Privacy Policy

This Privacy Policy explains how Darren Lightfoot trading as InkRoom Solutions ("we", "us") collects, uses, stores and protects your personal data when you use the InkRoom Solutions platform at inkroomsolutions.com. We are committed to handling your personal data responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

The data controller for the purposes of UK GDPR is:

• Name: Darren Lightfoot trading as InkRoom Solutions
• Email: [email protected]
• Platform: inkroomsolutions.com

2. What Personal Data We Collect

We collect only the minimum data necessary to provide the Platform. The data we collect is:

Data	Purpose	Legal Basis
Name	Creating and identifying your account	Performance of contract
Email address	Account login, password reset, service communications	Performance of contract
Password (hashed)	Securing your account — never stored in plain text	Performance of contract
Subscription status	Determining your access level to Platform features	Performance of contract
Job records & data	Storing your PressTrack records — your operational data	Performance of contract
Billing information	Processed by Stripe — we do not store card details	Performance of contract / Legal obligation

We do not collect any special category data (such as health data, race, religion or biometric data). We do not use your data for marketing purposes and we do not send marketing emails.

3. How We Use Your Data

We use your personal data solely to:

• Create and manage your account on the Platform
• Provide you with access to Platform features based on your subscription status
• Process subscription payments via our payment processor Stripe
• Send you essential service communications (e.g. password reset emails)
• Maintain the security and integrity of the Platform

We do not use your data for advertising, profiling, automated decision-making or any purpose other than providing the Platform service.

4. Data Storage and Security

Your data is stored on Supabase, a managed cloud database service, hosted on infrastructure within the European Economic Area. We implement the following security measures:

• All data is transmitted over HTTPS — no unencrypted connections are permitted
• Row Level Security is enforced at the database level — no user can access another user's data
• Passwords are hashed using bcrypt — they are never stored in plain text
• API keys and credentials are stored as environment variables — never in source code
• Access to the database is restricted to the Platform application only

5. Third Party Services

We use the following third party services to operate the Platform. Each has its own privacy policy:

Service	Purpose	Data Shared
Supabase	Database and authentication hosting	Email, name, password hash, job records
Stripe	Payment processing and subscription management	Email, billing details — card data handled by Stripe only
DigitalOcean	Platform hosting and infrastructure	No personal data stored — application hosting only

We do not sell, rent or share your personal data with any other third parties.

6. Data Retention

We retain your personal data for as long as your account is active. Specifically:

• Account data (name, email) is retained for the lifetime of your account
• Job records are retained indefinitely while your account exists — including during periods of cancelled subscription
• On account deletion, all personal data and job records will be permanently deleted within 30 days

You may request deletion of your account and all associated data at any time by contacting [email protected].

7. Your Rights Under UK GDPR

As a data subject under UK GDPR you have the following rights:

• Right of access — you may request a copy of the personal data we hold about you
• Right to rectification — you may request correction of inaccurate data
• Right to erasure — you may request deletion of your personal data ("right to be forgotten")
• Right to restriction — you may request that we restrict processing of your data
• Right to portability — you may request your data in a portable format (your job records can be exported as Excel at any time from within the Platform)
• Right to object — you may object to processing of your data in certain circumstances

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days.

If you are not satisfied with how we handle your data you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

8. Cookies

The Platform uses session cookies to keep you logged in while you use it. These are strictly necessary for the Platform to function and are deleted when you close your browser or log out. We do not use tracking cookies, advertising cookies or any third-party analytics cookies.

9. Children's Privacy

The Platform is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data please contact us at [email protected] and we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by email. The "Last Updated" date at the top of this document will always reflect the most recent revision. Continued use of the Platform after changes take effect constitutes acceptance of the updated policy.

11. Contact Us

If you have any questions, concerns or requests regarding this Privacy Policy or how we handle your data, please contact us:

• Email: [email protected]
• Platform: inkroomsolutions.com