This Privacy Policy explains how Syntaxis Technologies collects, uses, stores, and protects your personal data when you use the Radio Depot software and associated services, including our website (www.radiodepot.co.uk) and licence portal (portal.radiodepot.co.uk).

1. Data Controller

The data controller responsible for your personal data is:

Syntaxis Technologies

Sole Trader

104 Brancker Road, Harrow, HA3 9AJ

Email: info@syntaxis.co.uk

2. Personal Data We Collect

We collect the following categories of personal data:

Category	Details
Identity	Full name, company name
Contact	Email address, billing address, telephone number
Transaction	Order details, payment confirmation, invoice records
Technical	IP address, Hardware ID (CPU, BIOS, MAC address) for licence activation
Usage	Licence activation status, software version, support requests

We do not store full payment card details. Card processing is handled entirely by our payment processor (PayPal/WooCommerce Payments).

3. How We Use Your Data

Purpose	Legal Basis
Fulfilling orders and delivering licence keys	Performance of a contract
Managing licence activations and hardware binding	Performance of a contract
Providing technical support	Performance of a contract / Legitimate interest
Sending renewal reminders and service notifications	Legitimate interest
Preventing fraud and licence abuse	Legitimate interest
Issuing invoices and maintaining financial records	Legal obligation (HMRC)
Improving our software and services	Legitimate interest

We will never use your data for automated decision-making or profiling that produces legal effects.

4. Data Sharing

We may share your personal data with the following categories of third parties, only to the extent necessary:

• Payment processors (PayPal) — to process transactions securely.

• Accounting software (Sage Accounting) — to generate invoices and maintain financial records.

• Hosting and infrastructure providers — to operate our website and licence portal.

• Email service providers — to send transactional emails (order confirmations, licence keys).

• Professional advisers — accountants or legal advisers where required.

• Law enforcement or regulatory authorities — where we are legally obliged to do so.

We do not sell, rent, or trade your personal data to any third party for marketing purposes.

5. International Transfers

Your data is primarily stored and processed within the United Kingdom. Where data is transferred outside the UK (for example, to payment processors with servers in the United States), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions recognised by the UK Information Commissioner’s Office (ICO).

6. Data Retention

Data Type	Retention Period
Transaction and invoice records	6 years (UK tax/HMRC compliance)
Licence activation data (Hardware ID)	Duration of active licence, then deleted within 12 months
Support correspondence	2 years from last contact
Account data (name, email)	Until account deletion or 3 years of inactivity

After the retention period, data is securely deleted or anonymised.

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of access — request a copy of the data we hold about you.

• Right to rectification — request correction of inaccurate or incomplete data.

• Right to erasure — request deletion of your data (subject to legal retention requirements).

• Right to restrict processing — request that we limit how we use your data.

• Right to data portability — receive your data in a structured, machine-readable format.

• Right to object — object to processing based on legitimate interests.

• Right to withdraw consent — where processing is based on consent, withdraw it at any time.

To exercise any of these rights, email us at info@syntaxis.co.uk. We will respond within one calendar month.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including: encrypted connections (HTTPS/TLS) for all web communications; secure server infrastructure with regular updates; restricted access to personal data on a need-to-know basis; and regular review of our security practices.

9. Data Breach Notification

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner’s Office within 72 hours of becoming aware of the breach. Where the breach is likely to result in a high risk to you, we will also notify you directly without undue delay.

10. Cookies

Our website may use essential cookies required for the site to function (such as session cookies and shopping cart functionality). We may also use analytics tools to understand how visitors use our site. Where non-essential cookies are used, we will obtain your consent before setting them. Further details may be provided in a separate Cookie Policy.

11. Children’s Data

Our Software and services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child without appropriate consent, we will delete it promptly.

12. Complaints

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: ico.org.uk

Telephone: 0303 123 1113

We would appreciate the opportunity to address your concerns before you contact the ICO. Please email us at info@syntaxis.co.uk in the first instance.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on our website with an updated effective date. We encourage you to review this policy periodically.