Privacy Policy

1. Who we are

ROJ Integrations is a full-service technology company that designs, develops, and delivers digital solutions across multiple industries. Our core offerings include:

• Custom software development — from concept to deployment, we build tailored websites, mobile applications, and enterprise-grade software platforms.
• Legal case management systems — specialised platforms for law firms and legal departments to manage cases, documents, deadlines, and client communications.
• Task and project management systems — tools to help teams organise workflows, track progress, and collaborate effectively.
• Financial trackers and analytics — solutions for personal and business finance management, budgeting, and reporting.
• AI-powered solutions — including intelligent chatbots, automation tools, and machine learning integrations to streamline business processes.
• Search engine optimisation (SEO) services — comprehensive strategies to improve online visibility, drive organic traffic, and boost search rankings.

Beyond these core services, we also provide ongoing maintenance, technical support, and consultancy to ensure our clients' digital infrastructure remains secure, scalable, and aligned with their evolving needs.

This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit our website, use any of our services, or interact with us.

For the purposes of data protection law, ROJ Integrations Ltd is the data controller of your personal information. ROJ Integrations Ltd is registered with the Information Commissioner's Office (ICO) as a data controller under registration reference ZC199496.

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us using the details above.

2. What personal information we collect

We collect personal information in the following ways.

2.1 Information you provide to us

• Contact information — name, email address, phone number, and company name when you fill out contact forms, request a quote, or sign up for our services.
• Project information — details about your software requirements, project specifications, and any other information you provide during consultations or project discussions.
• Account information — usernames, passwords, and preferences if you create an account on our platforms.
• Payment information — billing details and payment information when you purchase our services (processed through secure third-party payment processors).

2.2 Information we collect automatically

This website runs Google Analytics, but only if you accept analytics cookies. Until you accept, no analytics software is loaded and nothing about your visit is sent to Google. If you do accept, Google Analytics collects information about your visit, including the pages you view, the site or search that referred you, your approximate location derived from your IP address, and your device and browser type. We read this in aggregate to understand how the site is used. We do not use it to build an advertising profile of you, and you can withdraw your consent at any time using Cookie settings at the foot of any page.

As with virtually every website, our hosting provider automatically records basic technical information needed to deliver the site to you and keep it secure — such as your IP address, browser type, operating system, device type, and the pages requested. This is used to serve the site, protect it from abuse, and diagnose faults, and it is not used to identify you or to track you across other websites.

We set analytics cookies only where you have accepted them, and never before. We set no advertising or marketing cookies at all. Our Cookie Policy lists exactly which cookies are involved, what each one does, and how long it lasts.

2.3 Information from third parties

Where you have accepted analytics cookies, we receive aggregated reports about site usage from Google Analytics. We do not receive personal information about you from advertising networks or data brokers. We may receive information you choose to share with us directly — for example, if you contact us via social media, or if an existing client introduces you to us. If we begin working with marketing partners in future, we will update this policy before doing so.

2.4 Sensitive personal information

We do not intentionally collect sensitive personal information (such as health data, racial or ethnic origin, political opinions, religious beliefs, or biometric data). If you provide such information to us, we will treat it with appropriate care and only process it with your explicit consent or where permitted by law.

3. How we use your personal information

3.1 To provide and improve our services

• Developing, delivering, and maintaining websites, legal case management systems, task manager systems, financial trackers, and AI chatbots
• Providing SEO and other digital services
• Personalising and improving your experience with our services
• Processing transactions and managing billing

3.2 To communicate with you

• Responding to your enquiries and requests
• Sending project updates, technical notices, and service-related communications
• Sending marketing communications where you have consented (you can opt out at any time)

3.3 For security and compliance

• Detecting, preventing, and addressing technical issues and security vulnerabilities
• Complying with legal and regulatory obligations
• Enforcing our terms and policies

3.4 For improvement and development

Where you have accepted analytics cookies, we use Google Analytics to understand which pages are useful and where visitors struggle, so that we can improve the site. We do not carry out behavioural profiling or automated decision-making. We also use information you give us directly — enquiries, project discussions, support requests, and feedback — to:

• Improve our software products and user experience
• Assess and improve the performance and reliability of the services we deliver
• Conduct research and development

If you would rather we did not measure your visit, choose Cookie settings at the foot of any page and select Reject. Everything on the site works exactly the same either way.

4. Legal basis for processing (UK GDPR / EU GDPR)

• Contractual necessity — where processing is necessary for the performance of a contract with you, or to take steps at your request before entering into a contract.
• Legitimate interests — where processing is necessary for our legitimate business interests, such as improving our services, marketing, and ensuring security, provided these interests do not override your rights.
• Consent — where you have given explicit consent for specific purposes (e.g. marketing communications). You have the right to withdraw consent at any time.
• Legal obligation — where processing is necessary to comply with legal or regulatory requirements.

5. How we share your personal information

5.1 Service providers and partners

We share personal information only with the providers we use to run the business: hosting and cloud infrastructure providers; payment processors; and CRM, communication, and collaboration tools. These third parties act as data processors and are contractually obligated to protect your personal information and only process it for specified purposes.

Where you have accepted analytics cookies, information about your visit is shared with Google, acting as our analytics provider. We do not share your information with advertising networks or marketing platforms. If we begin working with any in future, we will update this policy before doing so.

5.2 Legal and regulatory authorities

We may disclose your personal information if required by law, regulation, legal process, or governmental request.

5.3 Business transfers

In the event of a merger, acquisition, or sale of all or part of our business, your personal information may be transferred to the new owner.

5.4 With your consent

We may share your information with other third parties where you have given your explicit consent.

6. International data transfers

We may transfer your personal information to countries outside the United Kingdom, the European Economic Area (EEA), or Canada, including to countries that may not have the same level of data protection laws. Where we do, we take appropriate safeguards, including standard contractual clauses approved by relevant regulatory authorities, ensuring our service providers are GDPR/UK GDPR compliant, and implementing appropriate technical and organisational security measures.

Specifically, where you have accepted analytics cookies, the information Google Analytics collects about your visit is transferred to Google in the United States. Google processes it on our behalf under its data processing terms and the UK extension to the EU/US Data Privacy Framework. If you would prefer this transfer not to happen, select Reject in the cookie banner, or choose Cookie settings at the foot of any page to withdraw consent you have already given.

7. How long we keep your personal information

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected: as long as you have an active relationship with us; as required to comply with legal, accounting, or reporting obligations; and for the establishment, exercise, or defence of legal claims. When we no longer need your personal information, we will securely delete or anonymise it.

Analytics data is kept separately from this, on Google's retention schedule for our Analytics property. The cookies themselves expire two years after they are last updated, as set out in our Cookie Policy. Your record of consent is kept in your browser for six months, after which we ask you again.

8. Your rights

8.1 UK GDPR / EU GDPR rights

Right to access, right to rectification, right to erasure ("right to be forgotten"), right to restrict processing, right to data portability, right to object, and right to withdraw consent.

8.2 CCPA/CPRA rights (California residents)

Right to know, right to delete, right to opt out, right to non-discrimination, right to correct, and right to limit.

8.3 PIPEDA rights (Canadian residents)

Right to access, right to challenge accuracy, right to withdraw consent, and right to complain to the Office of the Privacy Commissioner of Canada.

9. How to exercise your rights

Contact us using the details in Section 1. We may need to verify your identity before responding. We will respond within the timeframes required by applicable law (usually within 30 days for GDPR, 45 days for CCPA). There is no fee for exercising your rights, although we may charge a reasonable fee for excessive or repetitive requests.

If you are not satisfied with our response:

• UK — the Information Commissioner's Office (ICO), www.ico.org.uk
• EU — your local data protection authority
• Canada — the Office of the Privacy Commissioner, www.priv.gc.ca

10. Cookies and tracking technologies

Our website uses Google Analytics cookies, and sets them only after you have accepted them. We set no advertising or marketing cookies. We also record your cookie choice in your browser so that we do not have to ask on every page; that record is strictly necessary to honour your choice.

When you first visit, a banner offers Accept and Reject as equally available choices, in line with UK PECR requirements. Nothing non-essential is set unless you accept. You can change your choice at any time by selecting Cookie settings at the foot of any page: withdrawing consent deletes the Google Analytics cookies and stops further collection. Our Cookie Policy sets out each cookie and its lifetime, and you can also control cookies through your browser settings.

11. Data security

We implement appropriate technical and organisational measures to protect your information, including encryption of data in transit and at rest, access controls and authentication measures, regular security assessments and monitoring, and staff training on data protection and security. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

12. Children's privacy

Our services are not directed at children under the age of 13 (or 16 in certain jurisdictions). We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete it promptly.

13. Third-party links

Our website and services may contain links to third-party websites, applications, or services. This Privacy Policy does not apply to those third parties. We encourage you to review the privacy policies of any third-party sites you visit.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy with a new "last updated" date, and where appropriate, notifying you directly.

15. Contact us