Privacy Policy

General

This is the privacy policy of For-Sight Software Ltd.

This privacy policy was most recently updated on 27 Jan 2026.

We provide software as a service (SaaS) to business customers. In doing so, For-Sight Software Ltd acts primarily as a data processor, processing personal data on behalf of our customers, who are the data controllers.

This privacy policy explains how For-Sight Software Ltd processes personal data in the course of providing business-to-business SaaS services to its customers and when interacting with business contacts, job applicants, and website visitors.

These databases belong to our customers. When requested, we hold those databases online and provide access to our customers.

It is For-Sight's policy to ensure that customer and data subject information is kept private and secure at all times and treated confidentially and protected using appropriate technical and organisational measures. We do not sell or rent any information gathered about customers and data subjects (whether gathered online or via our normal working relationship) without your express permission.

Please read the following privacy policy to understand how we collect and use your personal data, for example when you contact us, visit one of our websites, apply for a job, or purchase products and services.

Where we collect personal data directly from individuals (for example, business contacts or job applicants), it will be processed in accordance with this privacy policy.

Where personal data is provided to us by our customers (for example, hotel guest data), we process that data strictly on the documented instructions of our customers in line with GDPR and UK data protection legislation.

What personal data do we process?

The personal data we process depends on the context of our relationship with you:

Business contacts (controllers):

Name, business contact details, job title, company name, email address, telephone number.

Hotel guest data (processors):

Contact details, booking references, stay and in-stay activity, leisure and event participation, marketing preferences, and customer communications, as determined and provided by our customers.

Technical and usage data:

IP addresses, device identifiers, browser type, and system logs for security and service operation purposes.

We do not process special category data.

We maintain appropriate technical and organisational measures aligned with ISO 27001 to protect personal data against unauthorised access, loss, or disclosure.

How do you use my personal data?

Where we collect personal data directly from individuals, we will process that information in accordance with this privacy policy.

How personal data is used depends on whether we are acting as a data controller or a data processor, for example, if you make a purchase from us or enter into an agreement to provide or receive services. This may include verifying your identity, taking payments, communicating with you, providing customer services and arranging the delivery or other provision of products or services. We require this information in order to enter into a contract with you and are unable to do so without it.

• to comply with applicable law and regulation.
• in accordance with our legitimate interests in protecting For-Sight's legitimate business interests and legal rights, including but not limited to use in connection with legal claims, compliance, regulatory and investigative purposes (including disclosure of such information in connection with legal process or litigation).
• with your express consent to respond to any comments or complaints we may receive from you, and/or in accordance with our legitimate interests including to investigate any complaints received from you or from others, about our website or our products or services.
• we may use information you provide to personalise (i) our communications to you; (ii) our website; and (iii) products or services for you, in accordance with our legitimate interests.
• to monitor use of our websites and online services. We may use your information to help us check, improve and protect our products, content, services and websites, both online and offline, in accordance with our legitimate interests.
• if you provide a credit or debit card, we may also use third parties (such as POS payment providers) to check the validity of the sort code, account number and card number you submit in order to prevent fraud, in accordance with our legitimate interests and those of third parties;
• we may monitor any customer account to prevent, investigate and/or report fraud, terrorism, misrepresentation, security incidents or crime, in accordance with applicable law and our legitimate interests.
• in circumstances where you contact us by telephone, calls may be recorded for quality, training and security purposes, in accordance with our legitimate interests; and
• we may use your information to invite you to take part in market research or surveys.

When we act as a data processor

We process personal data solely on the documented instructions of our customers for the purpose of providing our SaaS services, including CRM functionality, communications, analytics, and system administration. We do not determine the purposes or legal bases for this processing.

When we act as a data controller

We process personal data for our own business purposes, including contract management, customer support, billing, compliance, recruitment, and marketing to business contacts.

Lawful basis for processing

Where we act as a data controller, we rely on contractual necessity, legal obligation, or legitimate interests. Where we act as a data processor, the lawful basis is determined by our customers as data controllers.

Data retention

We retain personal data only for as long as necessary to provide our services or to meet legal and contractual obligations. Retention periods for customer data are defined by our customers and reflected in our contractual agreements.

Data protection rights

Individuals have rights under UK GDPR, including the right to access, rectify, erase, restrict processing, object to processing, and the right to data portability.

Where For-Sight acts as a data processor, these rights must be exercised with the relevant data controller (for example, the hotel that collected the data).

Where For-Sight acts as a data controller (for example, for business contact or recruitment data), requests may be submitted to itsecurity@for-sight.com.

Browsing our site

Every time you connect to the site, we store a log of your visit that shows the unique identifier of your machine. This tells us what your machine has looked at whether the page request was successful or not and which browser your machine used to view the pages. This data is used for statistical purposes as well as to help customise the user experience as you browse the Site and subsequently interact with us. This helps us to understand which areas of the site are of particular interest, which pages are not being requested, and how many people are visiting the site in total. It also helps us to determine which products and services may be of specific interest to you. We may also use this information to block IP addresses where there is a breach of the Terms and Conditions for use of the site.

Cookies

A cookie is a piece of text that gets entered into the memory of your browser by a website, allowing the website to store information on your machine and later retrieve it. We use cookies to ensure that we give you the best experience on our website, to view our cookie policy in full, click here.

Job applicants

If you are making a job application or enquiry, you may provide us with a copy of your CV or other relevant information. We may use this information for the purpose of considering your application or inquiry. We process this information on the basis of our legitimate interests and legal obligations in managing recruitment activities. Except when you explicitly request otherwise, we may keep this information on file for future reference.

Account management

If you obtain products or services from us, we may use your contact details for the purposes of:

1. providing training, customer support and account management,
2. order processing and billing,
3. verifying your usage of the products and services in accordance with the terms and conditions of your agreement with us,
4. carrying out end user compliance checks for export control purposes;
5. issuing license expiry, renewal and other related notices;
6. maintaining our company accounts and records.

Product and service-related data

If you use our services, such as For-Files, For-Mail, For-Sight and OptEnrol, we may collect the following types of information:

1. browser type, browser version, and operating systems being used;
2. page load times;
3. customer username; and
4. IP address of the machine undertaking that session.

We may use such information for purposes which include but are not limited to:

• providing the products/services and any associated maintenance and technical support.
• providing incident and other alerts, and information about product upgrades, updates, renewals and product lifecycle changes.
• providing maintenance and technical support.
• providing information about product upgrades, updates and renewals.
• generating logs, statistics and reports on service usage, and service performance.
• evaluating, developing and enhancing products, services, and our infrastructure.
• planning development roadmaps and product lifecycle strategies.

Certain services may include features that collect additional personal data for other purposes, as described below. For detailed information, please also refer to the applicable product or service description.

Market research

If you participate in surveys, we may use your personal data to carry out market research. This research is conducted for our internal business and training purposes and will improve our understanding of our users' demographics, interests and behaviour.

Marketing and promotions

We may contact business contacts to provide information about our products and services that may be of interest to you. All marketing emails that we send to you will follow the email guidelines described below. You have the right to ask us not to process your personal data for marketing purposes.

Marketing communications sent to hotel guests are initiated and controlled by our customers. In those circumstances, For-Sight acts solely as a data processor and does not determine the recipients or content of such communications.

Email communications

We adhere to the following guidelines in relation to our email communications:

• emails will clearly identify us as the sender.
• emails sent to you for marketing purposes will include an option to unsubscribe from future email messages.
• you may unsubscribe from all mailing lists, with the exception of any emails regarding legal notices, invoicing, or license renewals.
• any third parties who send emails on our behalf will be required to comply with legislative requirements on unsolicited emails and the use of personal data.

We send emails from a number of different domains in both plain text and HTML email formats. Emails are usually sent using sender email addresses at: @for-sight.com or @optenrol.co.uk

If you receive an email which claims to come from us but does not use these domains, or if you are suspicious that an email may not be approved by us, then please send a copy of the email to ITSecurity@for-sight.com so we can investigate.

With whom might we share your personal data?

For-Sight provides services that use services provided by third parties. Personal data is primarily processed within the UK and the European Economic Area (EEA).

Where personal data is transferred outside the UK or EEA, appropriate safeguards are in place, such as International Data Transfer Agreements (IDTAs) or UK adequacy regulations.

In the event that we receive requests from government departments, agencies or other official bodies, we will only disclose your information if and to the extent that we believe we are legally required to do so (for example, but without limitation, upon receipt of a court order, warrant, subpoena or equivalent).

Except as set out above, we will not disclose your personal data save where we need to do so in order to enforce our rights.

Whenever we share personal data, we take all reasonable steps to ensure that it is treated securely and in accordance with this privacy policy.

Where we act as a data processor, we may use approved sub-processors to support service delivery.

Dotdigital Ltd is used as a sub-processor to facilitate the sending of marketing communications on behalf of our customers. Dotdigital Ltd acts as a sub-processor and processes personal data only on our documented instructions.

Links

This privacy policy applies to personal data collected by us. If an email or Site contains links to a third-party site, please be aware that we are not responsible for the content or privacy practices of such site. We encourage our users to be aware when they leave our Site, and to read the privacy policy of other sites that collect personal data.

Security

We endeavour to hold all personal data securely in accordance with our internal security procedures and applicable law.

Unfortunately, no data transmission over the Internet or any other network can be guaranteed as 100% secure. As a result, while we strive to protect your personal data, we cannot ensure and do not warrant the security of any information you transmit to us, and this information is transmitted at your own risk.

If you have been given log-in details to provide you with access to web hosted services (for example For-Sight, OptEnrol and For-Files), you are responsible for keeping those details confidential.

Contact

If you are a hotel guest or customer of one of our clients and wish to exercise your data protection rights, you should contact the hotel or organisation that collected your data, as they are the data controller.

For-Sight does not respond to data subject rights requests relating to hotel guest data unless instructed to do so by the relevant data controller. If you believe that we are holding incorrect personal data about you as a business contact, please contact itsecurity@for-sight.com. We will comply with the requirements of GDPR and ensure that these requests are dealt within in accordance with these requirements.

Individuals also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) if they believe their personal data has been processed unlawfully.

For-Sight Software Ltd has appointed a Data Protection Officer (DPO).

The DPO can be contacted at: dpo@for-sight.com

Notification of changes

We reserve the right to amend or vary this policy at any time, and the revised policy will apply from the date posted on the site. You accept that by doing this, we have provided you with sufficient notice of the amendment or variation.