This policy explains what personal data Soft Rivox Tech collects, why, how long it is kept, and what you can ask us to do with it.
Last updated: August 2026. Soft Rivox Tech, Manchester, United Kingdom.
Who we are
Soft Rivox Tech is a software development and digital marketing company based in Manchester. For the data described in this policy we are the data controller. If you are a client, we may also act as a data processor for personal data held inside a system we built or maintain for you; where that is the case, the terms of our contract with you govern that relationship and take precedence over this policy.
What we collect
Information you give us
- Contact form submissions: your name, email address, phone number if you provide one, and the content of your message.
- Correspondence: emails, call notes and documents exchanged while we scope or deliver a project.
- Client account details: billing contacts and the information needed to deliver an engagement.
Information collected automatically
- Server logs: IP address, browser type, pages requested and timestamps, recorded by our hosting provider for security and diagnostics.
- Analytics: aggregate information about how the site is used, where analytics are enabled.
Why we use it, and our lawful basis
- To answer your enquiry — legitimate interests, and steps taken at your request prior to entering a contract.
- To deliver work you have engaged us for — performance of a contract.
- To keep accounting and tax records — legal obligation.
- To keep the site secure and diagnose faults — legitimate interests.
We do not sell personal data. We do not use contact form submissions for marketing lists, and we do not add enquirers to a newsletter without a separate, explicit opt-in.
How long we keep it
- Enquiries that do not become projects: retained for up to 24 months, then deleted.
- Client project records: retained for the duration of the engagement and for 6 years afterwards, which matches statutory limitation and accounting requirements.
- Server logs: retained for a short rolling period by our hosting provider.
Who we share it with
We share personal data only with service providers who need it to help us operate, and only for that purpose. These currently include our hosting provider, our email provider, and our accountants. Each is bound by contract to protect it.
We host client systems in the United Kingdom by default. Where a service we rely on processes data outside the UK, we rely on appropriate safeguards for that transfer.
Cookies
This site uses only the cookies required for it to function, including a session cookie used by the administration area. We do not set advertising or cross-site tracking cookies. Where analytics are enabled, they are configured to avoid collecting more than is necessary.
Your rights
Under UK GDPR you have the right to:
- Ask what personal data we hold about you, and receive a copy.
- Have inaccurate data corrected.
- Ask us to delete data, where we have no overriding obligation to keep it.
- Object to, or ask us to restrict, processing based on legitimate interests.
- Ask for your data in a portable format.
- Withdraw consent at any time, where consent was the basis for processing.
To exercise any of these, email us using the address on our contact page. We will respond within one month. There is no charge.
If you are not satisfied with our response, you can complain to the Information Commissioner's Office, the UK supervisory authority for data protection, at ico.org.uk.
Security
Access to personal data is restricted to the people who need it. Systems we operate use role-based permissions, hashed passwords and encrypted connections, and are backed up daily with a tested restore procedure. No system is perfectly secure, and we will notify you and the ICO where we are required to do so.
Changes to this policy
If we change this policy we will update the date at the top. Material changes affecting how we use data you have already given us will be communicated directly.
Contact
Questions about this policy, or about data we hold, should go through our contact page.