Privacy Policy

SoftPlex Inc. is the data controller for personal information collected through this website. Our registered business address is in Halifax, Nova Scotia, Canada. We maintain operations in Niigata, Japan, and have technical leadership based in Poland, European Union.

For all privacy enquiries, you may reach us at: support@softplex.io

Contact form submissions: When you use the contact form on this website, we collect your name, email address, company name (optional), message subject (optional), and the content of your message. This information is submitted voluntarily.

Booking enquiries: If you use the scheduling link on our Contact page, you are redirected to Calendly, a third-party scheduling service. Information you provide to Calendly is governed by Calendly's own privacy policy. We receive confirmation details (name, email, meeting time) from Calendly once a booking is made.

Server and access logs: Our web hosting provider automatically records standard server log data, which may include your IP address, browser type and version, pages visited, referring URL, and date and time of access. This data is collected at the infrastructure level and is not linked to your identity.

We use the personal information you provide through our contact form for the following purposes: to respond to your enquiry or request; to assess project fit and prepare an initial technical outline; to schedule and conduct introductory calls; and to follow up on any ongoing correspondence. We do not use your contact information for unsolicited marketing or add you to mailing lists without your explicit consent.

Server log data is used solely for diagnosing technical issues, monitoring website performance and uptime, and detecting unusual or potentially abusive traffic patterns.

If you are located in the European Economic Area, our legal basis for collecting and processing your personal information is as follows. Legitimate interests: responding to your business enquiry and evaluating a potential commercial relationship is a legitimate interest that does not override your rights. Consent: where we ask for your explicit agreement before any processing beyond responding to your enquiry. Legal obligation: where processing is required to comply with applicable law.

You may withdraw consent or object to processing based on legitimate interests at any time by contacting us at support@softplex.io.

We do not sell your personal information. We do not share your personal information with third parties for their marketing purposes. We may share information with the following categories of service providers who assist us in operating this website and communicating with you: web hosting and infrastructure providers; email service providers used to receive and send replies to enquiries; scheduling services (Calendly) when you initiate a booking.

All service providers are contractually required to process personal information only on our instructions and to maintain appropriate security measures. We may also disclose information where required by applicable law, court order, or governmental authority.

SoftPlex operates across Canada, Poland (EU), and Japan. When you submit a contact form, your information may be accessed by team members in any of these locations for the purposes described in Section 3. Canada is recognised by the European Commission as providing adequate protection for personal data. Transfers between Canada, Poland, and Japan are conducted under appropriate safeguards consistent with GDPR Article 46 and APPI requirements.

If you have questions about the safeguards in place for international transfers, contact us at support@softplex.io.

Contact form submissions are retained for up to two years from the date of last correspondence to allow for follow-up on project enquiries and to maintain business records. Server access logs are retained for no longer than 90 days. After these periods, personal information is securely deleted or anonymised.

If you request deletion of your information before the end of the applicable retention period, we will comply unless retention is required by law or for a legitimate business purpose we are required to document.

Depending on your location, you may have the following rights regarding your personal information. Under GDPR (EEA residents): the right to access a copy of your personal data; the right to rectification of inaccurate data; the right to erasure (right to be forgotten); the right to restriction of processing; the right to data portability; the right to object to processing based on legitimate interests; and the right to lodge a complaint with a supervisory authority.

Under PIPEDA (Canadian residents): the right to access personal information we hold about you and to request correction of inaccurate information.

Under APPI (Japanese residents): the right to request disclosure, correction, addition, deletion, suspension of use, elimination, or suspension of provision to third parties of your personal information held by us.

To exercise any of these rights, please contact us at support@softplex.io. We will respond within 30 days of receiving a verifiable request. We may ask for proof of identity before fulfilling a request.

This website uses only technically necessary cookies required for the website to function correctly (for example, session state and language preference). We do not use cookies for advertising, behavioural tracking, or third-party analytics that identify individual users.

If we introduce any non-essential cookies in the future, we will update this policy and present a cookie consent notice before placing those cookies.

This website contains links to external websites, including Calendly (scheduling), GitHub, LinkedIn, X (Twitter), and links to live products we have built. These external sites have their own privacy policies and terms of use, and we are not responsible for their privacy practices or content.

We recommend reviewing the privacy policy of any external site before providing personal information.

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, alteration, or disclosure. All data transmitted to this website is protected using TLS encryption (HTTPS). However, no method of internet transmission or electronic storage is 100% secure, and we cannot guarantee absolute security.

In the event of a data breach that is likely to result in a risk to individuals, we will notify affected parties and relevant supervisory authorities as required by applicable law.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the Last updated date at the top of this page. We encourage you to review this policy periodically.

Continued use of this website after a change is posted constitutes acceptance of the revised policy.

For any questions, requests, or complaints about this Privacy Policy or our handling of personal information, please contact: SoftPlex Inc., support@softplex.io, Halifax, Nova Scotia, Canada.

EEA residents who are not satisfied with our response have the right to lodge a complaint with the supervisory authority in their country of residence, in particular in the EU member state where they work or where the alleged infringement occurred.