Privacy policy

This policy explains what personal information Newline Software collects through this website, why we collect it, how long we keep it and what rights you have over it. We have kept it short and in plain English. If anything is unclear, email us at email us.

Who we are

Newline Software, a software development business based in the United Kingdom, is the data controller for the information described here. You can contact us about this policy by email at email us or by post at [postal address].

What we collect

The only personal information this website collects is what you choose to send us through the contact form or by email. That is:

• your name;
• your email address;
• your company name, if you give it;
• the message you write to us; and
• the date, time and the internet address (IP address) the message was sent from, which we record to prevent abuse of the form.

We do not run analytics or advertising on this site, and we do not collect information about your browsing. The only things stored in your browser are your cookie choice and your light or dark theme preference, described in our cookie policy.

Why we collect it and the lawful basis

We use the information you send us to reply to your enquiry, to discuss work you may want us to do, and to keep a record of that conversation. Our lawful bases under UK GDPR are:

• Consent for the details you submit through the contact form. You give that consent by ticking the box on the form, and you may withdraw it at any time by emailing us.
• Legitimate interests in responding to business enquiries, keeping a record of correspondence, and protecting the website from spam and misuse. We have considered your interests and do not believe this use of your information is intrusive.
• Contract where the conversation leads to work, because we need your details to prepare and perform an agreement.

Who we share it with

We never sell personal information and we do not share it with anyone for marketing. Messages sent through the contact form are delivered to us by email, so they pass through our email provider, [email provider], which processes them on our behalf under its own terms and security measures. The contact form is protected by Cloudflare Turnstile, so Cloudflare processes your IP address and some browser characteristics to check that a submission is not automated. We may also be required to disclose information where the law obliges us to.

We do not transfer your information outside the United Kingdom, except to the extent that our email provider stores it in another country under safeguards recognised by UK law.

How long we keep it

We keep enquiries, and any correspondence that follows, for 24 months from the last message in the conversation, then delete them. If the enquiry leads to work for you, we keep the records for as long as the engagement lasts and for six years afterwards, which is the period required for accounting and legal purposes in the United Kingdom.

How we look after it

Your information is held in our email and business systems, which are protected by strong passwords and two-factor authentication, and is only accessible to the people at Newline Software who need it to deal with your enquiry. The website is served over HTTPS so that what you send us is encrypted in transit.

Your rights

Under UK GDPR you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct anything that is inaccurate;
• ask us to delete your information;
• ask us to restrict how we use it;
• object to our use of it where we rely on legitimate interests;
• receive the information you gave us in a portable form; and
• withdraw consent at any time, where consent is the basis we rely on.

To exercise any of these rights, email email us. We will respond within one month. We do not charge for this unless a request is clearly unfounded or excessive.

Complaints

If you are unhappy with how we have handled your information, please tell us first so that we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection, at ico.org.uk/make-a-complaint or by telephone on 0303 123 1113.

Changes to this policy

We will update this page if our practices change. The date at the top shows when it was last revised.