Privacy Policy

Last updated: 19 August 2025

Minerva Software ("Minerva", "we", "us") is committed to protecting your privacy. This Privacy Policy explains what personal data we collect when you use minervasoftware.co.uk, how we use it, and the rights you have. We act as the "data controller" for this website under the UK GDPR and the Data Protection Act 2018.

1. Scope

This policy applies to visitors to our public website and to clients who access the client area. Accounts for the client area are created by Minerva staff; customers cannot create their own accounts. Our website does not offer online ordering; package pages lead to an enquiry form.

2. Personal data we collect

  • Enquiry form data – name, company name, sector, how you heard about us, contact number, and your message.
  • Client portal access (staff-created accounts) – email address, password, basic account metadata (e.g. last login time).
  • Service updates – if you opt in, we store your email and preferences to send important updates about your site or our services. We do not send marketing emails.
  • Technical data – IP address, browser/device details, pages visited, and timestamps via server logs and essential cookies. See our Cookie Policy.

3. Why we use your data (lawful bases)

  • Responding to enquiries – legitimate interests / steps prior to a contract.
  • Providing the client portal – performance of a contract / legitimate interests.
  • Service updates and notices – legitimate interests and/or consent (no marketing emails).
  • Security and site operation – legitimate interests.
  • Legal obligations – compliance with law (e.g. accounting/regulatory).

4. Cookies

We currently use only essential cookies (session/security). No analytics or advertising cookies. See our Cookie Policy.

5. Sharing your data

We share data with trusted processors (hosting/IT), professional advisers, and authorities where required by law. We do not sell personal data.

6. International transfers

If data is transferred outside the UK, we use appropriate safeguards (e.g. UK IDTA or SCCs with UK Addendum).

7. How long we keep your data

  • Enquiry information – typically up to 2 years after response, unless you become a client.
  • Client portal credentials/metadata – for as long as the account is active, then deleted/archived as required by law.
  • Service update preferences – until you change preferences or we stop sending updates.
  • Logs/technical data – short operational periods unless needed for security investigations.

8. Your rights

Under UK GDPR you may have rights to be informed, access, rectification, erasure, restriction, objection, portability, and to withdraw consent where applicable. These may be subject to limits.

To exercise rights, please use the enquiry form on our website. You can also complain to the ICO: ico.org.uk.

9. Security

We use appropriate technical and organisational measures. No online service is 100% secure, but we work to protect your information.

10. Contact

Please use the enquiry form on our website for any privacy questions or data-rights requests. We do not provide a contact email for privacy enquiries.

11. Changes to this policy

We may update this policy. We will change the "Last updated" date and, where appropriate, notify you via the website or service messages.

We only use essential cookies to keep the site secure and make the client area work. See our Cookie Policy.