Privacy Policy

Neptune Software Group ("Neptune", "we", "us", or "our") is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, store, and share information about you when you visit our website, request a demonstration, or engage with our services.

Neptune Software Limited is registered in England and Wales. Our registered office is at 27/28 Eastcastle Street, London, United Kingdom, W1W 8DH. We are the data controller for the purposes of UK GDPR and the Data Protection Act 2018.

If you have questions about this policy or how we handle your data, contact us at sales@neptunesoftwaregroup.com.

We may collect the following categories of personal data:

• Contact information — name, job title, company name, email address, phone number, and country, provided when you submit a contact or demo request form.
• Communication data — the content of messages you send us via email or our contact form.
• Usage data — pages visited, time on site, browser type, device type, and IP address, collected automatically via cookies and analytics tools (with your consent where required).
• Marketing preferences — your opt-in or opt-out choices for marketing communications.

We do not knowingly collect data from individuals under the age of 18. Our website and services are directed at professionals working in the financial services sector.

We use your personal data only for the purposes for which it was collected or for compatible purposes. Specifically:

• To respond to enquiries — processing demo requests, answering questions, and providing information about our products and services. Legal basis: legitimate interests / pre-contractual steps.
• To fulfil contracts — delivering software, implementation, consultancy, and training services to clients. Legal basis: performance of a contract.
• To send marketing communications — news, product updates, and fintech insights, where you have opted in or where we have a legitimate interest as a B2B organisation. Legal basis: consent or legitimate interests.
• To improve our website — analysing usage patterns to optimise content and performance. Legal basis: legitimate interests.
• To comply with legal obligations — record-keeping, fraud prevention, and regulatory compliance. Legal basis: legal obligation.

Our website uses cookies and similar tracking technologies. We categorise these as:

• Necessary cookies — essential for the site to function. These cannot be disabled.
• Analytics cookies — help us understand how visitors interact with the site (e.g. Google Analytics 4). Only set with your consent.
• Marketing cookies — used to deliver relevant advertising and measure campaign performance (e.g. LinkedIn Insight Tag, HubSpot). Only set with your consent.

You can manage your cookie preferences at any time using the cookie settings link in the footer of this page. Withdrawing consent does not affect the lawfulness of processing before withdrawal.

We do not sell your personal data. We may share it with trusted third parties in the following circumstances:

• Service providers — companies that help us operate our website and business, including our CRM provider (HubSpot), analytics (Google Analytics), and email infrastructure. These providers act as data processors under our instruction.
• Regional offices — our offices in Kenya, Nigeria, and India may receive your data to respond to enquiries or fulfil services in their region.
• Legal requirements — we may disclose data where required by law, court order, or to protect the rights, property, or safety of Neptune, our clients, or others.
• Business transfers — in the event of a merger, acquisition, or sale of assets, personal data may be transferred to the relevant successor entity.

Where personal data is transferred to our offices or processors outside the UK or EEA, we ensure appropriate safeguards are in place, including UK adequacy decisions or standard contractual clauses.

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law.

• Enquiry and contact data — retained for up to 3 years from last contact, unless a client relationship is established.
• Client contract data — retained for 7 years after the end of the contractual relationship, in line with UK financial record-keeping obligations.
• Cookie and analytics data — retained for up to 26 months, depending on the tool and your consent settings.
• Marketing preferences — retained until you withdraw consent or opt out.

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — request a copy of the personal data we hold about you.
• Right to rectification — ask us to correct inaccurate or incomplete data.
• Right to erasure — request deletion of your data where there is no compelling reason for us to continue processing it.
• Right to restrict processing — ask us to pause processing of your data in certain circumstances.
• Right to data portability — receive your data in a structured, machine-readable format where processing is based on consent or contract.
• Right to object — object to processing based on legitimate interests, including for direct marketing.
• Rights related to automated decision-making — we do not carry out solely automated decision-making that produces legal or similarly significant effects.

To exercise any of these rights, email us at sales@neptunesoftwaregroup.com. We will respond within 30 days. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).

Neptune Software Group is certified to ISO 27001:2022 (Information Security Management) and ISO 9001:2015 (Quality Management). We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure, including:

• Encrypted data transmission (TLS/HTTPS) across all services
• Access controls and role-based permissions
• Regular security assessments and audits
• Staff training on data protection and information security practices

In the event of a data breach that is likely to affect your rights and freedoms, we will notify you and the ICO as required by law.

Our website may contain links to third-party websites, including partner organisations, fintech publications, and regulatory bodies. This Privacy Policy does not apply to those websites. We encourage you to review the privacy policies of any external sites you visit.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this page periodically.

Continued use of our website after an update constitutes acceptance of the revised policy.

If you have questions, concerns, or requests relating to this Privacy Policy or your personal data, please contact us:

• Email: sales@neptunesoftwaregroup.com
• Post: Neptune Software Limited, 27/28 Eastcastle Street, London, United Kingdom, W1W 8DH

We aim to respond to all data protection enquiries within 30 days.