Privacy Notice

Who We Are

Sted and StedOS are owned and operated by Intellassure Ltd, registered in England and Wales under company number 16149319, with our registered address at Dale House, 64 Fink Hill, Horsforth, Leeds, England, LS18 4DH ("we", "us"). We are registered with the Information Commissioner’s Office under registration reference ZC239460.

We are the data controller for the personal data described in this notice: data about visitors to our website, people who contact us, and the people who hold and use StedOS accounts.

Where our customers put personal data into StedOS as part of their own records, the customer is the data controller for that data and we process it on their behalf as a data processor, under our Terms of Service. Questions about that data are best directed to the customer in the first instance.

You can contact us about this notice or your personal data at info@intellassure.com.

What Personal Data We Collect

Depending on how you interact with us, we may collect:

• Identification information (name, company, job role)
• Contact details (email address, which we also use for sign-in and Multi-Factor Authentication, and a telephone number if you give us one)
• Account information (such as log in details, preferences, and the subscription you hold)
• Billing information (such as billing name and address and payment history; card details are handled by our payment processor and are not stored by us)
• Technical and security data (such as IP address, browser type, and sign-in and activity records)

How We Use Your Personal Data

We process personal data to:

• Provide and manage services
• Take payment for subscriptions
• Respond to enquiries and provide support
• Keep our services and your account secure
• Improve and personalise our services
• Send service-related communications and updates
• Market our products and services (where legally permitted)

Legal Basis for Processing

We process personal data using one or more of the following legal bases:

• Consent
• Contractual necessity
• Legal obligation
• Legitimate interest

Cookies

Our website does not use analytics, advertising or tracking cookies.

StedOS uses only cookies that are strictly necessary to sign you in and keep your session secure. Because they are essential to the service you have asked for, they do not require consent, and the service cannot work without them.

Data Sharing

We may share personal data with:

• Service providers and processors who support our business operations
• Regulatory authorities or law enforcement (where required)
• Professional advisors (such as auditors, lawyers)

All third parties are subject to strict confidentiality and data processing agreements. We do not sell personal data.

Categories of sub-processor

We use the following categories of sub-processor to provide our services. We will update this list at least 14 days before any change in category.

• Cloud hosting, storage and backup, in the United Kingdom (Amazon Web Services, London region)
• Authentication and sign-in, including sign-in with Google
• Transactional email delivery
• Payment processing and subscription billing
• AI model hosting for StedOS's AI features, run within our cloud provider; your content is not used to train third-party models

International Data Transfers

We host StedOS in the United Kingdom. Some service providers may process personal data outside the UK. Where they do, transfers will be protected by appropriate safeguards, including:

• UK adequacy regulations (which cover the European Economic Area, among others)
• The UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected or to comply with legal obligations. In particular:

• Account data is kept while your account is active and deleted at the end of your contract, as set out in our Terms of Service.
• Backups are overwritten on a rolling 35-day cycle.
• Billing and transaction records are kept for six years, as UK tax law requires.

Your Rights

You have the right to:

• Be informed about how we process your data
• Access your data
• Rectify inaccuracies
• Request erasure (Right to be Forgotten)
• Restrict or object to processing
• Receive your data in a portable format
• Withdraw consent at any time
• Lodge complaints with a supervisory authority

To exercise these rights, email us at info@intellassure.com. We will respond within one month.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner’s Office, the UK supervisory authority, at ico.org.uk. We would appreciate the chance to put things right first, so please contact us before going to the ICO.

Changes to This Notice

We may update this notice from time to time. The version reference at the top of this page shows when it last changed, and we will tell account holders about significant changes.

StedOS is owned and operated by Intellassure Limited, registered in England and Wales under Company Number 16149319. ICO registration reference ZC239460.