Privacy Policy

1. Introduction

PULSE TECHNOLOGY SYSTEMS LIMITED ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Pulse PLM service and related websites.

We are registered in Northern Ireland under company number NI038470, with our registered office at 2 Dungannon Business Park, Killyliss Road, Dungannon, Co. Tyrone, BT70 1RP.

By using our services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

We collect information that you provide directly to us, including:

Account Information: Name, email address, password (encrypted), and company name when you register for an account.
Authentication Data: If you choose to sign in using Google or Microsoft, we receive your name and email address from these providers.
Contact Enquiries: Name, email address, company, and message content when you submit our contact form.

2.2 Information Collected Automatically

When you access our services, we automatically collect certain information, including:

Log Data: IP address, browser type, pages visited, time and date of access, and other diagnostic data.
Usage Information: Information about how you interact with our services, including login times and account activity.
Analytics Data: If you consent to analytics cookies, Google Analytics collects anonymised data about page visits, session duration, and navigation patterns. See our Cookie Policy for full details.

3. Legal Basis for Processing (UK GDPR)

We process your personal data on the following legal bases:

Contract Performance: Processing necessary to provide you with our services and manage your account.
Legitimate Interests: Processing for security purposes, fraud prevention, and service improvement.
Legal Obligation: Processing required to comply with applicable laws and regulations.
Consent: Where you have given explicit consent for specific processing activities, such as analytics cookies.

4. How We Use Your Information

We use the information we collect to:

Create and manage your account
Provide, maintain, and improve our services
Send you transactional emails (account verification, password resets, security notifications)
Respond to your enquiries and provide customer support
Monitor and analyse usage patterns and trends
Detect, prevent, and address technical issues and security threats
Comply with legal obligations

5. Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

Service Providers: We use third-party services to help operate our services:
- Amazon Web Services (AWS) - Email delivery via Simple Email Service (EU-West-1 region)
- Google - Authentication services (if you choose to sign in with Google) and website analytics (Google Analytics 4, with your consent)
- Microsoft - Authentication services (if you choose to sign in with Microsoft)
- Cloudflare - Bot protection via Turnstile on our contact form
Legal Requirements: We may disclose your information if required by law, court order, or governmental authority.
Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

6. International Data Transfers

Your information may be transferred to and processed in countries outside the United Kingdom. When we transfer data internationally, we ensure appropriate safeguards are in place, including:

Standard Contractual Clauses approved by the UK Information Commissioner's Office
Transfers to countries with adequate data protection laws
Certification schemes such as the EU-US Data Privacy Framework

Our primary data processing occurs within the European Economic Area (AWS EU-West-1, Ireland).

7. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes outlined in this policy:

Account Data: Retained for the duration of your account, plus 2 years after account deletion or last activity.
Log Data: Retained for 12 months for security and operational purposes.
Analytics Data: Google Analytics data is retained for 14 months, after which it is automatically deleted.
Transactional Records: Retained as required by applicable tax and accounting regulations (typically 6 years).

8. Your Rights

Under UK data protection law, you have the following rights:

Right of Access: Request a copy of your personal data.
Right to Rectification: Request correction of inaccurate or incomplete data.
Right to Erasure: Request deletion of your personal data in certain circumstances.
Right to Restriction: Request restriction of processing in certain circumstances.
Right to Data Portability: Request transfer of your data to another service provider.
Right to Object: Object to processing based on legitimate interests.
Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within one month.

9. Data Security

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

Encryption of data in transit (TLS/HTTPS)
Encryption of passwords using industry-standard hashing algorithms
Access controls and authentication mechanisms
Regular security assessments and monitoring
Account lockout protection against brute-force attacks

While we strive to protect your personal data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

10. Cookies

Our websites use essential cookies that are strictly necessary for the operation of our services, and analytics cookies that are only set with your consent. Essential cookies include our authentication session cookie and the cookie that records your cookie preference.

Analytics cookies are set by Google Analytics 4 and help us understand how visitors use our websites. These cookies are only placed on your device if you click "Accept" on the cookie consent banner. You can change your preference at any time using the "Manage Cookies" link in the footer.

For a full list of cookies, their purposes, and retention periods, please see our Cookie Policy.

11. Children's Privacy

Our services are not intended for individuals under the age of 16. We do not knowingly collect personal data from children under 16. If you are a parent or guardian and believe your child has provided us with personal data, please contact us and we will take steps to delete such information.

12. 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 Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

PULSE TECHNOLOGY SYSTEMS LIMITED
2 Dungannon Business Park
Killyliss Road
Dungannon
Co. Tyrone
BT70 1RP

Email: [email protected]

14. Complaints

If you are not satisfied with our response to a privacy concern, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: ico.org.uk
Helpline: 0303 123 1113