1. Who we are
SOEM Digital is a trading name of SOEM Consulting Services Ltd (Company Registration Number 11692856, VAT GB310303672). Our registered postal address is Sandhurst House, 297 Yorktown Road, Sandhurst, Berkshire GU47 0QA, United Kingdom.
For personal data collected through this website and our services, SOEM Consulting Services Ltd is the data controller unless we tell you otherwise.
2. How to contact us about privacy
You can contact us about privacy or data protection at [email protected].
3. What personal data we collect
We may collect personal data when you contact us, submit a website form, subscribe to updates, purchase or enquire about a service, or otherwise communicate with SOEM Digital.
- name and contact details;
- company or organisation details;
- website URL and business information you choose to provide;
- enquiry, project and workflow information;
- newsletter preferences and consent choices;
- communications and correspondence with us;
- technical information generated when you use the website, such as IP address, browser/device information and consent preferences where applicable; and
- payment and transaction information supplied by payment providers. We do not store full payment-card details on this website.
4. How we use personal data
We use personal data to:
- respond to enquiries and questions;
- assess whether our services are suitable for a business need;
- deliver Workflow Quick Scans, Reviews, Pilots, Builds, Care and related services;
- manage client relationships, projects, invoices and administration;
- send requested updates or marketing communications where we have an appropriate lawful basis;
- operate, secure and improve the website;
- measure and improve marketing where consent is required and has been given; and
- meet legal, tax, accounting and regulatory obligations.
5. Our lawful bases
Depending on the circumstances, we process personal data because:
- Contract: processing is necessary to take steps at your request before entering into a contract or to perform a contract with you.
- Legitimate interests: processing is necessary for reasonable business purposes such as responding to business enquiries, managing client relationships, maintaining security and improving our services, provided those interests are not overridden by your rights.
- Consent: where the law requires consent, for example certain marketing communications or non-essential cookies and tracking technologies.
- Legal obligation: where we need to retain or disclose information to comply with law.
6. Cookies, analytics and marketing technologies
We use Complianz to manage cookie consent and preferences. Non-essential technologies should only be used where the required consent has been given.
Our website may use services including Meta technologies for marketing measurement, and Google services such as Search Console and PageSpeed for website/search performance. Our current Google Site Kit configuration does not use Google Analytics or Google Tag Manager unless these are added later.
For full details and to change your choices, see our Cookie Policy.
7. Service providers and processors
We use trusted third-party service providers to operate the website and deliver services. Depending on how you interact with us, these may include providers for:
- website hosting, security and content delivery;
- email delivery and business communications;
- newsletter and mailing-list management, including MailerLite;
- payments, including Stripe;
- website and marketing measurement, including Meta where enabled and consented to;
- forms, workflow automation, document storage and business administration; and
- professional advisers where necessary.
These providers only receive personal data where needed for the relevant service and are expected to handle it under appropriate contractual and security arrangements.
8. International transfers
Some service providers may process personal data outside the United Kingdom. Where this happens, we use appropriate safeguards required by UK data protection law, such as adequacy regulations or approved contractual protections where applicable.
9. How long we keep personal data
We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, accounting, tax, contractual and record-keeping requirements.
Enquiry data that does not become a client relationship will not be kept indefinitely. Client and transaction records may need to be retained for longer where required by law or for legitimate business records.
10. Security
We use appropriate technical and organisational measures designed to protect personal data from unauthorised access, loss, misuse, alteration or disclosure. No online service can guarantee absolute security, so we review our systems and access arrangements as our services change.
11. Your rights
Under UK data protection law, you may have rights including:
- access to your personal data;
- correction of inaccurate or incomplete information;
- erasure in certain circumstances;
- restriction of processing in certain circumstances;
- objection to certain processing;
- data portability where applicable; and
- withdrawal of consent at any time where processing relies on consent.
To exercise a right, email [email protected]. We may need to verify your identity before responding.
12. Marketing communications
You can unsubscribe from marketing emails at any time using the unsubscribe link in the message or by contacting us. Withdrawing marketing consent does not affect service or administrative communications that we still need to send.
13. Children
SOEM Digital provides business services and this website is not intended for children. We do not knowingly collect personal data from children through the website for marketing purposes.
14. Complaints
If you have a concern about how we handle your personal data, 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).
15. Changes to this Privacy Policy
We may update this Privacy Policy when our services, systems or legal obligations change. The latest version will always be published on this page.