Privacy Policy

1. Introduction

Ocean Blue Software Ltd (“we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services, including our online inspection and analysis tools.

We are the data controller for the personal data we process. Our contact details are provided at the end of this policy.

2. Information We Collect

2.1 Information You Provide

• Account registration details (name, email address, organisation, job title)
• Communications you send to us (support requests, feedback, contact form submissions)
• Files you upload for analysis when using our tools
• Subscription and billing information (subscription tier, billing dates, and transaction references — card details are processed and stored by Stripe, our payment provider, and are never held by us)
• Consent records and preferences

2.2 Information Collected Automatically

• Log data (IP address, access times, pages viewed)
• Device information (browser type, operating system)
• Usage data (features used, analysis jobs run)
• Cookies and similar technologies (see our Cookie Policy)

If you browse the site without creating an account, we only collect the information described in section 2.2. Account-related data is only collected when you voluntarily register.

3. How We Use Your Information

• Service provision: To provide and maintain our website and tools
• Account management: To create and manage your account
• Communication: To respond to your inquiries and send service-related notices
• Improvement: To analyse usage and improve our services
• Security: To detect, prevent, and address technical issues and security threats
• Legal compliance: To comply with applicable laws and regulations
• Marketing: With your consent, to send promotional communications

4. Legal Basis for Processing

Under GDPR, we process your personal data based on:

• Contract: Processing necessary to provide our services to you
• Legitimate interests: To improve our services and ensure security
• Consent: For marketing communications and optional cookies
• Legal obligation: To comply with applicable laws

5. Data Retention

• Account data: Duration of account plus 30 days after deletion request
• Subscription and payment records: Duration of subscription plus 7 years (legal and tax requirements)
• Uploaded files: 30 days after upload
• Analysis results: 90 days (configurable: 30–365 days)
• Job metadata: 1 year
• Consent records: 7 years (legal requirement)

6. Data Sharing

We may share your information with:

• Service providers: Cloud hosting (Google Cloud Platform), analytics providers, payment processing (Stripe)
• Legal requirements: When required by law or to protect our rights
• Business transfers: In connection with a merger, acquisition, or sale of assets

We do not sell your personal data to third parties.

7. International Transfers

Your data may be transferred to and processed in countries outside the UK/EEA. We ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission.

8. Your Rights

Under GDPR, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Request correction of inaccurate data
• Erasure: Request deletion of your data (“right to be forgotten”)
• Restriction: Request limitation of processing
• Portability: Request your data in a machine-readable format
• Objection: Object to processing based on legitimate interests
• Withdraw consent: Withdraw consent at any time for consent-based processing

To exercise these rights, contact us at support@oceanbluesoftware.co.uk or use the data management features in your account settings.

9. Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit and at rest
• Two-factor authentication for accounts
• Access controls and audit logging
• Regular security assessments

10. Cookies

We use cookies and similar technologies on our website. For full details on what cookies we use, why, and how to manage your preferences, please see our Cookie Policy.

11. 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 new policy on this page and updating the “Last updated” date.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

Telephone: +44 (0) 1179 723869

Email: support@oceanbluesoftware.co.uk

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your data appropriately.