1. Who we are
Souto Systems provides AI-powered conversion and workflow services for service businesses. For questions about this notice or your personal data, contact hello@soutosystems.com.
2. Information we collect
We may collect information you provide directly, including your name, work email, business name, industry, website, enquiry volume, goals and any message you submit. We may also process technical information needed to operate and secure the website, and optional analytics information where you have consented.
Please do not submit medical records, diagnoses, payment-card details, passwords or other sensitive information through the general enquiry form.
3. Why we use your information
- To respond to enquiries and prepare a relevant demonstration or proposal.
- To take steps you request before entering into a contract and to provide contracted services.
- To maintain the security, reliability and administration of our systems.
- To understand website usage and improve the site where you have consented to optional analytics.
- To comply with legal, regulatory, accounting or fraud-prevention obligations where applicable.
4. Lawful bases
Depending on the activity, we rely on steps taken at your request before a contract, performance of a contract, our legitimate interests in operating and improving the business, compliance with legal obligations, and consent for optional analytics or marketing where consent is required.
5. Service providers and recipients
We use trusted service providers to host and operate the website and business systems. These may include Vercel for website hosting, Supabase for database and backend services, Resend for transactional email, and Google services for analytics/tag management where you have given the relevant consent. We only share information where needed for a legitimate business purpose, service delivery, security or legal compliance.
6. International transfers
Some providers may process information outside the United Kingdom. Where UK data-protection law requires safeguards for an international transfer, we use the provider's applicable contractual and organisational safeguards or another lawful transfer mechanism.
7. How long we keep information
We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including responding to an enquiry, managing a potential or active client relationship, meeting legal obligations and resolving disputes. Records are reviewed periodically and deleted or anonymised when they are no longer needed.
8. Your rights
Depending on the circumstances, you may have rights to access, correct, erase or restrict your personal data, object to certain processing, receive certain data in a portable form, and withdraw consent where processing is based on consent. To exercise a right, email hello@soutosystems.com.
Your right to object: where we rely on legitimate interests, you may object to that processing. We will consider your request in accordance with applicable law.
9. Complaints
If you have a concern, please contact us first so we can try to resolve it. You also have the right to complain to the UK Information Commissioner's Office (ICO). See ico.org.uk/make-a-complaint.
10. Automated decision-making
The website enquiry form does not make solely automated decisions that produce legal or similarly significant effects about you.
11. Cookies and analytics
Optional analytics technologies are not loaded unless you choose to allow them through our cookie controls. You can review or change your choice at any time using Cookie Settings. More information is available in our Cookie Policy.
12. Changes to this notice
We may update this policy when our services, providers or legal obligations change. The latest version will always be published on this page with the updated date.