numbers) through the contact form or by email unless we have specifically asked for it and agreed how it will be handled.

3. How We Use Your Information

We use personal information to:

• respond to enquiries, support requests and sales conversations;
• deliver the products, licences, subscriptions and services you have purchased or requested;
• send service messages, such as order confirmations, renewal notices and security updates;
• keep the Website secure, prevent fraud and abuse, and diagnose technical problems;
• keep accounting, tax and contract records that the law requires us to keep;
• establish, exercise or defend legal claims;
• improve our Website and service content, using aggregated or de-identified information where possible.

We do not sell personal information, and we do not use the contact form or support tickets to build advertising profiles.

4. Legal Bases for Processing

Where UK GDPR applies, we rely on one or more of the following legal bases:

• Contract: processing needed to take steps before entering into a contract with you, or to perform a contract (for example, delivering a licence or project).
• Legitimate interests: responding to enquiries, securing our Website, preventing fraud, and managing our business, where these interests are not overridden by your rights.
• Legal obligation: keeping records required by tax, accounting and company law, and responding to lawful requests from authorities.
• Consent: where you ask us to send optional marketing emails. You can withdraw consent at any time.

5. Cookies and Similar Technologies

The Website uses only the technologies needed for it to function, such as a session or security cookie where required. At the time of writing, the Website does not use advertising cookies or third-party analytics cookies. If this changes, we will update this section and, where the law requires it, ask for your consent before setting non-essential cookies.

Most browsers let you block or delete cookies in their settings. Blocking essential cookies may affect how parts of the Website work.

6. Who We Share Information With

We share personal information only where necessary, with:

• Hosting, networking and email providers that run the Website and our mailboxes on our behalf;
• Booking provider: our “Book a Meeting” link opens a scheduling page run by Tymeslot. Information you enter there is handled under Tymeslot’s own privacy policy;
• Professional advisers, such as accountants, lawyers and insurers, under duties of confidentiality;
• Group companies within the Global Elite Concern group where needed to deliver a service or run shared administration;
• Authorities and courts where we are legally required to disclose information, or where disclosure is necessary to protect rights, safety or property.

Links to third-party sites (for example LinkedIn, WhatsApp, or our product websites) take you outside our control. Their privacy practices are governed by their own policies.

7. Product and Client Data

This Privacy Policy covers information collected through shahisoftware.com and our sales and support channels. Each product or application may have its own privacy terms, and those terms apply to the data processed inside that product. Examples include:

• HeartOS: designed to store check-ins, habits and preferences on your device. Data is not sent to our servers. The HeartOS app has its own privacy policy.
• Client-hosted products (such as ShahiVac, Shahi CuraNova, Shahi IMS, ShahiTranslate Pro, ShahiDocs Manager, ShahiPages Builder and ShahiSupport Hub): where we host, operate or support these for a client organisation, we usually act as a processor on that client’s instructions. The client is responsible for its end users and is bound by a written data processing agreement with us.

Please do not submit patient, medical, or other regulated records to this Website. Use the product channel agreed with your organisation instead.

8. International Transfers

Some of our providers are based outside the United Kingdom or European Economic Area. Where we transfer personal information to a country without an adequacy decision, we use safeguards recognised by UK law, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

9. How Long We Keep Information

• Contact and enquiry records: up to 24 months after our last contact, unless they lead to a contract.
• Support and ticket records: for the life of the support relationship and up to 24 months afterwards.
• Client, contract and invoice records: for at least six years after the end of the financial year to which they relate, as required by UK tax and company law.
• Web server logs: up to 90 days, unless needed longer for a security investigation.

We delete or anonymise information when it is no longer needed for these purposes.

10. How We Protect Information

We use encryption in transit (HTTPS), access controls limited to people who need the information, secure hosting and regular software updates. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we become aware of a personal data breach that is likely to risk your rights, we will tell you and the Information Commissioner’s Office where required.

11. Your Rights

Under UK data protection law you have the right to:

• access the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to erase your information in certain circumstances;
• ask us to restrict or object to certain processing;
• receive a copy of information you gave us in a portable format, where applicable;
• withdraw consent at any time where we rely on consent;
• complain to the Information Commissioner’s Office at ico.org.uk.

To exercise these rights, email support@shahisoftware.com. We may need to verify your identity before responding. We normally reply within one month.

12. Children

The Website and our business services are not directed at children under 16. We do not knowingly collect personal information from children. If you believe a child has sent us personal information, contact us and we will delete it.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The effective date at the top of this page shows when it was last revised. Material changes will be highlighted on the Website, and where the law requires it, we will notify you directly.

14. Contact Us

For privacy questions or requests, contact us at support@shahisoftware.com or info@shahisoftware.com, or call +44 7462 2202239.

Our registered business details are available on request.