Privacy, Cookies & Refund Policy

1. Who we are

This website is operated by RC Software (“RC Software”, “we”, “us”, or “our”).

We act as the data controller for the personal information we collect via this website, our order and redemption forms, email, telephone, and any marketplace or partner platforms we use.

Email: info@rcsoftware.co.uk Phone: 07351 805913

2. Personal data we collect

We only collect information that we need to provide our services and comply with legal obligations. This includes:

• Identity details – name, company name (if applicable).
• Contact details – email address, telephone number, billing address.
• Order information – products purchased, voucher codes, licence keys issued, order date and value.
• Support information – messages you send us by email, contact forms, WhatsApp or other channels, and any troubleshooting information you provide.
• Technical data – IP address, browser type, device information and basic analytics generated when you visit our website.
• Marketplace data – information received from platforms we work with (such as order IDs, voucher details or limited profile data) so that we can fulfil your order.

We do not collect or store full payment card details. These are processed directly by our payment providers and marketplace partners using their own secure systems.

3. How we collect your information

We collect personal data in the following ways:

• When you place an order on our website or through a marketplace partner.
• When you submit a redemption form or contact form.
• When you contact us by email, telephone, WhatsApp or other messaging channels.
• Automatically, through cookies and similar technologies when you browse our website (see section 6).
• From trusted resellers and marketplaces who pass us limited information so we can fulfil your purchase.

4. How we use your information (legal bases)

We use your personal data for the following purposes and on the following lawful bases under UK GDPR:

• To process your order and deliver digital products – including sending licence keys, activation information and receipts. Legal basis: performance of a contract.
• To provide customer and technical support – assisting with installation, activation and troubleshooting. Legal basis: performance of a contract and our legitimate interests in providing good customer service.
• To manage our relationship with you – e.g. notifying you of important changes to our terms, products or policies. Legal basis: performance of a contract and legal obligations.
• To maintain business and financial records – for accounting, tax and audit purposes. Legal basis: legal obligations.
• To prevent fraud and misuse of our services – verifying orders, investigating suspicious activity, and protecting our business and customers. Legal basis: legitimate interests.
• Optional marketing communications – where you have explicitly opted in, we may send occasional updates about similar products or services. Legal basis: consent or legitimate interests (where allowed). You can opt out at any time.

We do not carry out any automated decision-making that has legal or similarly significant effects on you.

5. Who we share your data with

We do not sell your personal data to any third parties. We may share data with:

• Payment processors – to process your payments securely (for example card processors or marketplace payment providers).
• Website hosting and IT providers – who help us operate this website and our email systems.
• Marketplace and distribution partners – where needed to validate vouchers, orders or licence fulfilment.
• Professional advisers – such as accountants or legal advisers where reasonably necessary.
• Regulators, law enforcement or courts – where we are legally required to do so or to protect our rights.

All service providers are required to keep your data confidential and use it only for the purposes we specify.

6. Cookies and analytics

Our website may use cookies and similar technologies to improve functionality, remember your preferences and understand how visitors use our site.

We may use:

• Strictly necessary cookies – required for the website to function (e.g. navigation, security).
• Performance and analytics cookies – to collect anonymised data such as page views and traffic sources.
• Functionality cookies – to remember choices you make, such as language or form details.

Most web browsers allow you to control cookies through their settings, including blocking or deleting them. Please note that disabling certain cookies may affect the functionality of our website.

7. International transfers

Some of our service providers may be located outside the UK or European Economic Area (EEA). Where we transfer personal data internationally, we take steps to ensure an appropriate level of protection, such as using contracts that include standard data protection clauses approved by the UK or EU authorities.

8. Data retention

We keep your personal data only for as long as necessary for the purposes described in this policy, including:

• Orders and invoices – typically kept for up to 7 years to meet tax and accounting requirements.
• Customer support records – kept for as long as needed to resolve your query and for a reasonable period afterwards.
• Marketing preferences – kept until you opt out or we no longer send marketing communications.

When data is no longer required, we will securely delete or anonymise it.

9. Your data protection rights

Under UK data protection law, you have the following rights in relation to your personal data:

• The right to request access to the personal data we hold about you.
• The right to request correction of inaccurate or incomplete data.
• The right to request erasure of your data in certain circumstances.
• The right to request restriction of processing in certain circumstances.
• The right to object to processing based on legitimate interests or direct marketing.
• The right to request transfer of your data to another service provider (data portability), where applicable.
• The right to withdraw consent at any time where we rely on consent as the legal basis.

To exercise any of these rights, please contact us using the details in section 1. We may need to verify your identity before responding.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk, but we would appreciate the chance to address your concerns first.

10. How we protect your information

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include secure hosting, access controls, encryption where appropriate, and staff training.

However, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security, but we work hard to keep your data protected.

11. Children

Our services are not targeted at children and we do not knowingly collect personal data from anyone under the age of 16. If you believe that a child has provided us with personal information, please contact us so that we can delete it.

12. Refund policy for digital products

Our products are delivered as digital licence keys. Once a licence key has been issued and delivered, it is considered used and cannot be returned in the same way as a physical product.

• All sales are generally final once the licence key has been delivered to you by email or through a marketplace.
• If you have not yet used or activated the key, you may contact us within 24 hours of purchase to request a review of your order.
• If a key is proven to be faulty, already in use, or cannot be activated due to an issue on our side, we will investigate and may provide a replacement key or a refund, at our discretion.
• We cannot provide refunds where the product is incompatible with your device or system where the minimum requirements were not met, or where you have purchased the wrong product by mistake and the key has been delivered/used.

For any questions about refunds or activation issues, please contact us at info@rcsoftware.co.uk.

13. Changes to this policy

We may update this Privacy, Cookies & Refund Policy from time to time to reflect changes in our practices, legal requirements or services. The “last updated” date below will always show the most recent version.

Last updated: December 2025

14. Contact us

If you have any questions about this policy or how we handle your personal data, please contact:

Email: info@rcsoftware.co.uk
Phone: 07351 805913