Privacy Policy

1. Who We Are

NAVITHOUGHTS TECH is the trading name used by NAVITHOUGHTS LTD, a company registered in England and Wales under company number 15168340. NAVITHOUGHTS LTD is responsible for deciding how personal information covered by this policy is used.

2. Information We Collect

The information we handle depends on how you interact with our website and services. It may include:

• Your name, business name, email address and telephone number when you contact us.
• Project briefs, software requirements, technical specifications, documents and files you choose to provide.
• Business correspondence, quotations, agreed project details and service records.
• Billing and transaction records where you purchase a service or make a payment.
• Basic technical information, such as browser type, device information, access times and website usage data, where collected by our website or hosting systems.

Please provide only information that is relevant to your enquiry or project. If a project requires information relating to other individuals, you should ensure that you are entitled to share it with us.

3. How We Use Information

We use personal information where necessary to:

• Respond to enquiries and discuss requested software development services.
• Prepare project proposals, quotations and agreed service documentation.
• Plan, develop, test, maintain and deliver software projects.
• Arrange appointments, provide technical support and communicate project progress.
• Manage invoices, payments, accounting records and related business administration.
• Maintain website functionality, diagnose technical issues and improve website performance.
• Meet applicable legal, regulatory and record-keeping obligations.

We do not use contact details for unrelated promotional emails unless we have an appropriate legal basis to do so. Where marketing consent is required, you can withdraw it at any time.

4. Legal Grounds for Processing

Depending on the circumstances, we rely on one or more of the following legal grounds under applicable UK data protection law:

• Contract: where information is needed to provide a requested service, prepare for an agreement or fulfil our contractual obligations.
• Legal obligation: where we must retain or disclose information to meet a legal requirement.
• Legitimate interests: where we have a reasonable business need, such as responding to business enquiries, maintaining our website or keeping appropriate service records, provided those interests do not override your rights.
• Consent: where you have freely agreed to a specific use of information and consent is the appropriate legal ground.

Where processing relies on consent, you may withdraw that consent at any time. Withdrawal does not affect processing that took place before consent was withdrawn.

5. Project Files and Technical Information

When providing software development services, we use project information only as needed for the agreed work, related communication and associated business administration.

Clients should avoid sending passwords, access keys or other confidential credentials in ordinary email messages. Where access details are required, an appropriate transfer method should be agreed separately.

Unless a different period is agreed in writing or a longer period is required by law, project files that are no longer needed for active work will normally be reviewed for deletion within 90 days of project completion. This does not apply to records that must be retained for legal, accounting or contractual purposes.

6. When Information Is Shared

We do not sell personal information. Information may be shared only where reasonably necessary for the purposes described in this policy, including with the following categories of recipient:

• Website hosting and infrastructure providers that keep our website operating.
• Email and business communication providers used to respond to enquiries.
• Software development, storage, backup and technical service providers engaged for relevant project work.
• Payment and accounting service providers where required to process transactions or maintain financial records.
• Professional advisers, regulators or public authorities where disclosure is necessary and permitted or required by law.

Service providers are expected to handle information in accordance with their applicable obligations and the arrangements in place with us. We do not give third parties permission to use project information for unrelated purposes.

7. International Data Transfers

Some service providers may process or store information outside the United Kingdom. Where personal information is transferred internationally, we will take steps required by applicable data protection law, which may include relying on an adequacy regulation or decision, using an approved transfer agreement, or applying another permitted safeguard.

You can contact us using the details above if you would like further information about the safeguards relevant to a particular transfer.

8. How Long We Keep Information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including applicable legal and accounting requirements.

• General enquiries: normally up to 12 months after the last meaningful contact if no project or ongoing business relationship follows.
• Project correspondence and working records: normally up to 24 months after completion of the relevant project, unless a different period is agreed or required.
• Accounting and transaction records: generally up to 6 years after the end of the relevant accounting period where required for UK company or tax record-keeping.
• Technical website logs: normally up to 90 days, unless a longer period is reasonably needed to investigate a technical issue or maintain website security.
• Consent records: retained for as long as reasonably needed to demonstrate and manage the relevant consent, subject to periodic review.

These periods are general retention guidelines. Information may be deleted earlier when it is no longer needed, or retained longer where a legal obligation or an unresolved contractual matter requires it.

9. Cookies and Website Technology

Our website may use essential cookies or similar technologies to support core functions, remember necessary settings and maintain website security. These technologies should be limited to what is required for the relevant function.

If analytics, advertising or other non-essential cookies are used, we will provide appropriate information and request consent where required before placing or accessing them. You can also review cookie settings through the controls made available on the website and manage cookies through your browser.

Blocking certain cookies through your browser may affect some website functions. The actual cookies in use depend on the website configuration and any services enabled on the site.

10. Keeping Information Secure

We use reasonable technical and organisational measures intended to protect personal information against unauthorised access, alteration, disclosure or loss. Measures may include access restrictions, appropriate account controls, secure service configurations and routine maintenance.

Information transmitted over the internet cannot be guaranteed to be completely secure. We review our arrangements when the nature of our services, the information handled or the systems used changes.

11. Your Data Protection Rights

Depending on the circumstances and the legal basis for processing, you may have the right to:

• Request access to the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Request deletion of information where the applicable legal conditions are met.
• Ask us to restrict certain processing.
• Object to processing based on legitimate interests or to direct marketing, where applicable.
• Request a copy of information you provided in a commonly used, machine-readable format where the right to data portability applies.
• Withdraw consent where processing is based on consent.

To exercise a right, email hi@navithoughtstech.org and explain your request. We may need to verify your identity before responding.

We normally respond to a valid data protection request within one month of receipt. If a request is complex or we receive multiple requests, the applicable legal extension may allow up to a further two months. If an extension is needed, we will explain this within the initial month. Some requests may be limited by legal obligations or other applicable exemptions.

12. Questions and Complaints

If you have a question about how we handle personal information, please contact us first using the details below so we can review your concern.

You also have the right to raise a concern with the UK Information Commissioner’s Office (ICO) if you believe your personal information has been handled in a way that does not comply with applicable data protection law.

ICO website: https://ico.org.uk/

13. External Websites

Our website may contain links to websites or services operated by other organisations. Those organisations maintain their own privacy information and practices. We recommend reviewing their policies before providing personal information directly to them.

This policy applies to information handled by NAVITHOUGHTS LTD in connection with our own website and services.

14. Changes to This Policy

We may update this policy when our services, website functionality or legal obligations change. The current version will be published on this page. Where a change materially affects how we use personal information, we will provide additional information where required by law.

15. Contact Us

For privacy questions, access requests, corrections or other matters relating to personal information, contact NAVITHOUGHTS LTD directly.