Effective 28 September 2026
This policy explains how Bastion Software Solutions Ltd (“Bastion”, “we”, “us”) collects and uses personal data when you visit bastionsoftwaresolutions.com, download a trial, buy, activate or use our products, or contact us.
1. Who we are
Bastion Software Solutions Ltd is the controller of the personal data described in this policy. We are a company registered in England and Wales, company number 17239067, registered office 4th Floor, Silverstream House, 45 Fitzroy Street, London W1T 6EB. We are registered with the Information Commissioner’s Office (ICO) under registration number ZC243944.
Contact for privacy matters: support@bastionsoftwaresolutions.com · 020 3633 9935.
2. What we collect and why
| When | Data | Purpose | Lawful basis (UK GDPR) |
|---|---|---|---|
| You browse the Website | IP address, browser and device information, pages requested, date and time (web server logs) | Operating and securing the Website, preventing abuse | Legitimate interests |
| You contact us | Name, email address, phone number (if given), company and message | Answering your enquiry | Legitimate interests; steps before a contract |
| You ask to be notified when a product is available | Email address, product, date and time, and your consent | Sending you availability notices for that product | Consent |
| You start a trial | Email address, product, a one-way hash of your computer’s identifiers (a “machine fingerprint”), computer name, IP address, date and time | Issuing and administering your trial licence, preventing repeated trials | Legitimate interests; steps before a contract |
| You buy a product | Name, email address, company, billing country and address, order details (supplied to us by FastSpring). We never receive your card details. | Issuing your licence key, maintenance and renewals, support, accounting | Contract; legal obligation (tax and accounting records) |
| You activate a licence | Licence key, machine fingerprint, computer name, IP address, licence agreement version accepted, date and time | Enforcing licence terms, preventing fraud, supporting you | Contract; legitimate interests (fraud prevention) |
| Periodic licence check (at most once every 30 days, from computers where our software is activated; never from applications you build with our libraries) | Licence id, machine fingerprint, IP address, date and time | Confirming licence status and applying renewals or revocations | Contract; legitimate interests |
| You request support | Your messages and anything you choose to send, such as logs or sample files | Providing support | Contract; legitimate interests |
Our software does not send us your documents, files, email content or other data processed by the software, and it contains no usage analytics or advertising trackers. The only information it sends us is the licensing information described above.
The machine fingerprint is a one-way SHA-256 hash. It cannot be reversed to reveal your computer’s identifiers.
3. Purchases through FastSpring
FastSpring is our authorised reseller and merchant of record. When you buy, FastSpring collects your payment and billing information and acts as an independent controller of that data under its own privacy policy, available at fastspring.com. FastSpring shares with us the order information we need to fulfil your licence.
4. Cookies
The Website uses only cookies that are strictly necessary for it to work, such as security and session cookies for the WordPress platform. We do not use analytics or advertising cookies. FastSpring’s checkout sets its own cookies when you open it, as described in FastSpring’s privacy policy.
5. Who we share data with
We do not sell personal data. We share it only with service providers who process it on our behalf under contract:
- IONOS: website, database and email hosting.
- Dropbox: encrypted website back-ups.
- FastSpring: order processing (as an independent controller, see section 3).
- Tamar Telecommunications: telephone and voicemail services.
We may also disclose data where the law requires, or to protect our rights, for example in a payment dispute.
6. International transfers
Some providers, including Dropbox and FastSpring, may process data outside the UK, including in the United States. Where they do, the transfer is protected by the UK International Data Transfer Addendum or Agreement, UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework where the recipient participates), or other safeguards permitted by UK GDPR.
7. How long we keep data
| Data | Retention |
|---|---|
| Web server logs | Up to 8 weeks |
| Enquiries and support correspondence | 2 years after the last contact |
| “Notify me” requests | Until the product is released and we have notified you, or until you unsubscribe, and at most 2 years |
| Trial records | 2 years (to prevent repeated trials) |
| Licence, order and activation records | For the life of the licence plus 6 years (tax, accounting and dispute purposes) |
8. Your rights
You have the right to access your personal data, and to ask us to correct it, erase it, restrict or object to its processing, or provide it in a portable format. Where we rely on consent, you can withdraw it at any time, for example with the unsubscribe link in any notice we send. Some rights have limits: for example, we must keep order records for tax purposes.
To exercise your rights, email support@bastionsoftwaresolutions.com. We will respond within one month.
If you are unhappy with how we handle your data, please contact us first. You also have the right to complain to the Information Commissioner’s Office: ico.org.uk, 0303 123 1113.
9. Security
We use HTTPS throughout the Website, access controls and login rate-limiting for administration, encrypted back-ups, and digitally signed licence files. No system is completely secure, but we take reasonable steps to protect your data.
10. Children
Our products and Website are intended for businesses and professionals and are not directed at children.
11. Changes
We may update this policy. The date at the top shows when it was last changed. We will highlight significant changes on the Website.