Privacy Policy
Spotless Technologies Limited is committed to protecting the personal information you share with us. This policy explains what we collect, why we collect it, and the choices you have around your data.
Overview
Spotless Technologies Limited (“Spotless”, “we”, “us”, or “our”) is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our software-as-a-service (SaaS) products, website, and services.
By accessing or using the Services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy. If you do not agree with any terms of this policy, please do not access or use our Services.
This Policy should be read alongside our Terms of Service, which governs your use of the platform.
Information We Collect
We collect various types of information to provide and improve our Services:
- Full name and contact details (email address, phone number, physical address)
- Company name, size, industry, and job title
- Billing details and invoice history
- Profile details and avatars (if uploaded)
- Authentication credentials (passwords are hashed — never stored in plain text)
- Device and browser specs (IP address, operating system, browser type, device type)
- Log data (features accessed, pages visited, timestamps, navigation history)
- API calls, command execution times, and data input summaries
- Crash reports, error logs, and support ticket descriptions
- Feedback, survey responses, and customer support communications
If you connect third-party integrations, we may receive:
- Directory details (active directory, Okta, or G Suite profiles)
- Database sync metrics (record counts, table schemas, and replication timestamps)
- OAuth authentication tokens for connecting services (e.g. AWS, Github, Slack)
How We Use Your Data
| PURPOSE | LEGAL BASIS | EXAMPLES |
|---|---|---|
| Provide & improve the Services | Contract / Legitimate Interest | Deliver features, fix bugs, run infrastructure |
| Account management | Contract | Authentication, billing, subscription changes |
| Customer support | Contract / Legitimate Interest | Answer queries, troubleshoot issues |
| Communications | Consent / Legitimate Interest | Product updates, security alerts, newsletters |
| Analytics & product research | Legitimate Interest | Usage trends, A/B testing, roadmap planning |
| Legal & compliance | Legal Obligation | Tax records, fraud prevention, regulatory requests |
| Security & abuse prevention | Legitimate Interest | Intrusion detection, rate limiting, fraud alerts |
| Marketing (with your consent) | Consent | Case studies, events, targeted campaigns |
Data Sharing & Disclosure
We share your personal information only in the following specific circumstances:
| CATEGORY | DETAILS |
|---|---|
| Service Providers | Cloud hosting (e.g. AWS), payment gateways (e.g. Stripe, Paystack), and email services (e.g. SendGrid) |
| Business Affiliates | Internal subsidiaries under common corporate control |
| Legal Compliance | To respond to valid court orders, subpoenas, or regulatory audits |
| Business Transfers | In connection with a merger, sale of assets, or corporate acquisition |
Data Retention
We retain your personal information for as long as your account remains active or as needed to provide you with the Services:
- Account metadata and profile details are retained for the lifetime of your account.
- Usage logs and product telemetry data are archived after 90 days and deleted after 365 days.
- Financial and billing records are stored for 7 years to comply with statutory tax audits.
- Inactive accounts are subject to deletion after 18 consecutive months of inactivity.
Security
Spotless implements a defence-in-depth security programme commensurate with the sensitivity of the data we process. Key measures include:
- Encryption in transit (TLS 1.2+) and at rest (AES-256)
- Role-based access control (RBAC) with least-privilege enforcement
- Multi-factor authentication (MFA) for all internal systems
- Continuous vulnerability scanning and annual penetration testing
- SOC 2 Type II certification (report available on request under NDA)
- 24/7 security monitoring and incident response team
- Employee security training and background checks
Cookies & Tracking
We use cookies and similar tracking technologies to store your preferences, analyze usage patterns, and secure your session:
| COOKIE TYPE | DESCRIPTION |
|---|---|
| Essential Cookies | Required for core authentication and session tracking |
| Functional Cookies | Saves user preferences (e.g. language, dark mode theme) |
| Analytical Cookies | Tracks anonymous traffic metrics using tools like Google Analytics |
You can manage your cookie preferences through your browser settings or our built-in cookie consent banner.
Your Rights
Depending on your jurisdiction, you may have specific rights regarding your personal data:
- Right to Access: You can request a copy of the personal data we hold about you.
- Right to Rectification: You can request updates to incorrect or incomplete information.
- Right to Erasure (Right to be Forgotten): You can request deletion of your account and data.
- Right to Restriction: You can ask us to temporarily suspend processing of your data.
- Right to Portability: You can request your data be exported in a structured JSON format.
- Right to Object: You can object to direct marketing and automated decisions.
International Transfers
Your data may be transferred to and processed in countries outside of your home jurisdiction. We ensure appropriate safeguards are implemented:
- All cross-border transfers comply with Standard Contractual Clauses (SCCs).
- Data is processed in regional servers (e.g. EU servers for EU citizens) where mandated.
Contact
Our Data Protection Officer (DPO) can be contacted for all privacy-related matters:
| CHANNEL | DETAILS |
|---|---|
| privacy@spotless.tech | |
| Post | Spotless Technologies Ltd, Data Privacy Team, 123 Clerkenwell Road, London EC1R 5AR, UK |
| Response SLA | Within 30 calendar days of receipt |
For general enquiries about our services, visit the Contact page.