Privacy Policy

SoSource Ltd · Last updated: 10/11/2026

This policy explains what personal data we collect, why we collect it, and what your rights are. It is short on purpose.

1. Who we are

SoSource Ltd is the data controller. That means we decide how your personal data is used.

2. What data we collect

We collect only what we need. Depending on how you deal with us, that can include:

Contact details. Name, job title, company, email address, phone number. You give us these when you fill in a form, email us, call us or sign up to something.
Enquiry details. What you ask us and what we reply.
Customer and account details. Billing name, billing address and payment records. We do not store full card numbers.
Website usage data. IP address, browser type, device type, pages viewed and how you found us. We collect this through cookies and similar tools (see section 6).
Marketing preferences. What you have asked us to send you, and what you have asked us to stop sending.
Business contact details from public sources. We hold business contact details, such as names, job titles and work email addresses, taken from public sources like company websites, Companies House and professional networks. We use them to contact people about services relevant to their role.]

3. How we use your data, and why

The law says we must have a lawful basis for every use. Ours are:

What we do	Lawful basis
Reply to your enquiries	Legitimate interests (running our business and answering people who contact us)
Provide our services and manage your account	Contract
Send you marketing emails you have signed up for	Consent
Contact businesses about relevant services	Legitimate interests (you can opt out at any time)
Keep accounts, tax and legal records	Legal obligation
Understand how our website is used and improve it	Consent for non-essential cookies; legitimate interests for essential ones
Prevent fraud and keep our systems secure	Legitimate interests

Where we rely on consent, you can withdraw it at any time. Withdrawing consent does not affect anything we did before you withdrew it.

4. Marketing

We will only email you marketing if you have asked for it, or if you are a business contact and our message is relevant to your role. Every email has an unsubscribe link.

5. Who we share your data with

We share data only with people who help us run the business, and only what they need. These are:

IT, hosting and email providers
Website analytics and marketing tools
Payment processors and accountants
Professional advisers, such as lawyers and insurers
Regulators or law enforcement, where the law requires it

These providers act on our instructions and must protect your data. If we sell or restructure the business, data may pass to the new owner, who must honour this policy.

6. Cookies

Our website uses cookies. They are small files saved on your device.

Essential cookies make the site work. You cannot switch these off.
Analytics cookies show us how people use the site. We only set these if you agree.
Marketing cookies we only set these if you agree.

7. Sending data outside the UK

Some of our providers are based outside the UK. When we send data abroad, we make sure it has legal protection. We use UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. Ask us if you want details.

8. How long we keep your data

We keep data only as long as we need it.

Enquiries: [12] months after the last contact
Customer records: [6] years after the relationship ends, for tax and legal reasons
Marketing lists: until you unsubscribe, then a suppression record so we do not contact you again
Website analytics: [26] months

When the time is up, we delete or anonymise the data.

9. Your rights

Under UK data protection law you can ask us to:

Show you the personal data we hold about you
Correct anything that is wrong
Delete your data, in some cases
Restrict how we use your data, in some cases
Move your data to another provider, in some cases
Stop us using your data for marketing, at any time
Object to uses based on legitimate interests

We reply within one month. We may ask you to prove who you are. We do not charge a fee unless a request is clearly unfounded or excessive.

10. How we protect your data

We use sensible technical and organisational measures. These include access controls, encryption where appropriate and staff guidance. No system is perfectly secure. If a breach puts your rights at risk, we will tell you and the Information Commissioner’s Office (ICO) as the law requires.

11. Complaints

Please talk to us first, we will try to put it right.

You can also complain to the ICO, the UK data protection regulator:

Website: ico.org.uk
Helpline: 0303 123 1113

12. Changes to this policy

We may update this policy. The date at the top shows when it last changed. If we make a big change, we will tell you on our website or by email.