Privacy Policy

1. Who we are

Seysuite Projects is operated by Zil Smart Solutions, the registered business name under which Rimond Arnold Pillay operates in the Republic of Seychelles, Business Registration Number B8441574, of Anse Aux Pins, Mahé, Seychelles. “ZSS”, “we”, “us”, and “our” refer to Zil Smart Solutions.

2. Our data-protection roles

We act as controller for information needed to administer accounts, subscriptions, support, security, legal compliance, and our direct customer relationship. An organisation generally acts as controller for personal data it places in projects, tasks, comments, files, and related customer content; for that data, ZSS generally acts as its processor. The customer’s own privacy notices and instructions also apply. Our processor commitments are in the Data Processing Agreement.

3. Information we handle

• Identity and account details, including name, email address, authentication status, and password-reset events.
• Organisation, invitation, membership, role, subscription, and project-access information.
• Project content, including project names, work items, dates, assignments, comments, files, and activity history.
• Notifications, preferences, audit events, support requests, and communications.
• Technical and security information, including session, device, browser, request, error, and diagnostic data generated when the service is used.
• Billing and transaction records supplied through quotations, invoices, and manual payments. We do not currently collect card details through Seysuite Projects.

4. Sources of information

We receive information from users, their organisation administrators, customer representatives, authorised integrations or service providers, and automatically from use of the service. Customers decide what project content their authorised users enter or upload.

5. Purposes and lawful bases

We process information to create and secure accounts; provide organisation and project functions; enforce roles, subscriptions, and tenant separation; store and deliver customer content; provide support; maintain audit and acceptance records; prevent misuse; invoice customers; comply with law; and establish or defend legal claims. Depending on the context, processing is necessary to perform a contract, comply with a legal obligation, pursue legitimate interests in operating and securing the service, or act with consent where consent is the appropriate basis. Where we act as processor, we process under the customer’s documented instructions.

6. Project content and sensitive information

Seysuite Projects is not designed as a specialist repository for medical records, national identity documents, payment-card data, passwords, or other highly sensitive information. Customers should minimise personal data in project content, apply appropriate permissions, and avoid uploading information that is unnecessary for the project purpose. Customers remain responsible for their lawful basis, notices, permissions, and handling of sensitive personal data.

7. Service providers and disclosures

We use Supabase for database, authentication, file storage, and related platform services, and Netlify for application hosting and delivery. We may also disclose limited information to professional advisers, authorities, or other providers where reasonably necessary to operate the service, comply with law, protect rights and security, or complete a business reorganisation with appropriate safeguards. We do not sell personal data or use customer project content for unrelated advertising.

8. International processing

Our providers may process information outside Seychelles. Where personal data is transferred internationally, we use reasonable contractual, technical, and organisational safeguards, assess provider security and confidentiality, limit access to what is needed, and apply the requirements of the Seychelles Data Protection Act, 2023. Further processor and subprocessor terms are set out in the Data Processing Agreement.

9. Cookies and local storage

The service uses strictly necessary authentication, security, and organisation- selection cookies or comparable browser storage. These are required to sign users in, maintain sessions, preserve the selected tenant, and protect the service. We do not currently use Seysuite Projects cookies for third-party behavioural advertising. If optional analytics or marketing technologies are introduced, this policy and any required consent mechanism will be updated before activation.

10. Security

Safeguards include authenticated access, email verification, controlled invitations, role and project permissions, organisation tenant boundaries, database row-level security, private file storage, time-limited download links, audit records, secure transport, and browser security controls. No system is completely secure. Customers and users must protect their credentials, devices, exports, and downloaded files and notify us promptly of suspected compromise.

11. Retention and deletion

• Active account, membership, project, and file data is retained while needed to provide the service.
• After service termination, an authorised administrator may request an export for 30 days unless a different period is agreed.
• Customer content is deleted or anonymised from active systems ordinarily within 30 further days, subject to legal, security, dispute, and technical exceptions.
• Residual backup copies are removed or overwritten through the applicable backup-retention cycle and are not used for ordinary processing.
• Audit, security, legal-acceptance, billing, tax, fraud-prevention, and dispute records may be retained for the period reasonably necessary or required by law.

12. Your rights

Subject to the Data Protection Act, 2023 and applicable exceptions, you may request access to personal data, correction, deletion, restriction, objection, and an available portable copy. You may withdraw consent where processing relies on consent, without affecting earlier lawful processing. The current service does not make decisions producing legal or similarly significant effects solely through automated processing. For customer-controlled project content, contact your organisation first; we will assist the organisation where required.

13. Requests and complaints

Send privacy requests to info@zilsmartsolutions.com. We may verify your identity and authority before acting. You may also complain to the Seychelles Information Commission.

14. Children

Seysuite Projects is a business service and is not directed to children. An organisation must not invite a child or process a child’s information in the service unless it has a lawful basis, appropriate authority, and safeguards required by law.

15. Artificial intelligence

Lite and Professional do not currently send customer content to a generative-AI provider or use it to train generative-AI models. If Advanced AI or another AI feature is introduced, we will describe the provider, data use, safeguards, user controls, and material risks before activation and update the applicable legal terms.

16. Changes and contact details

We may update this policy for legal, security, provider, or product changes. The current version and effective date will be published here, and material changes will be communicated appropriately. Contact: Zil Smart Solutions · BRN B8441574 · Anse Aux Pins, Mahé, Seychelles · info@zilsmartsolutions.com.