Privacy policy

SOLUTS - SMART OPERATIONS, UNIPESSOAL LDA is responsible for the personal data described here. Registered office: Rua do Atleta Olímpico, n.º 12, 8700-132 Olhão, Portugal. NIF 519705190. Contact for anything in this policy: info@soluts.pt.

What you give us, and visit statistics built to identify you as little as possible. Through the brief form: your email address, the language of the page and, if you tick the box, your agreement to receive the newsletter. Through the operational review form on this site: your name, work email and, if you give them, your role and phone number, your company and its website, and what you tell us about your operation. The first step of that form (your name, work email and company) is kept as soon as you continue, so we can reply even if you do not finish it. Through the booking page, hosted by Google: your name, email and the time you choose. Through the chat assistant, when it is available: what you write in the conversation, which may include your name, company, role, email or phone number and a description of your operation.

The public site uses no advertising trackers and no cookies. It keeps your cookie choice in your browser and, only if you allow Preferences, your light or dark display. Neither is sent to us. You can change this at any time through the Cookies link at the bottom of every page. The booking page opens on Google’s own page, which is governed by Google’s terms.

Visit statistics: when a page of this site opens, our server counts the visit from the request your browser sends anyway: the page, the site that sent you (its domain only), any campaign tags in the link, your type of device and browser, and your browser’s language. No cookie is used, no script runs for it and nothing is stored on your device. To count each visitor once a day, your IP address and browser description are combined with a random code that changes every day; the IP address itself is not kept in the statistics, and each day’s code is deleted after that day. While the code exists, that day’s records are pseudonymous rather than anonymous; once it is deleted we can no longer link them to a person, apart from copies in our database provider’s backups, for as long as those are kept. We also count the main actions on the site: opening the operational review or the booking page, requesting the brief, joining the newsletter and starting a chat. For the video on the home page we count when you press play and when you finish it; this one count uses a small measurement in the page, sets no cookie, stores nothing on your device, and is not done when your browser signals Do Not Track or Global Privacy Control. These counts do not include what you write or your email address.

To protect the forms from abuse, your IP address is used briefly in memory to limit repeated requests and is not stored by us. Our hosting provider keeps standard server logs.

To send the brief you asked for and to reply to your enquiry: a step you asked us to take before any possible contract (GDPR Article 6(1)(b)).

To send the newsletter: only with your consent, given by ticking the box and then confirming in the email we send you (Article 6(1)(a)); until you confirm, we do not send it. You can withdraw it at any time, through the unsubscribe link in every issue or by writing to us, without affecting anything sent before.

To count visits and see which pages help visitors: our legitimate interest in running and improving this site (Article 6(1)(f)), with the statistics built to need as little as possible, as described above. You can object at any time: if your browser sends Global Privacy Control or Do Not Track, your visits are not counted, and you can write to info@soluts.pt. Rejecting cookies in the cookie card does not affect the statistics, because they use none.

We do not sell your data, share it with others for their marketing, or make automated decisions about you.

A small number of providers run this site and handle enquiries for us: Railway (website hosting), Notion (where enquiries, brief requests, newsletter subscriptions and details left in the chat are recorded), Resend (sends the brief by email and, if you ticked the box, the newsletter, and delivers the internal notification email we receive, with the details you gave, whenever someone sends an enquiry, completes the operational review or requests the brief), Google (the booking page, and our email and calendar), Anthropic (the chat assistant, which only receives your messages once you write to it) and Supabase (the operational review answers and the visit statistics, in the European Union).

Some of these providers are based in, or process data in, the United States. For transfers outside the European Economic Area, each provider is bound by a data processing agreement that applies the European Commission’s standard contractual clauses; some are also certified under the EU-US Data Privacy Framework.

Enquiries and brief requests: 24 months after our last contact, unless you become a client, in which case the engagement terms apply. Newsletter subscription: until you unsubscribe. Operational reviews and bookings: the same period as enquiries. Chat conversations: we do not store the conversation ourselves. The provider that runs the assistant may keep it for up to 30 days under its data processing terms, and may access it for safety and security purposes. To improve the assistant we keep short notes of the topics it could not answer. The assistant is instructed to describe only the topic, and email addresses, phone numbers and links are removed automatically. The notes do not contain the conversation and are removed after 90 days. If you send your details through the chat, they are recorded as an enquiry and kept as described above. Visit statistics: the individual records for 90 days, then only daily totals; each day’s code is deleted after that day.

Clients of Soluts have a private dashboard at my.soluts.pt. For each person the client gives access to, we hold their name, email address, a password (kept by Supabase), role, the sections they may see and the date of their last sign-in, and what they send us there: questions, comments and the figures they enter. The account owner can also upload report files and connect the client's own business systems; the access details for a connection are stored encrypted. People who open the training with a team link and code have no account; we hold no personal data about them, apart from our hosting provider's standard server logs.

When a document is signed in the dashboard or through a signing link sent by email, we keep a signing record with the signer's name, the capacity they state, their email address, IP address, browser details and the time. The signing certificate made from these records lists those details for everyone who has signed that version, and is sent to each signer and to Soluts. When someone without an account is asked to sign by link, we keep their email address, and their name if given, with the link, whether or not they sign.

We use this to carry out the engagement agreed with the client (GDPR Article 6(1)(b)).

Signing in, or opening the training with a team link and code, uses one cookie (soluts_client) that keeps the session open. It is strictly necessary. It expires after 12 hours without use and at the latest 30 days after you signed in, and it is removed when you sign out. If you use the language switch, a cookie named pt remembers your choice for a year. If you use the light or dark switch, your choice is kept in your browser on that device. When the assistant passes a question it has drafted to the questions form, the text goes through your browser's session storage and is deleted as soon as the form opens, or when you close the tab. When the account owner creates a new team link and code, a cookie carries them to the settings page once and expires after five minutes. None of these is sent to anyone else, and the dashboard has no analytics or advertising trackers.

Providers for the client area: Railway (hosting, as for this site), Supabase (accounts, passwords and the content of the dashboard, including questions, comments, files and signing records, in the European Union), Resend (invitation, password and email-change links, signing links, signing certificates and notifications by email) and Anthropic (the dashboard assistant, which receives your question and the dashboard content it needs to answer, only when you ask it something). We do not store assistant conversations ourselves; Anthropic may keep them for up to 30 days under its data processing terms. For a client who chooses to receive the dashboard as a Notion page, the published content (not the files) is also copied into a page in Soluts' Notion workspace that is shared with that client. The transfer safeguards described above apply.

When your access ends, your account is deactivated and its record (name, email address, role and last sign-in date) is kept with the engagement. You can ask us to delete it at any time by writing to info@soluts.pt. We then end your access if it is still open, delete your account and password, and remove your name, email address and dates of use from your client-area record and that record's change history. We also remove your access to any Notion page shared with you and delete any enquiry you sent us before becoming a client. The questions, comments and figures you sent stay with the client as you wrote them, without your name or email address. Signing records, signing links and the signing certificates already sent are kept under the engagement terms, like the rest of the engagement's content. Copies may remain in our providers' logs and backups until these expire.

You can ask to access, correct or delete your data, to restrict or object to its use, to receive it in a portable format, and to withdraw consent. Write to info@soluts.pt; we reply within one month.

If you think we have handled your data wrongly, you can complain to the Portuguese data protection authority, the Comissão Nacional de Protecção de Dados (www.cnpd.pt).

If this policy changes, the new version is published on this page with its date.