Privacy Policy

This Privacy Policy explains how SOFTBEE OÜ (“SoftBee”, “we”, “us”, or “our”) collects, uses, stores, and protects personal data when you visit softbee.io and its related pages (the “Website”) or communicate with us.

We respect your privacy and process personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (EU) 2016/679 (“GDPR”).

1. Data Controller

The controller responsible for the processing of personal data described in this Privacy Policy is:

• SOFTBEE OÜ
• Registry code: 17469617
• VAT number: EE102980853
• Registered address: Harju maakond, Tallinn, Kesklinna linnaosa, Kaupmehe tn 7-120, 10114, Estonia
• Email: info@softbee.io

For questions concerning your personal data or this Privacy Policy, please contact us at info@softbee.io .

2. Personal Data We May Collect

Information You Provide to Us

When you contact us through the Website, by email, or through another communication channel, we may receive information such as:

• your name;
• email address;
• telephone number, if provided;
• company name and position;
• information about your project or business requirements;
• the content of your message;
• any other information you voluntarily provide.

Please avoid submitting sensitive personal data unless it is necessary for your communication with us.

Technical Information

When you access the Website, certain technical information may be processed automatically by our hosting, infrastructure, or security systems.

This may include:

• IP address;
• browser type and version;
• device and operating system information;
• date and time of requests;
• requested pages;
• technical logs and security information.

We use such information where necessary to operate, secure, troubleshoot, and maintain the Website.

3. How We Use Personal Data

We may process personal data for the following purposes:

Responding to Enquiries

We process information you provide to respond to questions, project enquiries, requests for proposals, or other communications.

The legal basis may be:

• taking steps at your request before entering into a contract;
• performing a contract where applicable; or
• our legitimate interest in communicating with potential clients, partners, and other business contacts.

Providing and Managing Services

If communication develops into a business relationship, we may process relevant personal data for preparing proposals, negotiating agreements, providing services, managing the client relationship, and related business administration.

The legal basis is generally the performance of a contract, steps taken before entering into a contract, our legitimate interests, and compliance with legal obligations.

Operating and Securing the Website

Technical data may be processed to:

• operate and maintain the Website;
• protect our infrastructure;
• detect and prevent misuse, fraud, or security incidents;
• diagnose technical problems;
• maintain system and network security.

We process this information based on our legitimate interest in maintaining a secure and reliable Website.

Complying with Legal Obligations

We may process or retain information where necessary to comply with applicable laws, accounting requirements, tax obligations, regulatory requirements, court orders, or other legally binding requests.

The legal basis is compliance with our legal obligations.

Establishing or Defending Legal Claims

Where necessary, we may process relevant information to establish, exercise, or defend legal rights and claims.

The legal basis is our legitimate interest in protecting our legal and business interests.

4. Cookies and Tracking Technologies

At the date of this Privacy Policy, the Website does not use analytics, advertising, behavioural profiling, or marketing tracking tools such as Google Analytics 4, Meta Pixel, or Microsoft Clarity.

We do not currently use cookies for advertising or behavioural tracking purposes.

Certain strictly necessary technical functionality may process limited information where required to operate, secure, or deliver the Website.

If we introduce analytics, advertising, or other non-essential tracking technologies in the future, we will update this Privacy Policy and, where required by law, implement an appropriate consent mechanism.

5. Sharing Personal Data

We do not sell personal data.

Personal data may be shared only where reasonably necessary with categories of recipients such as:

• hosting and infrastructure providers;
• email and communication service providers;
• IT and security service providers;
• contractors or service providers supporting our business operations;
• professional advisers, including lawyers, accountants, and auditors;
• public authorities or regulators where disclosure is required by law.

Where third parties process personal data on our behalf, we take appropriate measures to ensure that the processing is subject to suitable data protection obligations.

6. International Data Transfers

Some service providers used by SoftBee may process data outside Estonia or the European Economic Area (“EEA”).

Where personal data is transferred outside the EEA to a country that has not been recognised as providing an adequate level of data protection, we use appropriate safeguards required by applicable data protection law, where applicable.

These safeguards may include European Commission Standard Contractual Clauses or another lawful transfer mechanism under the GDPR.

7. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected.

The relevant retention period may depend on:

• the nature of your communication with us;
• whether a business relationship is established;
• contractual requirements;
• legal, tax, accounting, or regulatory obligations;
• the need to establish, exercise, or defend legal claims.

When personal data is no longer required, we will delete or anonymise it, subject to applicable legal obligations.

8. Data Security

We use reasonable technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, access, or misuse.

However, no website, online service, or method of electronic transmission can guarantee absolute security.

9. Your Rights

Depending on the circumstances and applicable law, you may have the right to:

• request access to your personal data;
• request correction of inaccurate or incomplete personal data;
• request deletion of your personal data;
• request restriction of processing;
• object to processing based on legitimate interests;
• receive certain personal data in a structured, commonly used, and machine-readable format and request its transfer where the right to data portability applies;
• withdraw consent at any time where processing is based on consent.

Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

Some rights are subject to conditions and exceptions under applicable data protection law.

To exercise your rights, contact us at info@softbee.io .

We may need to verify your identity before processing a request in order to protect personal data from unauthorised access.

10. Right to Lodge a Complaint

If you believe that your personal data has been processed in violation of applicable data protection law, you have the right to lodge a complaint with a competent supervisory authority.

SoftBee is established in Estonia, where the relevant supervisory authority is:

• Estonian Data Protection Inspectorate
• (Andmekaitse Inspektsioon)

You may also contact us first at info@softbee.io , and we will aim to address your concern.

11. Automated Decision-Making

We do not use personal data collected through the Website to make decisions based solely on automated processing that produce legal or similarly significant effects on individuals.

12. Third-Party Websites

The Website may contain links to websites or services operated by third parties.

SoftBee is not responsible for how third parties collect or process personal data. We recommend reviewing the privacy policies of any third-party websites you visit.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our Website, services, technologies, data processing practices, or legal requirements.

When we make changes, we will publish the updated version on the Website and change the “Last updated” date.

14. Contact Us

For questions about this Privacy Policy or the processing of your personal data, please contact:

• SOFTBEE OÜ
• Harju maakond, Tallinn, Kesklinna linnaosa, Kaupmehe tn 7-120, 10114, Estonia
• Email: info@softbee.io