Privacy Statement

Privacy Statement

This privacy notice tells you what to expect us to do with your personal information when you make contact with us or use one of our services.

Privacy Policy

Our Approach to Privacy

This is the privacy policy for eGOV Solutions Ltd (hereafter referred to as "eGOV Cloud"). You can find more information about our company at www.egovcloud.com. Your data will be held by us and this policy sets out how we will look after data that you give us, or learn about you through our relationship with you when you use our platform and services or that we get from other sources.

You can find information below on:

• the information we collect and how we get it.
• how we use the information we collect.
• who we may share your information with and why.
• where we may transfer and process your information.
• what you need to do if you provide information to us about others.

If you have any questions you can contact our Data Protection Officer at dpo@egovcloud.com.

Key Terms Relating to Information We Collect

Account Information

Information about you that you provide to us, or that we obtain in connection with:

• a contract for service delivery to a client where they provide your details as an agent for the service we provide as part of the contract the creation and administration of our record of your details (e.g. your name, username, address, phone number, email address, personal contact information, information when you contact us, and the services you contact us to discuss)
• your use of our platform and services (e.g. how you use, access and interact with them)
• any permissions, consents or preferences that you give us, including to access your data through third party products
• you being our client and information that we obtain from third parties that may be linked to your employer or organisation

System Data

Usage statistics, system logs, performance and security data, records of support requests and aggregated data about how our services are used (e.g. performance counters, access logs, metrics, associated metadata, unique identifiers for devices, technical information about the devices you use, the network, operating system and browser). This may contain limited Account Information where information such as email addresses, user IDs or usernames appear in log records.

Third-party data

Information that you provide about a third-party (e.g. a child you are responsible for or are working with, a business contact, a delegate, an agent for your organisation or for an organisation you have links with or work with).

Website data

• Usage statistics, system logs, performance and security data, feedback data and aggregated data about how our Sites are used (e.g. performance counters, access logs, metrics, associated metadata, unique identifiers for devices, technical information about the devices used, the network, operating system and browser).
• data identified as malicious (e.g. malware infections, cyberattacks, unsuccessful security incidents, or other threats).

Information We Collect from You

We process information about you in a number of ways. We may combine the information that we receive from these various sources with other information that we collect or receive.

How we obtain it

• through your use of the company website or web based services
• through your use of interactive features of the website (e.g. forms)
• through email or other electronic communication methods
• by telephone
• by contacting us

Examples of the types of information

• your name
• your email address
• your telephone number
• your postal address
• the IP address you used to access our site or services
• recordings of telephone calls
• Account Information, Content, System data

Information We Collect Through Third Parties

How we obtain it

• companies or individuals that introduce you to us
• government agencies
• third party content that includes information about you or your employer or organisation
• making use of our services or filling out forms on our website
• publicly accessible records

Examples of the types of information

• your name, email address, telephone number, postal address (work)
• the IP address you used to access our site or services
• account information, open data and public records

Information We Collect Through General Use of Our Services

How we obtain it

• through clients or clients' agents accessing and using our services or our websites
• through clients or clients' agents providing us with information

Examples of the types of information

• account information or information required to create accounts
• IP address (this may not always be personal to you — e.g., when using shared networks)
• system data
• where you are in the world

How We Use the Data That We Collect

We use the Account Information and System Data in each of the following ways.

Relationship Management

Delivery of Services

Delivering on Contractual Obligation and Exercising Rights

Legal and Regulatory Risk Management

Innovation and System Development

Marketing and Promotion

We may use information that we hold about you to send information about our products and services by email or other electronic means. If you have given your consent, you can withdraw this at any time, or if we are reliant on our legitimate interests you can object. Contact us at dpo@egovcloud.com.

If You Provide Us with Information About Others

If you provide information to us about another person, or if you send their information or Content using our platform or services, you must make sure you have the right and permission to do so. By providing such information, you confirm that you have them.

Sending Information Outside the EEA

Wherever possible we choose services that store and process data within the UK. Should it be necessary to process or store data outside of the UK, preference will be given to services within the EEA, and we will ensure any transfer is subject to appropriate safeguards.

Content related to the service we provide: Your Content will be stored and processed on secure servers in the UK. You acknowledge that our platform is a 'platform-as-a-service solution'. You, your users and recipients may access your Content outside the EEA (e.g. by logging in anywhere in the world). Content may be processed in this way for the purpose of performing our contract with you.

Content related to our website: Any content you submit through our website will be stored and processed on secure servers in the UK.

Who We May Share Your Information With

Account Information and System Data: To operate our organisation effectively we use shared systems, resources and sub-contractors so Account Information and System Data may be transferred to services operated by these parties. Where we do so we'll ensure that any transfer is subject to appropriate safeguards.

Content: Your Content may also be processed by our authorised sub-contractors to provide the services to you.

Transfer of Rights: We reserve the right to transfer Account Information, System Data and Content to any organisation that we may transfer our rights or responsibilities to, or if we (or a relevant part of us) or our assets are purchased or acquired by a third party.

Applicable law: We reserve the right to disclose information in order to comply with legal or regulatory obligations, or a binding order of a legal, governmental or regulatory authority, or for the prevention and detection of crime.

Payment for Our Services

If you or your organisation enter into a paid contract for our services then information may be shared with relevant payment service providers to complete this transaction. Information may be used by those providers in accordance with their own privacy policies and terms and conditions.

What We Need You to Do

We need to make sure that the information that we hold about you is accurate, up-to-date and still relevant. Please tell us promptly if there are any changes by contacting us at customerservices@egovcloud.com.

You must ensure that you always have a lawful reason for the processing of your Content through our platform and services, and you must comply with all applicable law in respect of how you use it.

Marketing

We may use some of the information that we hold about you to send you information about our products and services by email or by other electronic means. In most circumstances we will only do this if we have your consent, but there may be some situations where we have a legitimate interest in doing so.

If you have given your consent you can withdraw this at any time by notifying us using the details below.

Service Information

We may send, or otherwise display, to you information about the services you receive from us. This may include information about how you use them and how you could do so more efficiently, faults, issues, updates or notices of times when they'll not be available. It will not market or provide information about services you do not receive.

How Long We'll Keep Your and Your Users' Information For

We keep your information in line with our data retention policy. We will normally keep your information for a period of seven years from when our relationship with you, or our client for whom you are an agent, ends. This allows us to comply with legal and regulatory requirements or use it where we need to for our legitimate purposes.

We may need to keep your information for longer where we need the information to comply with regulatory or legal requirements, help detect or prevent crime, or answer requests from regulators.

If we don't need to keep information for this length of time, we may destroy, delete or anonymise it sooner. Content will be deleted in accordance with our retention policy.

Understanding the Information We Hold About You

You can find out what information we hold about you:

• If you are a client: by emailing us at dpo@egovcloud.com with the subject "Data subject access request".
• If you are an agent of an existing client: by emailing their nominated Data Controller with the subject "Data subject access request".

Correcting Information We Hold About You

You have the right to question any data we hold about you if you think it is wrong or incomplete. Please contact us at customerservices@egovcloud.com with the subject "Correcting my information". We'll investigate your request and correct them where relevant.

Stopping Us Processing Your Information

You have the right to object to how we use your data or to ask us to delete, erase or stop processing it if there's no reason for us to use it. Please note:

• there may be legal or regulatory reasons why we're processing it
• we may be processing it in order to fulfil our contractual obligations to another user
• information that you have shared with others may form part of their account and may not be deleted when you close your account

Please contact us at dpo@egovcloud.com with the subject "Erasure of my personal data".

Restricting the Ways in Which We Process Your Information

You have the right to ask us to restrict how we're processing your information if:

• it's not accurate
• it's been used unlawfully but you don't want us to delete it
• it's not relevant anymore but you want to keep it for use in legal claims
• you've asked us to delete it and are waiting for us to confirm if we have a lawful reason for using it

Please contact us at dpo@egovcloud.com with the subject "Restriction of the use of my personal data".

How to Complain

If you have any concerns or complaints with how we have processed your data, please contact us at dpo@egovcloud.com. You also have a right to complain to the Information Commissioners' Office. You can find out more at https://ico.org.uk/concerns/.

Cookies

To find out more about cookies and how we use them, see our online cookies policy.

Changes to This Policy

We can change this policy from time to time. We may in some instances require you and your users to read and accept any changes before continuing to use the accounts we have on our systems.

About Us

We are eGOV Solutions Limited, a limited liability company registered in England and Wales (number 11651414). Our registered office is:

Our VAT number is 322 3354 39. You can contact us at office@egovcloud.com.

When contacting us we strongly recommend you don't email us confidential or personal information. If you do, it's at your own risk although the terms of this policy will apply to our use of that information.

Law

If you are a consumer please note that these terms, their subject matter and formation are governed by English law. We both agree that the courts of England and Wales will have exclusive jurisdiction except that if you are a resident of Northern Ireland you may also bring proceedings in Northern Ireland, and if you are resident of Scotland, you may also bring proceedings in Scotland.

If you're a business, these terms, their subject matter and formation (and any non-contractual disputes or claims) are governed by English law. We both agree to the exclusive jurisdiction of the courts of England and Wales.

Modern Slavery and Human Trafficking Statement

In accordance with Section 54 of the Modern Slavery Act 2015

Statement of Commitment

eGOV Solutions Ltd is committed to preventing modern slavery, forced labour, child labour, and human trafficking within our business operations and third-party supplier relationships. We operate a zero-tolerance approach and are committed to ethical conduct, legal compliance, and continual improvement. This commitment is embedded within our ISO 27001 Information Security Management System (ISMS) and ISO 9001 Quality Management System (QMS).

Organisational Context

eGOV Solutions Ltd operates exclusively within the UK, delivering secure, cloud-hosted digital platforms to Local Authorities and education partners. Our services support vulnerable children and young people, placing strong emphasis on governance, assurance, and compliance. Any limited international supplier engagement is subject to defined governance, risk assessment, and supplier assurance processes.

Governance and Accountability

Senior leadership holds responsibility for ensuring ethical, legal, and social responsibilities are embedded into organisational operations. Oversight of modern slavery risk forms part of our wider organisational risk management framework, aligned with ISO 27001 and ISO 9001 requirements. Roles and responsibilities are clearly defined and reviewed as part of management governance processes.

Policies and Controls

We maintain documented policies and controls to mitigate modern slavery risks, including:

• Ethical business conduct standards
• Fair and transparent recruitment practices
• Right-to-work verification procedures
• Whistleblowing and confidential reporting mechanisms
• Supplier contractual requirements for legal and ethical compliance

Controls are reviewed regularly through management system reviews.

Third-Party Risk and Due Diligence

We apply a proportionate, risk-based approach to third-party supplier management. Our supplier base includes cloud hosting and infrastructure providers, software and technology suppliers, and professional and support service providers. Due diligence activities include:

• Supplier selection based on compliance and reputation
• Contractual compliance obligations
• Ongoing supplier performance monitoring
• The right to remediate or terminate relationships if ethical concerns arise

The inherent risk of modern slavery within our direct operations is assessed as low.

Training and Awareness

Relevant personnel receive awareness of modern slavery risks and indicators, ethical responsibilities, and escalation and reporting procedures. This supports our culture of accountability, compliance, and quality.

Incident Management

Concerns relating to modern slavery or unethical conduct are managed through formal incident management and escalation procedures aligned with our ISO frameworks. Corrective actions are implemented where required.

Monitoring and Review

This statement is reviewed annually, updated in response to regulatory or legislative change, and managed through continual improvement principles.