Privacy Policy

1. Introduction and Scope

SoftSapien ("SoftSapien," "we," "us," or "our") provides software engineering, artificial intelligence, cloud, digital transformation, business consulting and digital growth services to organizations worldwide. This Privacy Policy explains what personal information we collect through this website, how we use and protect it, and the choices available to you.

This policy applies to visitors of this website and to people who contact us, request a proposal, schedule a call, use our live chat or receive our business communications. It does not cover information we process on behalf of our clients under a services agreement, which is governed by the terms of that agreement, or information about job applicants, which is described in our Candidate Privacy Notice.

2. Information We Collect

We collect information in three ways: information you provide to us, information collected automatically when you use the website, and information collected through cookies and similar technologies.

Information you provide

• Contact and inquiry details: your name, work email address, phone number, country, company name, the type of inquiry, any service area of interest and the content of your message.
• Proposal and engagement details: scope, timeline and requirements you submit through the proposal builder, and details you provide when requesting a non-disclosure agreement.
• Live chat: the messages, files and contact details you share with us through the chat window.
• Scheduling: the details you provide when booking a call through our calendar provider.

Information collected automatically

When you visit the website we collect technical information such as your IP address, browser type and version, device type, approximate location derived from your IP address, referring page, pages visited and the date and time of your visit. We use this information to operate, secure and improve the website.

Cookies and similar technologies

We use cookies and similar technologies as described in Section 5 and in our Cookie Policy.

3. How We Use Your Information

We use personal information for the purposes below. Where data protection law requires a legal basis, the basis is shown for each purpose.

• Responding to inquiries, proposal and call requests, including routing your message to the right team. Legal basis: steps taken at your request before entering into a contract, or our legitimate interest in responding to business inquiries.
• Preparing non-disclosure agreements and engagement documents when you request them. Legal basis: steps taken at your request before entering into a contract.
• Providing and managing our services for clients and their representatives. Legal basis: performance of a contract.
• Sending business communications about our services and insights, where permitted. Legal basis: consent or legitimate interest, depending on your location and relationship with us.
• Operating, securing and maintaining the website, including detecting fraud, spam and misuse. Legal basis: legitimate interest.
• Analyzing website usage to improve content, navigation and performance. Legal basis: consent where required, otherwise legitimate interest.
• Complying with legal obligations and responding to lawful requests from authorities. Legal basis: legal obligation.

4. Automated Decision-Making and AI Tools

We do not make decisions about you that produce legal or similarly significant effects based solely on automated processing. We may use software tools, including tools that apply artificial intelligence, to help route inquiries, summarize conversations or improve response quality. People at SoftSapien remain responsible for how we respond to you.

5. Cookies and Similar Technologies

This website uses strictly necessary cookies required for core features and security, and analytics cookies that help us understand how the site is used. Our live chat stores a visitor identifier in your browser so conversations can continue across pages. You can control cookies through your browser settings. Full details are in our Cookie Policy.

6. How We Share Your Information

We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We share personal information only as described below:

• Service providers that support our operations, such as hosting, email delivery, live chat, calendar scheduling and analytics providers. They act on our instructions under contractual confidentiality and data protection obligations and may use the information only for the services they provide to us.
• Professional advisors, such as legal, audit or accounting firms, where necessary.
• Authorities and law enforcement where required by law, regulation or legal process, or to protect the rights, property or safety of SoftSapien, our clients or others.
• Business transfers in connection with a merger, acquisition, reorganization or sale of assets, subject to appropriate confidentiality protections.

7. International Data Transfers

As a global organization with delivery teams across North America, Europe, the Middle East and Asia Pacific, we may process and store personal information in countries other than the one in which it was collected. Where we transfer personal information across borders, we use safeguards required by applicable data protection law, such as the European Commission's standard contractual clauses and the UK International Data Transfer Addendum.

8. Data Retention

We retain personal information for as long as necessary to respond to your inquiry, pursue or maintain a business relationship and meet our legal, accounting and contractual obligations. When an inquiry does not lead to an engagement, we keep the associated information for a limited period and then delete or anonymize it. Retention periods are reviewed regularly.

9. Data Security

We apply administrative, technical and physical safeguards designed to protect personal information against unauthorized access, alteration, disclosure or destruction. These include encryption in transit, access controls based on the principle of least privilege and restricted internal access to submitted information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Your Privacy Rights

Depending on where you live, you may have the right to:

• Access the personal information we hold about you and receive a copy of it
• Correct inaccurate or incomplete information
• Delete your information in certain circumstances
• Object to or restrict certain processing
• Receive your information in a portable format
• Withdraw consent at any time where processing is based on consent

Residents of the European Economic Area, the United Kingdom and Switzerland can find more detail on our GDPR Data Rights page. California residents can find more detail on our California Privacy Rights page.

To exercise a right, submit a privacy request. We may ask you to verify your identity before acting on a request, and we will respond within the timeframe required by applicable law. We will not discriminate against you for exercising your rights.

11. Marketing Communications and Your Choices

You can opt out of marketing emails at any time by using the unsubscribe link in any marketing email or by contacting us. If you opt out, we may still send you messages related to an active inquiry or engagement.

12. Children's Privacy

This website and our services are intended for business professionals and are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can delete it.

13. Third-Party Links and Services

This website may link to or embed third-party services, including calendar scheduling tools and social media platforms. Their handling of your information is governed by their own privacy policies, which we encourage you to review. We are not responsible for the privacy practices of third-party sites.

14. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices, our services or applicable law. When we make material changes, we will update the effective date at the top of this page and, where appropriate, provide additional notice.

15. Contact Us

For questions about this Privacy Policy or to exercise your privacy rights, submit a privacy request.