PCP Software Solutions Ltd (“PCP”, “we”, “us”, “our”) is committed to protecting your privacy and handling personal data in a transparent and secure manner.
This Privacy Policy explains:
- what personal data we collect,
- how we use it,
- how it is stored,
- your rights, and
- how to contact us.
This policy applies to:
- Visitors to www.assetcontroller.co.uk,
- Users of the Asset Controller Software, and
- Customers who subscribe to our services.
A separate Software Licence & Subscription Agreement governs the use of the Software.
1. Who We Are
PCP Software Solutions Ltd
United Kingdom
Email: sales@assetcontroller.co.uk
We act as:
- Data Processor for Customer Data stored in each Customer’s Azure SQL contained database.
- Data Controller for personal data relating to website visitors, customer contacts, billing contacts, and support interactions.
2. Personal Data We Collect
2.1 Data Collected Through Our Website
When you visit our website, we may automatically collect:
- IP address
- Browser type and version
- Device information
- Pages viewed
- Time and date of access
- General usage statistics
This data is used for:
- security (e.g., detecting malicious traffic),
- analytics and performance monitoring,
- improving our website.
We do not use tracking cookies for advertising or profiling.
Some functional cookies may be used for site operation (e.g., remembering navigation preferences).
2.2 Data You Provide Directly
When you contact us, request information, or purchase a subscription, we may collect:
- Name
- Email address
- Telephone number
- Company information
- Billing information
- Support correspondence
This data is used to provide services, manage your subscription, and communicate with you.
2.3 Data Processed Inside the Asset Controller Software
The Software connects to a dedicated Azure SQL contained database that stores Customer Data.
Examples of Customer Data may include:
- Asset information
- Records created by the Customer
- Operational notes or business information entered by users
PCP does not access Customer Data unless expressly requested for support.
2.4 Credential Storage
The Software stores SQL connection credentials locally on the Customer’s Windows device in an obfuscated format.
PCP:
- does not store these credentials,
- does not have access to them,
- does not manage end-user authentication.
3. How We Use Personal Data
We use personal data only where lawful and necessary, including to:
- Provide and operate the Asset Controller Software
- Manage subscriptions, billing, and support
- Respond to customer enquiries
- Improve software security and stability
- Maintain website performance
- Meet legal or regulatory obligations
We do not sell, trade, or rent personal data.
4. Customer Data (Azure SQL Database)
For personal data contained within the Customer’s own database:
- The Customer is the Data Controller
- PCP is the Data Processor
PCP processes Customer Data only to:
- Host the database in Microsoft Azure
- Maintain availability and disaster-recovery backups
- Assist with technical support upon request
PCP does not:
- access Customer Data unless authorised,
- use Customer Data for analytics or marketing,
- share Customer Data with third parties except where legally required.
5. Data Retention
5.1 Customer Data (Stored in Azure)
Upon cancellation of the subscription:
- Data is retained for 10 days,
- After which it may be permanently deleted.
Customers are responsible for exporting their own data before deletion.
5.2 Website and Contact Data
We retain website logs, analytics, and enquiry information for a reasonable period required for:
- security,
- performance monitoring,
- auditing, and
- customer service.
Retention periods are compliant with UK GDPR.
6. Legal Basis for Processing
We process personal data under the following lawful bases:
- Contract – to provide the Software and subscription services.
- Legitimate Interests – securing our website, improving services, fraud prevention.
- Legal Obligation – tax, accounting, or regulatory compliance.
- Consent – where required (e.g., marketing emails).
7. Sharing of Personal Data
We may share personal data with:
- Microsoft Azure (cloud hosting provider)
- Professional advisors (e.g., accountants)
- Legal or regulatory authorities (when required by law)
All third parties are required to maintain appropriate security measures.
We do not share Customer Data with any third party except where legally required.
8. Data Security
We apply appropriate technical and organisational measures, including:
- Microsoft Azure security controls
- Encryption of data in transit
- Restricted server-level firewalls
- Azure Defender monitoring
- Secure administrative access
The Customer is responsible for:
- securing their Windows devices,
- configuring their database-level firewall rules,
- safeguarding local credential files,
- installing software updates.
No system can guarantee 100% security, but we follow industry-standard practices.
9. Your Rights
Under UK GDPR, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request deletion (where applicable)
- Object to processing
- Request restriction of processing
- Request data portability
To exercise these rights, contact: sales@assetcontroller.co.uk
Note: PCP cannot fulfil rights requests relating to Customer Data inside the Azure SQL database — customers must make those requests to the Data Controller (the organisation using the Software).
10. Children’s Privacy
Our website and Software are not intended for individuals under 18.
We do not knowingly collect personal data from minors.
11. Changes to This Policy
We may update this Privacy Policy from time to time.
The latest version will always be available on our website.
12. Contact Us
If you have any questions about this Privacy Policy or how we handle personal data, please contact:
📧 sales@assetcontroller.co.uk
1. Information We Collect
Provider does not collect personal information unless you voluntarily provide it to us. We do, however, collect certain types of information and ask for personal information in certain circumstances, such as when you set up a User Account. The following sections describe the type of information we collect and how we collect it.
- Information You Give Us: All users may visit the public areas of the Service without disclosing any personal information about themselves. However, in order to use certain features of the Service, you may be asked for, or you may choose to provide, certain personally identifiable information (“PII”), such as your name, email address, mailing address, phone number and similar information. We will not collect PII from you while you use the Service unless you voluntarily provide it to us or authorise us to collect such information. When you complete a registration form to create a User Account or submit a request, we require you to provide us with relevant PII.
- Cookies: Like many websites, we employ the use of “cookies” in certain areas of our Service to allow us to provide information that is targeted to your interests and make your online experience more convenient (for instance, by reducing the number of times you have to re-enter your password). Cookies are small bits of electronic information that a website sends to a visitor’s browser and are stored on your hard drive. We do not receive or record any personal information in the cookies we use and are never tied to anything that could be used to identify you. Although most web browsers automatically accept cookies, you may choose to change your browser to block cookies that or to notify you when you are sent a cookie. Most cookies are “session cookies,” meaning that they are automatically deleted at the end of a session and you are always free to decline our cookies if your browser permits. You can still use the Service if your browser is set to reject cookies.
- Log Information: Our servers automatically track certain information about you as you use our Service. This information may include the URL that you just came from, which URL you go to next, what browser you are using, and your IP address. Our site logs do generate certain kinds of non-identifying site usage data, such as the number of hits and visits to our Service. This information is used for internal purposes by technical support staff to provide better services to the public and may also be provided to others, but the statistics contain no personal information and cannot be used to gather such information.
- Usage Activity: When you use the Service we may track your usage history, including search history and the particular content you viewed. This usage history will be used for your convenience, so that you can easily access past searches and content of interest.
2. Sharing of Information
We may use personal information that you provide to us to personalise your profile information, maintain, customise and add new resources and services, and allow communication and interaction between you and Provider, and between Provider and its operating personnel. In addition, we will share the personal information we collect from you under the following circumstances:
- Protection of rights. We will share personal information if we have a good faith belief that (i) access, use, preservation or disclosure of such information is reasonably necessary to satisfy any applicable law, regulation, legal process, such as a court order or subpoena, or a request by law enforcement or governmental authorities, (ii) such action is appropriate to enforce the Terms of Use for the Service, including any investigation of potential violations thereof, (iii) such action is necessary to detect, prevent, or otherwise address fraud, security or technical issues associated with the Service, or (iv) such action is appropriate to protect the rights, property or safety of Provider, its employees, users of the Service or others.
- Asset transfers. If we become involved in a merger, acquisition or other transaction involving the sale of some or all of Provider’s assets, user information, including personal information collected from you through your use of the Service, could be included in the transferred assets. Visitors to the Service will be notified via a prominent notice on the Service for thirty (30) days prior to a change of ownership or control of user information held by us.
- Service Providers. We may share your personal information with service providers that we engage for the purpose of processing information on our and your behalf. We require these entities to comply with this Privacy Policy and appropriate confidentiality and security measures.
In addition, we may share with third parties user information in the form of aggregated non-personal information. This non-identifying information may include, for example, the patterns, trends, preferences, and other collective characteristics of our users. Disclosure of this information serves to help us and our marketing partners evaluate and tailor our communications, advertisements, services and general business practices to the needs of users of the Service.
3. Control of Your Information
You may request us to correct, update or delete any of the information we have collected from you by sending an email to us at sales@assetcontroller.co.uk and we will attempt to fulfil your request. We may choose not to fulfill any request that we determine is unreasonable, unduly burdensome or impractical or that constitutes a threat to the privacy or rights of others.
4. Security
The personal information that you provide to us is stored on servers, which are located in secured facilities with restricted access, and protected by protocols and procedures designed to ensure the security of such information. In addition, we restrict access to personal information to Provider employees, independent contractors and agents who need to know this information in order to develop, operate and maintain the Service. All Provider personnel who have access to this information are trained in the maintenance and security of such information. However, no server, computer or communications network or system, or data transmission over the Internet can be guaranteed to be 100% secure. As a result, while we strive to protect user information, we cannot ensure or warrant the security of any information you transmit to us through use of the Service and you acknowledge and agree that you provide such information and engage in such transmissions at your own risk. Once we receive a transmission from you, we will endeavor to maintain its security on our systems.
5. Minor’s Privacy
The Service is not targeted towards, nor intended for use by, anyone under the age of 18. We do not collect personal indentifying information from any person we actually know is a minor under the age of 18.
6. Notification of Changes
This Privacy Policy may change from time to time and we will post all changes on this page.
7. Mediation
You also agree that, in the event any dispute or claim arises out of or relating to your use of the Service or this Privacy Policy that you and Provider will attempt in good faith to negotiate a written resolution of the matter directly between the parties. You agree that if the matter remains unresolved for forty-five (45) days after notification (via certified mail or personal delivery) that a dispute exists, all parties shall join in mediation services in London, UK with a mutually agreed mediator in an attempt to resolve the dispute. Should you file any arbitration claims, or any administrative or legal actions without first having attempted to resolve the matter by mediation, then you agree that you will not be entitled to recover attorneys’ fees, even if you would otherwise be entitled to them.
8. Questions? Contact Us
If you have any questions about our privacy practices or this Privacy Policy, please contact us by email at the following address: sales@assetcontroller.co.uk.