Privacy Policy

1. Summary

We collect the minimum information needed to quote, license, deploy and support digital security software for you. We do not sell your data, we do not rent it, and we do not share it with third parties for their own marketing. Payment card details are never stored on our servers.

2. Information we collect

2.1 Information you provide

• Contact details — name, email address, telephone number and, for business orders, company name and job title.
• Quote and deployment details — device counts, operating systems, application names and any notes you include in the form's message field.
• Order and billing information — billing address and order history. Card numbers are processed by our payment providers and are not visible to or stored by us.
• Correspondence — emails, call notes and support records relating to your enquiry or order.

2.2 Information collected automatically

• Technical data — IP address, browser type and version, operating system, referring page, pages visited and timestamps. This is standard web-server log data.
• Form anti-abuse data — a timestamp and IP address recorded when a form is submitted, used solely to rate-limit automated abuse.
• Cookies — we use only strictly necessary cookies required to operate this website and to remember form-submission status. We do not deploy advertising or cross-site tracking cookies from this domain.

3. How we use your information

• To respond to your enquiry and provide a written quote.
• To process orders, issue licenses and maintain your license records.
• To deliver setup assistance, configuration work and post-deployment support.
• To send transactional messages about your order, renewal dates and deployment schedule.
• To meet legal, tax and accounting obligations, including record-keeping for audits.
• To detect and prevent fraudulent or abusive submissions of our web forms.
• To improve our website and services based on aggregated, non-identifying usage data.

4. Legal bases for processing

Where the UK GDPR or EU GDPR applies, we rely on the following bases:

• Contract — processing necessary to quote for, supply and support your order.
• Legitimate interests — responding to enquiries, securing our systems, preventing form abuse and maintaining service quality.
• Legal obligation — retaining financial and licensing records as required by tax and consumer law.
• Consent — where you have opted in to non-essential communications, which you can withdraw at any time.

5. Who we share information with

We share personal data only with parties who need it to deliver the service:

• Software publishers and authorized distributors — to issue, activate and register your license in your organisation's name.
• Payment processors — PCI-DSS compliant providers who handle card transactions on our behalf.
• Hosting and infrastructure providers — who operate the servers this website and its mail service run on, under written data-processing terms.
• Professional advisers — accountants, auditors and lawyers where required.
• Law enforcement or regulators — only where we are legally compelled to do so.

We do not sell personal data. We do not share it with advertising networks, data brokers or unrelated third parties.

6. International transfers

Our servers are located in the United States. Where personal data is transferred outside the UK or EEA, we rely on appropriate safeguards such as Standard Contractual Clauses or an adequacy decision, and we limit transfers to what is necessary to fulfil your order.

7. How long we keep your data

• Enquiries that do not become orders — 12 months from last contact, then deleted.
• Order, license and billing records — 7 years, to meet tax and accounting obligations.
• Deployment documentation and configuration records — for the life of the license term plus 12 months.
• Web server logs and anti-abuse records — up to 90 days.
• Support correspondence — 24 months from case closure.

8. How we protect your data

• All pages are served over TLS with a valid certificate.
• Access to client records is restricted to named staff on a need-to-know basis.
• Administrative access requires unique credentials and, where supported, multi-factor authentication.
• Form submissions are validated, sanitised and rate-limited to prevent abuse and injection.
• Backups are encrypted and access-logged.
• We do not store payment card data at any point.

No system is perfectly secure. While we take commercially reasonable measures, we cannot guarantee absolute security of data transmitted over the internet.

9. Your rights

Depending on your jurisdiction, you may have the right to:

• Access — request a copy of the personal data we hold about you.
• Rectification — correct inaccurate or incomplete data.
• Erasure — request deletion, subject to legal retention obligations.
• Restriction — limit how we process your data in certain circumstances.
• Objection — object to processing based on legitimate interests, including direct marketing.
• Portability — receive your data in a structured, machine-readable format.
• Withdraw consent — at any time, without affecting prior lawful processing.

To exercise any of these rights, email support@coredefendsystem.online. We respond within 30 days. There is no fee unless a request is manifestly unfounded or excessive. You may also complain to your local data-protection authority — in the UK, the Information Commissioner's Office; in the EU, your national supervisory authority.

10. California residents (CCPA/CPRA)

We do not sell or share personal information as those terms are defined under the CCPA. In the preceding 12 months we have collected identifiers (name, email, phone), commercial information (orders, license records) and internet activity (server logs) for the purposes described in section 3. You may request disclosure of the categories and specific pieces of information we hold, and request deletion, using the contact details above. We do not discriminate against you for exercising these rights.

11. Children

Our services are intended for businesses and adult professionals. We do not knowingly collect personal data from children under 16. If you believe a child has provided us with personal data, contact us and we will delete it.

12. Third-party links

This website may link to publisher portals and other third-party sites. Those sites have their own privacy practices and we are not responsible for them. We encourage you to read their policies before submitting any information.

13. Changes to this policy

We may update this policy from time to time. The effective date at the top of this page always reflects the current version. Material changes will be announced on this page and, where you are an existing client, by email.

14. Contact

CoreDefend System
2200 Enterprise Security Plaza, Suite 410
Austin, TX 78701
US
Email: support@coredefendsystem.online
Telephone: +1 (866) 674-9974

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