Softlink Education Data Protection and Privacy Policy

Softlink Privacy Policy

1. What this policy covers

This policy explains how Softlink International (“Softlink”) collects, holds, uses and discloses personal information in the course of running our business — our website, our marketing, our dealings with customers and prospective customers, support interactions, and recruitment.

This policy does not cover personal information held inside the Softlink Library Products on behalf of our customers. That is covered by the Softlink Library Products — Data Protection and Privacy Policy, which also lists the sub-processors and integrations relevant to those products.

For the information described in this policy, Softlink decides why and how it is processed, and is the controller. For information held in our products and services, please refer to the Softlink Library Products — Data Protection and Privacy Policy.

2. Who we are

Softlink supplies library, learning and resource management software to schools and other educational institutions. Softlink comprises Softlink Australia Pty Ltd, Softlink Europe Ltd, Softlink America Incorporated, Softlink Pacific Ltd and Softlink International Pty Ltd, and sits within Volaris Group, a division of Constellation Software Inc.

We handle personal information in accordance with all data protection legislation applicable to us and our customers.

3. What we collect and why

What we collect	Why
Contact details — name, role, organisation, email, phone, address	Responding to enquiries, providing quotes and proposals, delivering and administering services, sending product notifications
Payment and bank account details	Processing transactions
Purchase history and service records	Administering agreements and support entitlements
Support correspondence	Responding to issues, questions and complaints
Marketing preferences	Sending information about products and services where you have asked to receive it, or where we have a legitimate interest in doing so
Website usage information	Maintaining and improving our website
Recruitment information	Assessing applications for employment

We collect this information directly from you in most cases — when you contact us, request a demonstration or quote, attend an event, subscribe to our communications, or apply for a role. We may also collect it from a third party or a publicly available source where it is unreasonable or impracticable to collect it from you directly.

Where you do not provide information we request, we may be unable to supply the products or services you require.

4. Website visitors

When you visit our website or support portal we may collect your server address, domain name, operating system, browser type, pages accessed, documents downloaded, previous visits, referring website, and the date and time of your visit.

We use cookies and similar tools for this. You can set your browser to refuse cookies, though parts of the site may not then work properly. Our use of cookies is described in the Cookie Policy page. 

5. How we disclose personal information

We may disclose personal information to our affiliates, employees, contractors and service providers for the purposes described above. Some are located outside your jurisdiction; where that is the case we take steps to ensure the information remains adequately protected.

We do not sell or rent personal information, and we do not disclose it to third parties for their own marketing purposes.

6. Service providers we use to run our business

These are the third parties that may handle personal information on our behalf in the operation of our own business. None of them has access to data held in Softlink Library Products.

Service provider	Purpose	Personal information	Location
Salesforce, Inc.	Customer relationship management — sales, support, marketing and customer communication	Business contact details, correspondence, purchase history	United States
ActiveCampaign, LLC	Marketing and communication platform	Contact details and communication preferences of subscribers and prospective customers	United States
Microsoft Corporation	Email processing and document management	Any personal information contained in correspondence and business documents	Various regions
VentraIP Australia Pty Ltd	Website hosting (APAC region)	Website usage information, and any personal information submitted through the website	Australia
Google LLC (Google Analytics)	Website analytics	Anonymous website usage data	Regional data centres
Oracle Corporation (NetSuite)	Enterprise resource planning (ERP) — invoicing customers	Customer name, email address and school address	Australia

7. How we protect personal information

We protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure, using physical and electronic measures including secure premises, access control, encryption, multi-factor authentication, anti-malware and network protection. Staff with access to personal information complete security awareness training annually.

We destroy or de-identify personal information securely when we no longer need it, unless we are required or authorised by law to retain it.

No transmission over the internet can be guaranteed completely secure, and you provide information to us over the internet at your own risk.

8. Our data protection practices

We complete an annual Data Protection Impact Assessment covering our data collection methods, and we complete one for any new collection method or significant project arising between annual assessments.

Our practices include processing personal information only where necessary for a legitimate purpose; collecting the minimum required; being clear with people about how their information will be used; keeping it accurate and up to date; retaining it only as long as necessary; respecting individuals’ rights; transferring information outside its originating region only where it can be adequately protected; and maintaining a record of the categories of personal information we process.

In our EU region we maintain a data processing policy document, reviewed annually and available to customers.

9. Your rights

You have the right to ask for access to, and correction of, personal information we hold about you, and to ask us to delete it where we are not required to retain it. Depending on where you are, you may also have rights to object to or restrict processing, to data portability, and to withdraw consent.

To exercise any of these, contact us using the details in section 11. Please tell us promptly if information we hold about you is inaccurate or out of date.

10. Complaints

If you have a complaint about how we have handled your personal information, contact our support team in the first instance. If you are not satisfied with the outcome you may ask for the matter to be escalated to our management team, and ultimately to the General Manager.

You also have the right to complain to your local data protection authority.

11. Contact

EMEA (Europe, Middle East and Africa)Data Protection Team

Phone: +44 1993 883 401

Email: dp@softlink.co.uk

Address: 6 Langdale Court, Witney, Oxfordshire, OX28 6FG

A Data Protection Officer is appointed for Softlink Education Europe; details available on request.

Australia, New Zealand, Pacific, Asia and the Americas

Phone: +61 7 3124 6111

Email: support@softlinkint.com

Address: G4, 29 Brandl Street, Eight Mile Plains, QLD 4113

12. Changes to this policy

We may update this policy to reflect changes in our information handling practices, by publishing an amended version at www.softlinkint.com/data-protection-privacy-policy. You may review the most recent version there at any time.

Last updated: November 2026