Privacy policy

1. Who is responsible

Xoftpro Smart Systems Ltd, 23 Khadija Crescent, Asokoro, Abuja FCT, decides how your data is used (the data controller). For any privacy question or request, write to info@xoftpros.com.

Our Data Protection Officer answers every question about your data. Write to info@xoftpros.com with "Data protection" in the subject, or send a letter to our office marked for the Data Protection Officer.

2. What we collect

• Contact details: your name, email, phone, company and role, when you fill in a form, book a call, apply or create an account.
• Account details: how you sign in. Passwords are stored in a form nobody can read, not even us. If you choose Google sign-in, Google shares your name, email and photo.
• Orders and payments: what you bought, invoices and receipts. Card details go straight to our payment provider; we never see or keep your full card number.
• Projects and support: briefs, files, messages, tickets and call notes.
• Academy: applications, attendance, assessments and certificates.
• Technical data: your device, browser, the pages you visit and a security log of sign-ins.
• Device and location: a rough place worked out from your internet address (a city, never a street), and, when you allow it in your browser, your device's location while you use our client portal, to protect your account and stop fraud.

3. Data in the systems we build or host for you

The records in a system we build or host for your organisation belong to you. We use them only on your written instructions and under our contract with you, keep them confidential, and return or delete them when the contract ends.

4. Why we use it

• To answer you, prepare quotes and deliver what you ordered: because of our contract with you, or the steps you asked for before one.
• To take payments, send invoices and keep tax records: because the law requires it.
• To keep accounts and systems safe and prevent fraud: because we have a legitimate interest in protecting you and us.
• To send news and offers: only with your consent. Every message has a one-tap way to stop.
• To count visits and improve the website: only if you accept those cookies.

5. Who we share it with

We never sell personal data. We share only what each one needs:

• payment providers, to take your payments;
• email, SMS and WhatsApp providers, to send messages you asked for or need;
• hosting and cloud providers that store our systems;
• Google, if you choose Google sign-in;
• our professional advisers and auditors, and authorities when the law requires it.

Each works under a contract that protects your data. Some of them store data outside Nigeria; we use them only where the law allows and with the safeguards the Nigeria Data Protection Commission accepts.

6. How long we keep it

• Account, project and support records: while you are a client, then 6 years for tax and legal claims.
• Invoices and payment records: 6 years, as tax law requires.
• Enquiries and applications that did not go ahead: 2 years.
• Newsletter details: until you stop the newsletter.

7. Keeping it safe

Data travels encrypted. Staff see only what their job needs, and every time someone opens a client record it is logged. We update and test our systems regularly. If a breach puts your data at risk, we report it to the Nigeria Data Protection Commission within 72 hours and tell you without delay when you could be harmed, with what you should do.

8. Your rights

You may ask to see your data, correct it, delete it, receive a copy to take elsewhere, object to or limit how we use it, and withdraw your consent at any time. Write to info@xoftpros.com; we answer within 30 days, free of charge.

Our services are for organisations and adults. An academy student under 18 applies with a parent's or guardian's consent.

9. Cookies

Our Cookie notice lists every cookie we use. Visits are counted only after you press Accept in the cookie banner.

10. Complaints and changes

If you are unhappy with how we handled your data, tell us first at info@xoftpros.com. You may also complain to the Nigeria Data Protection Commission at https://ndpc.gov.ng.

When we change this policy we update the date at the top; for a big change we email account holders first.