Privacy Policy
Sapient365 ("we", "us", "our") operates the website sapient365.com and related services. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website or contact us.
1. Information We Collect
We collect information you provide directly to us, including:
- Contact information — name, email address, phone number, company name
- Enquiry details — service of interest, project description, messages submitted through our contact or demo forms
- Communication records — emails, WhatsApp messages, and other correspondence you send to us
We also collect certain information automatically when you visit our website:
- IP address and approximate location (country/city level)
- Browser type, operating system, and device information
- Pages visited, time spent, and referral source
- Cookies and similar tracking technologies (see Section 6)
2. How We Use Your Information
We use the information we collect to:
- Respond to your enquiries, contact form submissions, and demo requests
- Create and manage your lead or project record in our CRM system (Odoo)
- Send you project updates, quotes, or follow-up communications
- Improve our website content and user experience
- Comply with legal and regulatory obligations
- Prevent fraud and maintain the security of our systems
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
3. Legal Basis for Processing
We process your personal data on the following legal bases:
- Consent — when you submit a contact form or request a demo, you consent to us processing your details to respond
- Legitimate interest — to manage our business, follow up on leads, and improve our services
- Contract — when we are delivering services to you under an agreement
- Legal obligation — when required by applicable law or regulation
4. How We Store and Protect Your Data
Your data is stored securely within our Odoo CRM system hosted on our own servers or on trusted cloud infrastructure. We apply industry-standard security measures including:
- Encrypted data transmission (HTTPS/TLS)
- Access controls — only authorised Sapient365 staff can access your records
- Regular security reviews of our systems
We retain your personal data for as long as is necessary to fulfil the purposes described in this policy, or as required by applicable law. If a business relationship does not develop, we generally retain enquiry data for up to 2 years.
5. Sharing Your Information
We may share your information with:
- Our team members — sales, technical, and project staff who need it to respond to your enquiry
- Service providers — hosting, email, and analytics tools we use to operate our business (these providers are bound by data processing agreements)
- Legal authorities — if required by law, court order, or to protect our legal rights
We do not share your data with unrelated third parties.
6. Cookies
Our website uses cookies to improve your experience. Cookies are small text files stored on your device. We use:
- Essential cookies — required for the website to function (session management)
- Analytics cookies — to understand how visitors use our site (e.g. Google Analytics, if enabled)
- Preference cookies — to remember your settings
You can control or disable cookies through your browser settings. Disabling essential cookies may affect website functionality.
7. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Access — request a copy of the personal data we hold about you
- Correction — ask us to correct inaccurate or incomplete data
- Deletion — request that we delete your personal data ("right to be forgotten")
- Restriction — ask us to limit how we use your data
- Portability — receive your data in a structured, machine-readable format
- Objection — object to processing based on legitimate interest
To exercise any of these rights, contact us at info@sapient365.com. We will respond within 30 days.
8. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites. We encourage you to review their privacy policies before providing any personal information.
9. Children's Privacy
Our services are intended for business users. We do not knowingly collect personal information from individuals under the age of 16. If you believe we have inadvertently collected such information, please contact us immediately.
10. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Continued use of our website after changes are posted constitutes your acceptance of the updated policy.
11. Contact Us
If you have any questions about this Privacy Policy, please contact us: