Privacy Policy

​Samsana respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use and protect personal information when you visit our website, contact us, enquire about our services or otherwise interact with us.

​

Samsana is a trading name of E-BOSS LTD, registered in England and Wales under company number 12968440. Registered office: 167–169 Great Portland Street, 5th Floor, London, W1W 5PF.

​

For the purposes of UK data protection law, E-BOSS LTD is the data controller responsible for your personal information.

​

You can contact us about privacy or data protection matters at info@samsana.co.uk.

​

1. Information we may collect

Depending on how you interact with Samsana, we may collect:

• your name;

• company or organisation name;

• job title or professional role;

• business email address;

• telephone number;

• information you provide when making an enquiry;

• correspondence and communications between you and Samsana;

• information about services you are interested in;

• professional contact information available from public business sources;

• website and technical information such as your IP address, browser type, device information and how you use our website; and

• cookie information and preferences, where applicable.

 

We do not intentionally collect special category personal data through this website and ask that you do not provide sensitive personal information unless it is necessary and specifically requested.

 

2. How we collect your information

We may collect personal information:

• directly from you when you email us, complete a website form, speak with us or enquire about our services;

• during the course of providing services to you;

• through our website and the technologies used to operate it;

• through referrals and introductions; and

• from publicly available professional and business sources, such as company websites, public business directories and professional networking platforms.

 

Where we obtain business contact information from a public source rather than directly from you, we only use it where we have a lawful reason to do so and where our use is relevant to your professional role.

​

3. How we use your information

We may use personal information to:

• respond to enquiries and communicate with you;

• understand your business requirements;

• provide quotations, proposals or information about our services;

• enter into and manage client relationships;

• provide AI, automation, consultancy or related services;

• manage administration, invoicing and accounting;

• operate, secure and improve our website and services;

• maintain records of our communications;

• contact relevant businesses about Samsana services where permitted by law;

• manage marketing preferences and opt-out requests;

• comply with legal, regulatory, tax and accounting requirements; and

• establish, exercise or defend legal claims where necessary.

​

4. Our lawful bases for using your information

UK data protection law requires us to have a lawful basis for processing personal information.

​

Depending on the circumstances, we may rely on:

Contract – where processing is necessary to take steps at your request before entering into a contract or to provide services under an existing contract.

Legitimate interests – where processing is necessary for the legitimate interests of operating and developing our business, responding to enquiries, communicating with business contacts, improving our services, protecting our systems or undertaking appropriate business-to-business marketing, provided those interests are not overridden by your rights and interests.

Legal obligation – where we need to process information to comply with a legal, tax, accounting or regulatory requirement.

Consent – where consent is required by law or where we have specifically asked you to consent to a particular use of your information. Where we rely on consent, you may withdraw it at any time.

​

5. Business-to-business communications and marketing

Samsana may contact businesses and relevant professional contacts to introduce services that we reasonably believe may be relevant to their organisation.

​

Where we use an individual's professional contact details for this purpose, we may rely on our legitimate interests where appropriate and where permitted by applicable data protection and electronic marketing laws.

​

Business contact details may be obtained from publicly available professional sources, business websites, directories, referrals or previous business communications.

​

We will identify ourselves in our communications and provide a straightforward way to ask us not to contact you again.

​

You have an absolute right to object to the use of your personal information for direct marketing at any time.

​

If you ask us to stop sending marketing communications, we may retain limited information on a suppression list so that we can ensure you are not contacted again.

​

6. Cookies and website information

Our website may use cookies and similar technologies that are necessary for the website to function correctly.

​

We may also use optional analytics or similar technologies to understand how visitors use the website and help us improve it. Where consent is required for non-essential cookies, these will not be used unless you have given your consent.

​

You can manage your cookie preferences through the cookie controls provided on the website and, where applicable, through your browser settings.

​

7. Who we may share information with

We do not sell personal information.

​

We may share information with trusted third parties where necessary to operate our business or provide our services. These may include:

• website hosting and technology providers;

• email and cloud-service providers;

• CRM, automation and business-software providers;

• professional advisers such as accountants, lawyers and insurers;

• payment, invoicing and accounting providers;

• contractors or specialist service providers supporting Samsana; and

• regulators, public authorities or law-enforcement bodies where disclosure is required by law.

 

Where another organisation processes personal information on our behalf, we take reasonable steps to ensure appropriate contractual and data protection safeguards are in place.

​

8. International transfers

Some of the technology and cloud services we use may process personal information outside the United Kingdom.

​

Where personal information is transferred internationally, we take appropriate steps to ensure that it receives an appropriate level of protection in accordance with UK data protection law. This may include relying on recognised adequacy arrangements or approved contractual safeguards.

​

9. How long we keep your information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting and regulatory requirements.

​

As a general guide:

• enquiry and prospect information may normally be retained for up to two years following our last meaningful contact, unless there is a reason to retain it for longer;

• client, contractual, transaction and accounting records may normally be retained for up to six years, or longer where required by law;

• marketing information may be retained until you opt out or it is no longer relevant; and

• limited information may be retained on a suppression list after an opt-out to ensure that we respect your request not to be contacted again.

 

We periodically review the information we hold and delete or anonymise information that is no longer required.

​

10. How we protect your information

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

Access to personal information is limited to people and service providers who require it for legitimate business purposes.

​

No system or method of transmitting information over the internet can be guaranteed to be completely secure, but we take appropriate steps to minimise risks.

​

11. Your data protection rights

Depending on the circumstances, UK data protection law may give you the right to:

• request access to personal information we hold about you;

• ask us to correct inaccurate or incomplete information;

• ask us to erase your personal information;

• ask us to restrict how your information is used;

• object to certain types of processing, including direct marketing;

• request transfer of certain information to you or another organisation;

• withdraw consent where we rely on consent; and

• raise concerns about how we use your personal information.

 

Not every right applies in every situation, and some rights are subject to legal exemptions.

​

To exercise any of these rights, contact us at info@samsana.co.uk.

We may need to verify your identity before responding to a request.

​

12. Complaints

If you have concerns about how Samsana uses your personal information, please contact us first so that we can try to resolve the issue.

​

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator.

​

13. Third-party websites

Our website may contain links to websites operated by other organisations.

 

We are not responsible for the privacy practices of third-party websites. We recommend reviewing their privacy information before providing personal information to them.

​

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, business practices or legal obligations.

​

The latest version will always be published on this website and the date at the top of this page will show when it was most recently updated.