Effective Date: August 7, 2022
Last Updated: May 25, 2026

Sovereign Data Systems (“we”, “our”, or “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, process, and protect your personal data when you visit our website at www.sovdatasys.com or interact with our services.

We process your personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) and the UK GDPR.

1. Who We Are (Data Controller)

For the purpose of applicable data protection laws, the Data Controller is:

Sovereign Data Systems Ltd.

OFFICEPODS, 6/7 MARINE ROAD, DUN LAOGHAIRE, CO. DUBLIN, A96 P9H6, IRELAND

If you have any questions regarding this Privacy Policy or how your information is handled, please contact us at: info@sovdatasys.com

2. Information We Collect

We may collect, store, and process the following categories of personal data:

Information you provide directly:

  • Name and job title

  • Company name

  • Contact information (Email address and telephone number)

  • Enquiry details and any additional information you voluntarily provide through contact forms, emails, or other communication channels.

Information collected automatically:

  • IP address

  • Browser type, version, and language settings

  • Operating system and device information

  • Pages visited, time spent on pages, and dates/times of access

  • Referring website URLs and general usage/analytical data.

3. How We Use Your Information & Our Legal Basis

Under the GDPR, we must have a valid lawful basis to process your personal data. The table below outlines exactly how and why we use your data, and the legal frameworks supporting it:

Purpose / Activity Type of Data Lawful Basis for Processing
Responding to enquiries: Addressing your questions, sending quotes, or providing customer support. Name, contact details, enquiry messages Legitimate Interests: To effectively manage and respond to prospective client requests and business communications.
Contract fulfillment: Delivering contracted products, services, and managing account administration. Name, company, contact details, payment info Contractual Necessity: Necessary to perform a contract we are about to enter into or have entered into with you.
Website Security & IT: Monitoring performance, diagnosing server problems, and preventing fraudulent or malicious activities. Automatically collected data (IP address, logs, device info) Legitimate Interests: To protect our digital infrastructure, keep our website secure, and run our business safely.
Marketing & Optimization: Sending newsletter updates, marketing communications, or tracking website usage via non-essential cookies. Email address, name, analytics cookies data Consent: You have explicitly agreed to opt-in. You may withdraw this consent at any time.
Legal Compliance: Fulfilling statutory legal, tax, or regulatory obligations. Professional records, transaction data Legal Obligation: Necessary for compliance with a legal obligation to which we are subject.

4. Cookies and Analytics

Our website uses cookies and similar tracking technologies to improve functionality and analyse user traffic.

  • Necessary Cookies: Essential for website operation, security, and access control. These do not require user consent.

  • Analytics & Functional Cookies: Used to understand website traffic, remember user settings, and improve performance. These will only be deployed if you provide explicit consent via our cookie banner.

You can manage, block, or delete cookies at any time through your browser settings. For more comprehensive details, please review our Cookie Policy.

5. Sharing Information with Third Parties

We do not sell your personal data. We only share your data with trusted third-party service providers who assist us in operating our business. These processors are contractually bound to protect your data and include:

  • Website hosting and infrastructure providers

  • IT security and fraud-prevention services

  • Analytics and performance monitoring providers

  • Email distribution and communication platforms

  • Administrative, payment, or accounting services where strictly applicable

We ensure all third parties respect the security of your personal data and treat it in accordance with the law.

6. International Data Transfers

If your personal data is transferred outside the European Economic Area (EEA) or the United Kingdom (UK)—such as to cloud servers or software providers based in third countries—we ensure a similar degree of protection is afforded to it.

We will only transfer your data to countries deemed to provide an adequate level of protection by the European Commission, or we will utilize specific contractual safeguards, such as Standard Contractual Clauses (SCCs) approved by the European Commission, to guarantee your privacy rights.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including satisfying any legal, accounting, or reporting mandates.

Our standard retention criteria include:

  • Contact enquiries: Retained for up to 24 months after the last interaction, unless a contract is initiated.

  • Website logs and security records: Typically retained for 30–90 days before automated deletion.

  • Customer, financial, and transaction records: Retained for the statutory period required by applicable national financial and corporate laws.

When data is no longer required, it is either securely deleted or completely anonymised.

8. Your Rights Under GDPR

If you are located in the EEA or the UK, you possess the following rights regarding your personal information:

  • Right of Access: You have the right to request copies of your personal data. This service is provided free of charge.

  • Right to Rectification: You can request that we correct inaccurate or incomplete data.

  • Right to Erasure (“Right to be Forgotten”): You can request that we delete your data under certain legal conditions.

  • Right to Restrict Processing: You can request that we temporarily halt processing your data under specific circumstances.

  • Right to Object: You have the right to object to our processing of your data, particularly regarding direct marketing or processing based on legitimate interests.

  • Right to Data Portability: You can request that we transfer your collected data to another organisation, or directly to you, in a structured, machine-readable format.

  • Right to Withdraw Consent: Where our processing relies entirely on your consent, you have the right to withdraw it at any time.

Exercising Your Rights

To exercise any of these rights, please contact us at: info@sovdatasys.com

  • Timeline: We will respond to your request within one month of receipt.

  • Identity Verification: To ensure data security, if we have reasonable doubts concerning your identity, we may request additional information necessary to confirm it before fulfilling the request.

9. Complaints

If you believe your personal data has been handled incorrectly or unlawfully, you have the right to lodge a complaint with a data protection supervisory authority. This can be the regulatory body in the country of your habitual residence, your place of work, or the location of the alleged infringement.

10. Children’s Privacy

Our website and services are intended strictly for a professional audience and are not directed at children. We do not knowingly collect personal data from children under the age of 16. If we discover that a child under 16 has inadvertently provided us with personal data, we will take immediate steps to delete it from our servers.

11. Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business operations, or technological modifications. Any updates will be published directly on this page with a revised “Last Updated” date at the top.