1. Introduction

This Privacy Policy describes how Zentive Systems Ltd, trading as stedd.io ("we", "us", or "our"), collects, uses, and discloses your personal information when you visit or use the stedd.io website and platform (the "Service").

Zentive Systems Ltd is a company registered in England and Wales. Our registered address is 3700 Parkway, Whiteley, Fareham, United Kingdom, PO15 7AW.

This Privacy Policy operates alongside our Terms of Service. In the event of any conflict between this Privacy Policy and our Terms of Service, the Terms of Service shall take precedence.

2. Definitions

Personal Data means any information relating to you such as a name, an identification number, location data, online identifier, or one or more factors specific to your physical, physiological, genetic, mental, economic, cultural, or social identity.
Cookies are small files that are placed on your computer, mobile device, or any other device by a website, containing details of your browsing history on that website.
Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
Service refers to the stedd.io website (stedd.io) and the stedd.io platform (app.stedd.io).
Data Controller — Zentive Systems Ltd acts as the data controller for personal data we collect directly from you (e.g. account information, billing details).
Data Processor — Zentive Systems Ltd acts as a data processor when processing data that you, as a customer, store within the stedd.io platform (e.g. your contacts, quotations, invoices, and job records).

3. Information We Collect

Information you provide to us

When you register for an account, fill in a lead form, or contact us, we may collect:

Your name and email address
Your company or business name
Your phone number
Your postal address
Billing and payment information
Any other information you choose to provide

Information collected automatically

When you access or use the Service, we automatically collect:

Your IP address
Browser type and version
Device type and operating system
Pages visited, time spent on pages, and referring URLs
Unique device identifiers

Information from mobile devices

If you access the Service from a mobile device, we may collect certain information automatically, including the type of mobile device you use, your mobile operating system, and similar data.

4. How We Use Your Information

We process your personal data for the following purposes:

To provide and maintain the Service — including creating your account, processing payments, and delivering the features you use.
To fulfil contractual obligations — processing necessary to perform our contract with you.
To communicate with you — sending service notifications, updates, security alerts, and support messages.
To improve the Service — analysing usage patterns to optimise content, features, and performance.
To enable interactive features — such as lead forms, collaboration features, and public wallboard links.
To comply with legal obligations — where we are required to process your data by law.

5. Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), we rely on the following lawful bases:

Consent — where you have given clear consent for us to process your personal data for a specific purpose (e.g. marketing communications).
Contract — where processing is necessary to perform a contract with you or to take steps at your request before entering into a contract.
Legitimate interests — where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.
Legal obligation — where processing is necessary to comply with the law.

6. Sharing Your Information

We do not sell your personal data. We may share your information in the following circumstances:

Service providers — with trusted third-party providers who help us operate the Service (e.g. hosting, payment processing, email delivery). These providers are contractually obligated to protect your data.
Group companies — with other entities within the Zentive Group, where necessary for internal administration and service delivery.
Legal requirements — where we are required to disclose your data by law, regulation, legal process, or governmental request.
Business transfers — in connection with a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.

7. International Data Transfers

Your information may be transferred to, and processed in, countries outside the United Kingdom and the European Economic Area (EEA). Where we transfer data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the relevant authorities or transfer to countries with an adequate level of data protection.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. We review our retention periods regularly and will securely delete or anonymise data that is no longer required.

When you delete your stedd.io account, we will delete or anonymise your personal data within 30 days, except where we are required by law to retain certain records.

9. Cookies and Analytics

We use cookies and similar tracking technologies to monitor activity on our Service and store certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.

We use Google Analytics to help us understand how visitors use the Service. Google Analytics collects information such as how often you visit, what pages you view, and what other sites you visited before coming to the Service. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

10. Data Security

We take the security of your data seriously. All data is encrypted at rest and in transit using industry-standard encryption (256-bit TLS). We maintain enterprise-grade infrastructure with daily backups and a 99.9% uptime SLA. However, no method of transmission over the Internet or method of electronic storage is 100% secure, and we cannot guarantee absolute security.

11. Your Rights

Under the UK GDPR, you have the following rights:

Right of access — you can request a copy of the personal data we hold about you.
Right to rectification — you can ask us to correct inaccurate or incomplete data.
Right to erasure — you can ask us to delete your personal data in certain circumstances.
Right to restrict processing — you can ask us to limit how we use your data.
Right to data portability — you can request your data in a structured, commonly used, machine-readable format.
Right to object — you can object to processing based on legitimate interests or for direct marketing purposes.
Right to withdraw consent — where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, please contact us at dpo@zentive.com. We will respond to your request within one month.

If you are not satisfied with how we handle your request, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

12. Children's Privacy

The Service is not intended for use by anyone under the age of 16. We do not knowingly collect personal data from children under 16. If we become aware that we have collected personal data from a child under 16, we will take steps to delete that information.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

14. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Email: dpo@zentive.com
Post: Zentive Systems Ltd, 3700 Parkway, Whiteley, Fareham, United Kingdom, PO15 7AW

Privacy Policy