Privacy and Cookies Policy

Effective Date: 06/01/2025

SafeJAM Ltd ("SafeJAM", "we", "us", or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and disclose your personal data when you engage with our software-as-a-service platform (the “SaaS Service”) and/or our IT hardware maintenance services (“Maintenance Services”).

This policy complies with applicable data protection legislation, including the General Data Protection Regulation (EU) 2016/679 (“GDPR”).

1. Data Controller

For the purposes of the GDPR, the data controller is:

SafeJAM Ltd
Email: securityandcompliance@safejam.com
167-169 Great Portland Street, 5th Floor, London, England, W1W 5PF

2. Data We Collect

We collect and process different types of personal and technical data depending on the services you use:

SaaS Services

• Email address: Required for registration and authentication
• Purchase data: Subscription status and transaction history
• Technical data: Device/browser information, IP address (where necessary)
• Usage data: Interactions with the platform, collected anonymously via analytics

Maintenance Services

• Contact details: Name, email, phone number, and job title of your IT personnel
• System information: Hardware specs, serial numbers, software versions, configurations
• Maintenance records: Service logs, diagnostics, support history
• Access credentials (if applicable): Securely shared login credentials used for diagnostics

We do not collect sensitive personal data or more information than is necessary to deliver our services effectively.

3. Lawful Basis for Processing

We process your personal data under the following legal bases:

• Contractual necessity: To provide access to the SaaS Service and fulfill IT maintenance contracts (Art. 6(1)(b) GDPR)
• Legitimate interests: To improve functionality, ensure security, manage service quality, and support operations (Art. 6(1)(f) GDPR)
• Legal obligations: Where required by applicable law (Art. 6(1)(c) GDPR)
• Consent: For analytics cookies and optional communications (Art. 6(1)(a) GDPR)

4. Payment Information

Online payment processing is securely handled by Stripe, Inc. SafeJAM does not store or access your payment card data. For more information, please see the Stripe Privacy Policy.

5. Use of Your Information

Your data is used for the following purposes:

• User account creation and management (SaaS)
• Authentication and access control (SaaS)
• Subscription billing and renewal (SaaS)
• Diagnostics and repair logging (Maintenance)
• Tracking service history and contractual obligations (Maintenance)
• Security monitoring and anonymized analytics

6. Data Retention

We retain personal and technical data only as long as necessary to fulfill our services or comply with legal requirements. When a SaaS account is deleted or a maintenance contract ends, associated data will be securely deleted unless legal retention obligations apply.

7. Data Sharing and Processors

We do not sell your personal data. We process your data using trusted third-party service providers, including:

• Amazon Web Services (AWS): Hosting, authentication, and secure cloud infrastructure
• Microsoft: Productivity data
• Stripe: Payment processing
• Google: Anonymous website and application usage analytics
• Authorized Technicians: Hardware support and diagnostics under strict confidentiality

8. Cookies

We use cookies to improve your experience and gather limited analytics:

• Essential Cookies: Necessary for login, account security, and site functionality
• Analytics Cookies: Used (with consent) to understand and improve service performance

We do not use cookies for advertising or third-party profiling. You can manage cookie settings in your browser or via our cookie banner.

9. Your Rights (under GDPR)

You have the following rights regarding your personal data:

• Right to access
• Right to rectification
• Right to erasure (“right to be forgotten”)
• Right to restrict processing
• Right to data portability
• Right to object
• Right to withdraw consent (where applicable)
• Right to lodge a complaint with a supervisory authority

To exercise your rights, please contact us at securityandcompliance@safejam.com.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or technical changes. Where required by law, we will notify you of significant changes via our platform, services, or direct communication.

11. Contact Information

If you have any questions about this Privacy Policy or how we handle your data, please contact us at:

SafeJAM Ltd
Email: securityandcompliance@safejam.com
167-169 Great Portland Street, 5th Floor, London, England, W1W 5PF