Privacy Policy
ZafSoft Solution is committed to protecting your personal data. This policy explains what we collect, why, and how you can exercise your rights under GDPR and applicable data protection laws.
1. Who We Are (Data Controller)
ZafSoft Solution LLC is a US-registered limited liability company (registered 2026) with operational headquarters in Dhaka, Bangladesh. We act as the data controller for personal data collected through this website (zafsoft.com) and our software products.
ZafSoft Solution LLC · privacy@zafsoft.com
Operational HQ: Shop No 23, Chowdory Mansion, Mirpur 1, Dhaka 1216, Bangladesh
Registered business: ZafSoft Solution LLC, USA (2026)
2. Data We Collect
We collect personal data only when it is necessary for a specific, lawful purpose:
| Category | Examples | Source |
|---|---|---|
| Identity data | Name, job title, company name | You provide directly |
| Contact data | Email address, phone number | You provide directly |
| Usage data | Pages visited, time on site, browser type | Automatically via cookies |
| Communications data | Messages sent via contact forms, emails | You provide directly |
| Account data | Username, hashed password, organisation | Registered users only |
| Technical data | IP address (anonymised), device type, OS | Automatically collected |
3. Legal Basis for Processing (GDPR Art. 6)
We only process your personal data where we have a valid legal basis:
- Contract performance — processing necessary to deliver our services or respond to a quote request.
- Legitimate interests — improving site functionality, fraud prevention, and business analytics (where your rights do not override our interests).
- Consent — analytics and marketing cookies; newsletter subscription. You may withdraw consent at any time.
- Legal obligation — retaining transaction records for tax and accounting compliance.
4. How We Use Your Data
- Respond to enquiries, quote requests, and support tickets
- Deliver, operate, and improve our software products and services
- Send transactional emails (project updates, invoices, account notices)
- Send marketing emails — only with your explicit consent and with an easy unsubscribe
- Analyse website traffic and usage patterns (analytics cookies, with consent)
- Comply with legal and regulatory obligations
5. Cookies & Tracking
We use cookies and similar technologies on this website. You can manage your preferences via the cookie banner shown on your first visit or at any time via our Cookie Policy.
| Type | Purpose | Consent Required |
|---|---|---|
| Essential | Session management, security, authentication | No (always active) |
| Analytics | Google Analytics 4 — anonymous usage statistics | Yes |
| Marketing | Personalised advertising and remarketing | Yes |
6. Data Sharing & Third Parties
We do not sell your personal data. We may share data with:
- Service providers — hosting (Vercel), email delivery (SendGrid), payment processors — all bound by data processing agreements.
- Analytics — Google Analytics with IP anonymisation enabled (only when you consent).
- Legal authorities — where required by law, court order, or to protect our rights.
7. International Data Transfers
ZafSoft Solution LLC operates with headquarters in Bangladesh and is registered in the USA. When transferring data outside the European Economic Area (EEA), we rely on:
- Standard Contractual Clauses (SCCs) approved by the European Commission
- Adequacy decisions where applicable
- Your explicit consent for specific transfers
8. Data Retention
We retain personal data only for as long as necessary:
| Data type | Retention period |
|---|---|
| Contact / enquiry data | 3 years from last contact |
| Client account data | Duration of contract + 5 years |
| Invoice & financial data | 7 years (legal obligation) |
| Marketing consent records | Until consent withdrawn + 1 year |
| Analytics data (GA4) | 14 months (Google default) |
9. Your Rights Under GDPR
You have the following rights regarding your personal data:
- Right of access — request a copy of data we hold about you
- Right to rectification — correct inaccurate or incomplete data
- Right to erasure — request deletion ("right to be forgotten")
- Right to restrict processing — limit how we use your data
- Right to data portability — receive your data in a machine-readable format
- Right to object — object to processing based on legitimate interests or for direct marketing
- Rights related to automated decisions — we do not use solely automated decision-making with legal effects
10. Children's Privacy
Our website and services are directed at businesses and are not intended for individuals under 16 years of age. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact privacy@zafsoft.com.
11. Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or disclosure. These include encrypted data transmission (TLS 1.2+), access controls, regular security assessments, and staff training.
12. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you by email. Continued use of our services after changes constitutes acceptance of the revised policy.
13. Contact Us
For any privacy-related queries, requests, or complaints, please contact our privacy team:
Email: privacy@zafsoft.com
Address: Shop No 23, Chowdory Mansion, Mirpur 1, Dhaka 1216, Bangladesh
Response time: within 30 calendar days