Introduction:

We are SoftLog (the “Company”). This policy explains how we collect, use, share, and protect your personal data, and how you can exercise your privacy rights. It applies to visitors to our website, customers and subscribers, and individuals who view or sign via SoftLog.

Summary of key points

Who this applies to: Visitors, customers, subscribers, and anyone signing a contract or document via SoftLog.

Roles: SoftLog is a data controller for customer account and website data, and a data processor for data customers upload into SoftLog (e.g., users, counterparties, contract contents).

If you only sign a contract via SoftLog: SoftLog processes your data on behalf of the SoftLog customer who sent you the contract. That customer is responsible for informing you and complying with data protection laws.

What data is collected: Contact details, financial details (for payments), contract and document data, technical/device data, and usage data. Some prospect data may be sourced from trusted B2B data providers.

How data is used and legal bases:

To run the service (authentication, payments).

To improve the product (testing, analytics, feedback).

Customer support and service updates.

Marketing (newsletters, events).

Sales and marketing outreach.

Your choices and rights:

You can choose not to provide data (limits certain services), manage cookies, opt out of marketing, and exercise rights of access, rectification, objection to profiling/automated decisions, portability, and erasure.

Security:

Technical and organizational measures are in place, but no system is 100% secure. Keep your credentials safe and contact SoftLog promptly if you suspect a breach.

International transfers:

Data may be processed outside the UK/EEA with appropriate safeguards (e.g., Standard Contractual Clauses and the UK IDTA) and transfer risk assessments.

Retention:

Customer personal data retained up to six years after the customer relationship ends; marketing prospects up to two years after last contact; community members up to two years after leaving. In-product data is deleted per contract terms.

Third parties:

SoftLog uses trusted vendors for hosting, communications, analytics, etc., sharing only what is necessary under safeguards. Event attendee details may be shared with event sponsors where permitted by law.

Cookies:

SoftLog uses session and persistent cookies; you can control cookies via browser settings and the cookie banner, though some features may not work without them.

Changes and contact:

Policy updates will be posted; significant changes will be emailed to customers. Contact SoftLog (and its DPO/EEA representative, if applicable) via the details below.

Our role in your privacy

If you are a customer, subscriber, or website visitor: SoftLog is the data controller for your personal data relating to your account and use of our website and services.

If you are using SoftLog only to sign or view a contract or document sent by a SoftLog customer:

SoftLog acts as a data processor on behalf of that customer. See “If you’re just signing a contract via SoftLog” below.

Our responsibilities

Controller vs processor:

Controller: We are the controller for your customer account details, billing data, website analytics, and service usage data.

Processor:

We process personal data that you or your organization upload into SoftLog (e.g., your users, counterparties, signatories, contract data) strictly under your instructions and our contract.

Your responsibilities

Read and understand this Privacy Policy.

Review your contract with us if you are a customer—it may include additional data processing details.

Only provide us with personal data that you are authorized to share, and ensure you have the right to authorize us to process it in line with this policy.

If you’re just signing a contract via SoftLog

When you receive and sign a document via SoftLog but are not a registered SoftLog user, we process your personal data as a processor for our customer (the sender).

We process your data only to provide the service to our customer, follow their instructions, or comply with law.

The SoftLog customer is responsible for ensuring your data is handled lawfully and for informing you about how their service providers (including SoftLog) process your data.

When and how we collect data

We collect data when you:

Browse our website

Are identified as a potential customer (from publicly available or trusted B2B sources)

Request a demo

Receive calls or emails from us

Use the SoftLog platform or integrations

View or sign documents via SoftLog

Engage with customer support or live chat

Opt in to receive marketing communications

Types of data we collect:

Contact details: Name, job title, company, address, phone number, email.

Financial information: Bank account/IBAN, sort code, payment card details, billing contact and address (processed via secure payment providers).

Data from your documents: Templates, fields, document contents, counterparty details (names/emails), comments, activity logs, signatures, and integration data from third-party systems you connect.

Technical identifiers: IP address, login data, device and browser type/version, time zone, operating system, geolocation (approximate).

Usage data: Page views, navigation paths, page response times, errors, session duration, feature usage, and interaction patterns.

Marketing and communications preferences.

How and why we use your data, and legal bases

Operating the service:

Authentication, account management, payments, and provision of core features.

Improving SoftLog:

Product testing, analytics, research, surveys, A/B testing, heat maps, optimizing performance, and user experience. If you use any SoftLog AI features, we do not—and we do not allow our AI technology providers to—use your data to train any models except models used only by your organization.

Customer support:

Service updates, incident and bug resolution, support via email, chat, or phone.

Newsletters and event invitations:

Sending news about features, products, events, and content.

Marketing and sales outreach:

Identifying potential customers, contacting you at work about SoftLog, arranging demos, entering contracts, and featuring case studies with your consent.

Your choices

Not providing data: You may choose not to provide certain personal data; this may limit access to some features or prevent us from completing transactions.

Cookies: You can manage or block cookies via your browser. Disabling cookies may affect website or in-app functionality (e.g., live chat).

Marketing preferences: We will inform you before collecting data for marketing and when third parties are involved.

If you only signed a contract via SoftLog and want to exercise your rights, please contact the relevant SoftLog customer. If you contact us, we can forward your request to them if you provide their name and email address.

Security

We use technical, organizational, and administrative measures to protect personal data. Still, no method of transmission or storage is completely secure.

Third parties who process your data

Service providers:

We use third parties for hosting, communications, analytics, customer support, payments, and related services. We share only what is necessary, under contracts that protect your data and comply with this policy.

Event sponsors:

If you register for an event we host, we may share your name, role, company, and contact details with event sponsors where permitted by law. Sponsors may use that data to market their products or services to you.

Special category data:

We do not typically transfer special category data; any transfers are encrypted and minimized.

Changes to this policy:

We will post updates to this page. If we make significant changes, we will notify SoftLog customers by email or through the service.

Contact us

SoftLog legal entity: SEVEN LOGISTIC LLC, str. SW. FILIPA, no. 23, unit 1, Kraków, postcode 31-150

Email: [email protected]

Phone: +48794031964

Data Protection Officer: [Insert DPO name and contact]

If you have questions, concerns, or requests regarding your personal data, please contact us using the details above. We aim to respond within one week and will inform you if additional time is needed due to complexity or volume of requests.

This policy was last updated on 19 October 2025