Privacy Policy

Last updated: May 2026

1. Introduction

This Privacy Policy explains how Intelligence Software Ltd collects, uses, stores, processes, and protects personal information in connection with our website, software platform, applications, integrations, and related services.

We are committed to protecting personal information and processing data responsibly, transparently, and in accordance with applicable data protection laws, including:

  • the UK GDPR;
  • the EU GDPR;
  • the Data Protection Act 2018;
  • the Protection of Personal Information Act (“POPIA”) in South Africa.

2. Who We Are

The services are provided by:

Intelligence Software Ltd
Company Registration Number: NI053852, registered in Northern Ireland, United Kingdom.
Website: https://www.intel-sw.com

For the purposes of data protection law, Intelligence Software Ltd may act as either:

  • a Data Controller for information relating to our own business operations, website activity, and marketing; or
  • a Data Processor where we process customer data on behalf of our customers using the platform.

3. Data Protection Contact

Intelligence Software Ltd takes data protection and privacy seriously.

The person responsible for overseeing data protection and privacy matters is:

Shane McCusker
Intelligence Software Ltd

Shane McCusker may be contacted using any of the contact methods listed on the Contact Us section of this website.

4. Information We Collect

Depending on how our services are used, we may collect and process:

  • account and login information;
  • names, email addresses, telephone numbers, and business details;
  • recruitment and candidate information entered by customers;
  • CVs, resumes, and recruitment-related records;
  • communication records;
  • email integration data;
  • calendar integration data;
  • technical and usage information;
  • billing and subscription information;
  • support requests and correspondence;
  • email metadata and message content where required for enabled platform functionality.

We may also hold contact and communication information relating to:

  • prospective customers;
  • current customers;
  • former customers;
  • suppliers;
  • business contacts.

This information may include names, company details, email addresses, telephone numbers, communication history, and marketing preferences.

We do not intentionally collect more information than is necessary to provide our services.

5. Customer Data and Business Contact Data

Most information processed through the platform is customer-controlled data processed on behalf of our customers.

In these cases:

  • our customers act as the Data Controller;
  • Intelligence Software Ltd acts as the Data Processor.

Customers are responsible for ensuring they have a lawful basis for collecting and processing personal information using the platform.

In addition, Intelligence Software Ltd acts as the Data Controller for personal information relating to its own:

  • business operations;
  • sales activities;
  • customer relationships;
  • marketing communications;
  • support services.

6. Email, Calendar, and Mailbox Integrations

Our platform may integrate with services such as:

  • Gmail and Google Workspace;
  • Microsoft 365 and Microsoft Graph;
  • IMAP and other email connection methods.

These integrations are only activated where authorised directly by the user.

The purpose of these integrations is to allow users to:

  • send and receive emails through the platform;
  • manage communications;
  • monitor authorised mailboxes and folders;
  • create and manage contact records;
  • manage scheduling and calendar activity;
  • improve workflow efficiency.

Depending on enabled functionality, the platform may process and store:

  • sender and recipient details;
  • email headers;
  • message content;
  • attachments;
  • timestamps;
  • folder information;
  • mailbox metadata;
  • calendar events and availability information.

This processing is carried out solely to provide functionality authorised by the customer or user.

7. IMAP and Mailbox Credentials

In some cases, customers may choose to connect mailboxes using IMAP or similar email protocols rather than OAuth-based authentication.

Where this functionality is used, mailbox credentials, passwords, tokens, or application passwords may be securely stored and used by the platform for the purpose of:

  • accessing authorised mailboxes;
  • synchronising communications;
  • supporting platform functionality.

Appropriate technical and organisational security measures are implemented to protect such credentials and connection information.

8. Google Workspace and Gmail API Data

Where users connect Google services to our platform:

  • we only access Google user data with explicit user consent;
  • we only request permissions (“scopes”) necessary for application functionality;
  • we do not sell Google user data;
  • we do not use Google Workspace API data for advertising purposes;
  • we do not use Google Workspace API data to develop, improve, or train generalised artificial intelligence or machine learning models;
  • we do not share Google user data with third parties except where legally required or necessary to provide the requested services.

Users may revoke access to Google services at any time through their Google Account settings.

9. Microsoft 365 and Microsoft Graph Data

Where users connect Microsoft services to our platform:

  • access is limited to functionality authorised by the user;
  • we only process data necessary to provide the requested services;
  • we do not sell Microsoft user data;
  • we do not use Microsoft user data to train generalised AI or machine learning systems.

Where calendar integrations are enabled, the platform may access, create, modify, or manage:

  • calendar events;
  • availability information;
  • scheduling data;
  • meeting details;
    as necessary to provide authorised functionality.

Users may revoke access to Microsoft services at any time through their Microsoft account or organisational administrator settings.

10. Artificial Intelligence and Automation Providers

Certain platform features may use third-party artificial intelligence or automation providers, including large language model providers, to process user requests and generate responses.

Depending on enabled functionality, this may include processing:

  • CV or resume content;
  • prompt text;
  • email excerpts;
  • workflow instructions;
  • user-provided content.

Such processing is carried out solely for the purpose of providing the requested functionality.

We do not use customer data, email content, or Google Workspace API data to train generalised artificial intelligence or machine learning models.

Processing by third-party AI providers may occur outside the customer’s country, subject to appropriate safeguards and contractual protections.

11. How We Use Information

We use personal information to:

  • provide and maintain our services;
  • authenticate users;
  • support communication and recruitment features;
  • create and manage contact records;
  • support CRM and workflow functionality;
  • provide customer support;
  • manage billing and subscriptions;
  • improve system security and reliability;
  • comply with legal obligations;
  • communicate with customers and prospective customers;
  • provide AI-assisted functionality requested by users.

We do not sell personal information.

12. Legal Basis for Processing

We process personal information under one or more of the following lawful bases:

  • performance of a contract;
  • legitimate business interests;
  • user consent;
  • compliance with legal obligations.

Most customer data processed through the platform is processed under the terms of a contractual agreement with the customer.

Marketing communications are sent based on legitimate interests or consent where required by law.

Recipients may opt out of marketing communications at any time.

13. Recruitment and Special Category Data

Customers may use the platform to process recruitment and candidate information.

This may occasionally include special category personal data such as:

  • health information;
  • diversity information;
  • background screening information.

Customers are responsible for ensuring that they have an appropriate lawful basis for processing such information.

We encourage customers to minimise the collection and processing of special category data wherever possible.

14. Data Sharing

We do not sell personal information.

We may share information only:

  • with authorised service providers supporting the operation of the platform;
  • with hosting, infrastructure, monitoring, support, communication, and AI service providers;
  • where legally required;
  • to protect legal rights, security, or prevent fraud;
  • where necessary to provide requested services.

Third-party providers are required to maintain appropriate confidentiality and security protections.

15. International Transfers

Some services used to operate our platform may process or store information outside the United Kingdom, European Economic Area (“EEA”), or South Africa.

Where international transfers occur, we implement appropriate safeguards in accordance with applicable data protection laws, including:

  • Standard Contractual Clauses (“SCCs”);
  • the UK International Data Transfer Addendum (“IDTA”);
  • adequacy regulations;
  • recognised security and compliance standards;
  • contractual and technical protections.

We only work with providers where appropriate privacy and security measures are in place.

16. Data Retention

Data is retained only for as long as necessary:

  • to provide the services covered by customer agreements;
  • to comply with legal or regulatory obligations;
  • to resolve disputes or enforce agreements.

Customers may update or delete their data at any time, subject to contractual or legal requirements.

17. Backups

We maintain regular daily and weekly backups for business continuity and disaster recovery purposes.

Backup data:

  • is protected using security measures equal to or greater than those applied to live systems;
  • is retained for no longer than four (4) weeks unless legally required otherwise;
  • is securely deleted after the retention period expires.

18. Security

We implement reasonable technical and organisational security measures designed to protect information against:

  • unauthorised access;
  • misuse;
  • loss;
  • disclosure;
  • alteration;
  • destruction.

However, no online service, software platform, or method of electronic transmission can be guaranteed to be completely secure.

Users acknowledge the inherent risks associated with internet-based services.

19. Security Incidents

In the event of a security incident affecting personal data, we will take reasonable steps to:

  • investigate the incident;
  • mitigate risks;
  • restore affected services where possible;
  • notify affected customers or relevant authorities where legally required.

20. User Rights

Subject to applicable law, individuals may have the right to:

  • access their information;
  • correct inaccurate information;
  • request deletion;
  • object to certain processing;
  • restrict processing;
  • request data portability;
  • withdraw consent.

Requests may be submitted using the contact details provided on this website.

We may require verification of identity before responding to requests.

Where applicable, we will normally respond within one month.

Individuals also have the right to lodge a complaint with the relevant supervisory authority.

In the United Kingdom, this is the Information Commissioner’s Office (ICO):
https://ico.org.uk

21. Cookies and Analytics

Our website may use cookies and analytics technologies to:

  • improve website functionality;
  • understand website usage;
  • support security and performance monitoring.

Where required by law, users will be provided with cookie consent and preference options.

Users may also manage cookie preferences through their browser settings.

22. Third-Party Services

Our services may integrate with third-party platforms and providers.

We are not responsible for the privacy practices or policies of third-party services outside our control.

Users should review the privacy policies of those services separately.

23. Changes to This Policy

We may update this Privacy Policy from time to time.

Updated versions will be published on our website with the revised effective date.

24. Contact Us

Intelligence Software Ltd
Northern Ireland
Company Registration Number: NI053852
Website: https://www.intel-sw.com