1. Introduction

Rishvi Ltd (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store and share your personal data when you interact with us through our websites, services and applications.

This policy applies to all websites, platforms and applications owned and operated by Rishvi Ltd, as well as services delivered in partnership with our technology and service partners.

We are the data controller for all personal data collected through our websites and services. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Rishvi Ltd is ISO/IEC 27001:2022 certified for information security management.

2. Scope of This Policy

This Privacy Policy covers all personal data collected through:

• Any website owned and operated by Rishvi Ltd
• Any software application developed and maintained by Rishvi Ltd
• Any service engagement, whether delivered directly by Rishvi Ltd or through a partner arrangement

Where we work with partner organisations to deliver services including Linnworks, Odoo, Xero, Stream and other integration and technology partners any data sharing with those partners will only take place where you have given explicit consent or where we have a legitimate lawful basis for doing so, as set out in Section 6 of this policy.

3. Data We Collect

We may collect and process the following categories of personal data:

Identity and contact data

• Full name
• Business email address
• Company name, website and telephone number
• Job title or role

Business and operational data

• Details about your e-commerce platforms, order volumes and marketplaces
• Information about your Linnworks, Odoo, Xero, Stream or other platform setups
• Workflow, integration and operational requirements shared during consultations or audits
• Information you share during support interactions or ongoing engagements

Financial data

• Billing address and payment information (processed securely via third-party payment providers we do not store card details directly)

Technical data

• IP address, browser type and version
• Device information
• Pages visited, time on site and clickstream data
• Referral source

Application data

• Inventory data, SKUs, stock levels and warehouse information processed through our applications
• App usage data and session information

Communication data

• Enquiry and form submissions
• Email and call correspondence
• Audit request details and notes

4. How We Collect Your Data

We collect your data through:

• Enquiry, contact and audit request forms on our websites
• Direct communications via email, phone or video call
• Software application usage and account registration
• Website cookies and analytics tools
• Events, webinars and conferences
• Referrals from partner organisations

5. How and Why We Use Your Data

6. Sharing Your Data

We do not sell your personal data. We share it only in the following circumstances:

6.1 Across Our Own Services Your data may be used across the full range of services and platforms operated by Rishvi Ltd where this is relevant to the services you have requested or shown interest in. We will make this clear at the point of collection, and you may object at any time.

6.2 With Partner Organisations (With Your Consent Only) Where you have given explicit consent through our enquiry or consent forms, we may share your contact details with carefully selected partner organisations whose services may be relevant to your business. These may include technology partners, marketplace solution providers, integration partners and e-commerce service companies within our partner network.

We will only share your data with partner organisations where:

• You have given clear, specific and freely given consent
• The partner has agreed to handle your data in accordance with applicable data protection law
• The sharing is genuinely relevant to your business needs and the services you have enquired about

You can withdraw consent for partner data sharing at any time by contacting us at privacy@rishvi.co.uk or by clicking the unsubscribe link in any communication.

6.3 Platform and Integration Partners Where you engage us to deliver integrations with third-party platforms such as Odoo, Xero, Stream, Linnworks or others, it may be necessary to share relevant technical or account information with those platforms as part of delivering the integration. This will always be communicated to you as part of your service agreement.

6.4 Service Providers We use trusted third-party service providers to operate our business, including:

• Website hosting and cloud infrastructure providers
• CRM and email marketing platforms
• Analytics tools
• Payment processors
• Accounting software

All service providers are bound by data processing agreements and may only process your data on our instructions and for specified purposes.

6.5 Legal Requirements We may disclose your data where required by law, court order, regulatory authority or to protect the rights, property or safety of Rishvi Ltd, our clients or others.

7. Cookies

Our websites use cookies and similar technologies. We use:

Essential cookies: Required for our websites and applications to function correctly. No consent required.

Analytics cookies: Help us understand how visitors use our websites. Require your consent.

Marketing and retargeting cookies: Used to show relevant advertising to previous visitors. Require your consent.

You will be presented with a cookie consent notice on your first visit to each of our websites. You can update your preferences at any time via the cookie settings link in the footer of each site.

8. Marketing Communications

If you have opted in, we may contact you with:

• Industry insights, news and practical guides
• Updates and announcements about our services and applications
• Relevant offers and events
• Updates from partner organisations (only where you have given separate, specific consent)

You can unsubscribe from marketing emails at any time by clicking the unsubscribe link in any email or by contacting us at privacy@rishvi.co.uk. Withdrawing marketing consent does not affect service-related communications required to fulfil your contract with us.

9. Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected:

10. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right of access: Request a copy of the personal data we hold about you.

Right to rectification: Ask us to correct inaccurate or incomplete data.

Right to erasure: Request deletion of your data where we no longer have a lawful reason to hold it.

Right to restrict processing: Ask us to limit how we use your data in certain circumstances.

Right to data portability: Receive your data in a structured, machine-readable format.

Right to object: Object to processing based on legitimate interests, including direct marketing.

Right to withdraw consent: Where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing.

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

We will respond within one calendar month. There is no charge for reasonable requests.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): Website: ico.org.uk | Telephone: 0303 123 1113

11. Data Security

We take appropriate technical and organisational measures to protect your personal data, including:

• ISO/IEC 27001:2022 certified information security management
• Encrypted data transmission (HTTPS/TLS)
• Access controls and role-based permissions
• Regular security reviews and staff training
• Secure data storage with trusted cloud infrastructure providers

In the event of a data breach likely to result in risk to your rights and freedoms, we will notify you and the ICO in accordance with our legal obligations.

12. International Data Transfers

Where your data is transferred outside the UK, we ensure that appropriate safeguards are in place such as the UK International Data Transfer Agreement (IDTA) or adequacy decisions in accordance with UK GDPR requirements.

13. Children

Our services are directed at business professionals and are not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If you believe a child has submitted data to us, please contact us and we will delete it promptly.

14. Links to Third-Party Sites

Our websites may contain links to third-party websites including platform partners such as Linnworks, Odoo, Xero and Stream. We are not responsible for the privacy practices or content of those sites. We recommend reviewing the privacy policy of any external site you visit.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal requirements. Where changes are significant, we will notify you directly where possible.

16. Contact

Rishvi Ltd Data Controller Email: info@rishvi.co.uk Website: rishvi.co.uk