Privacy Policy

1. Who we are

CODARIS DIGITAL LIMITED (“Codaris”, “we”, “us” or “our”) is the controller of personal data described in this Privacy Policy unless a particular engagement states otherwise.

Company number: 17478590
Registered in: England and Wales

Registered office:
25 Balleratt Street
Manchester
England
M19 3DF

Privacy contact:
info@codarisdigital.com

2. What this policy covers

This policy explains how Codaris handles personal data relating to website visitors, people who contact us, prospective customers, customers and business contacts.

A customer project may require additional privacy or data-processing terms depending on the systems and personal data involved.

3. Personal data we may collect

Depending on how you interact with us, we may collect:

• identity and contact information, such as your name, email address and telephone number;
• business or professional information, such as your organisation, role and business contact details;
• enquiry and project information, including the services you are interested in, requirements, budget or scope information you choose to provide, and messages or correspondence;
• contract and account information relating to quotes, SOWs, projects, service history and support;
• billing and transaction information, such as invoices, amounts, payment status and transaction references;
• technical and security information, such as IP address, request information, server/security logs and information used to protect forms and systems;
• information needed to provide website, automation, marketing, SEO, advertising or care services; and
• any other information you choose to provide in connection with an enquiry or engagement.

Codaris does not intend to store full payment-card details. Where practical, payments will be handled through processor-hosted invoices, payment links or checkout services.

4. How we collect information

We may collect personal data:

• directly from you through our website, email, telephone or other communications;
• during quotation, contracting, onboarding, project delivery, support and billing;
• from systems or accounts you authorise us to access for a project;
• automatically through essential website, server and security technologies; and
• from third parties where this is necessary for an engagement and lawful, for example a business contact, platform or service provider involved in the work.

5. Why we use personal data and our lawful bases

We use personal data for the following purposes where applicable:

Responding to enquiries and taking requested pre-contract steps
We use contact and enquiry information to respond to you, discuss requirements, prepare proposals and take steps at your request before entering into a contract.
Lawful basis: steps at your request before entering into a contract and/or legitimate interests in responding to genuine business enquiries.

Providing and managing services
We use project, contact, account and service information to deliver work, communicate, provide support and manage the customer relationship.
Lawful basis: performance of a contract and/or legitimate interests in operating and supporting our services.

Billing, accounting and legal compliance
We use transaction, invoice and contract records for billing, bookkeeping, tax, corporate records, legal claims and compliance.
Lawful basis: legal obligation, performance of a contract and legitimate interests in establishing, exercising or defending legal rights.

Security, fraud prevention and service protection
We may use technical, log, account and communication information to protect the website, forms, systems, accounts and services and to investigate misuse or incidents.
Lawful basis: legitimate interests in securing our business, customers and systems and, where applicable, legal obligations.

Service improvement and business administration
We may use appropriate project and communication information to administer and improve our internal processes, provided this is compatible with the purpose for which the information was collected and respects your rights.
Lawful basis: legitimate interests in operating and improving our business.

Marketing
We will use personal data for direct marketing only where permitted by applicable law. Where consent is required, we will rely on consent and you may withdraw it at any time.

Cookies and similar technologies
We use storage/access technologies in accordance with our Cookie Policy and applicable electronic-communications law.

6. Who may access or receive personal data

Access within Codaris is limited to authorised persons who need the information for legitimate business purposes.

We may also use service providers and professional advisers where reasonably necessary, including:

• website hosting and email providers;
• software, cloud, security and communications providers;
• accounting, tax, legal and professional advisers;
• payment processors, when payment services are introduced;
• project-specific software, API or platform providers where the customer has agreed or the service requires them; and
• public authorities, regulators, courts or law-enforcement bodies where disclosure is legally required.

We do not sell personal data to advertisers or data brokers.

7. International access and transfers

Codaris is a UK company. Customer and enquiry information may be accessed by an authorised Codaris director while physically located in Pakistan for legitimate company administration, communication and service delivery.

We take reasonable technical and organisational steps to protect personal data when it is accessed internationally.

Where Codaris transfers personal data to a separate organisation outside the UK and the transfer is restricted under UK data-protection law, we will use an applicable lawful transfer mechanism, such as UK adequacy regulations, appropriate safeguards or another lawful exception where available and appropriate.

You may contact info@codarisdigital.com for further information about relevant safeguards.

8. How long we keep personal data

We keep personal data only for as long as reasonably necessary for the relevant purpose, including legal, accounting, dispute and security requirements.

Our current working retention rules are:

• unsuccessful enquiries: normally 12 months after the last meaningful contact, unless there is a legitimate reason to retain them longer, such as a dispute, legal requirement or renewed engagement;
• contracts, invoices and key transaction/accounting records: normally at least 6 years from the end of the last company financial year to which they relate, and longer where law or a specific circumstance requires;
• active customer and project records: for the engagement and for an appropriate period afterwards to manage support, legal claims, compliance and legitimate business records;
• security and technical logs: for a period reasonably necessary for security, troubleshooting and incident investigation, subject to the systems and hosting services used; and
• backups: according to operational need and the retention settings of the relevant provider. Exact Hostinger backup and server-log periods are not stated here because they have not yet been confirmed.

When information is no longer required, we will delete, anonymise or securely dispose of it where reasonably practicable and lawful.

9. Security

We use reasonable technical and organisational measures appropriate to the nature of the information and the services involved.

No internet or storage system can be guaranteed completely secure. You should use appropriate security measures when sending credentials or sensitive material and use an agreed secure method where available.

10. Payment information

Where Codaris uses an external payment processor, that provider may collect and process payment information under its own privacy terms.

Codaris intends to use processor-hosted invoices, payment links or checkout where practical and does not intend to store full payment-card details itself.

We may retain transaction references, invoice details, payment status and other records needed for accounting, support, fraud prevention and legal compliance.

11. Cookies and similar technologies

Our use of cookies and similar storage/access technologies is explained in our Cookie Policy.

At the date of this policy, the current website review records essential form/security technology and no optional analytics or advertising trackers enabled.

If this changes, we will update our cookie information and implement any legally required consent or objection mechanism before using the relevant technology.

12. Your rights

Depending on the circumstances and the applicable lawful basis, you may have rights to:

• access your personal data;
• correct inaccurate personal data;
• request erasure;
• restrict certain processing;
• object to certain processing;
• receive certain personal data in a portable format; and
• withdraw consent where we rely on consent.

These rights are subject to legal conditions and exceptions.

To exercise a right, contact info@codarisdigital.com. We may need to verify your identity before acting on a request.

13. Right to object

Where we process personal data on the basis of legitimate interests, you may have the right to object to that processing.

You have an absolute right to object to the use of your personal data for direct marketing.

14. Complaints

If you have a concern, please contact us first at info@codarisdigital.com so we can try to resolve it.

You also have the right to complain to the UK Information Commissioner’s Office (ICO). Information about making a complaint is available from the ICO at ico.org.uk.

15. Automated decision-making

Codaris does not currently use website enquiry data to make solely automated decisions that produce legal or similarly significant effects on individuals.

If this changes, we will provide the information required by applicable law.

16. Changes to this Privacy Policy

We may update this policy to reflect changes in our services, systems, providers or legal requirements.

The current version will be published on this website with its updated date.