Sophimole

Privacy Policy

Last updated: 5 July 2026

This Privacy Policy explains how Kayja Solutions Ltd ("we", "us"), company number 15562258, registered office 92 Sheldon Road, Chippenham, SN14 0BX, United Kingdom, collects and uses your personal data when you use Sophimole (sophimole.com). We are the data controller for this data. We comply with the UK GDPR and the Data Protection Act 2018.

1. Data we collect

  • Account data: name, email address, password (stored hashed), and organisation/tenant details.
  • Billing data: subscription plan and billing status. Card payments are processed by Stripe; we do not store your full card details on our servers.
  • Usage data: courses created or taken, progress, and basic technical data (e.g. IP address, browser type, log timestamps) needed to run and secure the Service.
  • Communications: messages you send us for support.

2. How we use your data (and legal basis)

  • To provide and operate the Service and your account — performance of a contract.
  • To process payments and manage subscriptions — performance of a contract.
  • To secure the Service, prevent fraud, and keep records — legitimate interests / legal obligation.
  • To respond to support requests — legitimate interests.
  • To send service-related notices — performance of a contract. Marketing emails, if any, are sent only with your consent, and you can opt out at any time.

3. Sharing your data

We share data only with providers who help us run the Service, under appropriate safeguards:

  • Stripe — payment processing (see stripe.com/privacy).
  • Hosting/infrastructure — our servers and database (hosted in the EU/UK region where feasible).

We do not sell your personal data. We may disclose data where required by law.

4. International transfers

Where data is transferred outside the UK/EEA (e.g. by a sub-processor), we rely on appropriate safeguards such as UK-approved standard contractual clauses.

5. Retention

We keep your data for as long as your account is active and as needed to provide the Service, then for a reasonable period to meet legal, accounting, or reporting obligations, after which it is deleted or anonymised.

6. Your rights

Under UK GDPR you have the right to access, correct, delete, restrict, or object to processing of your personal data, and to data portability. To exercise these rights, email info@sophimole.com. You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk).

7. Cookies

We use strictly necessary cookies to run the Service (e.g. to keep you logged in). Where we use any non-essential cookies (e.g. analytics), we will ask for your consent first.

8. Security

We use technical and organisational measures — including TLS encryption in transit and hashed passwords — to protect your data. No system is perfectly secure; we work to protect your information and will notify you and the ICO of any breach where legally required.

9. Changes

We may update this Policy and will post the new version with an updated date. Material changes will be notified where practicable.

10. Contact

Data queries: Kayja Solutions Ltd, 92 Sheldon Road, Chippenham, SN14 0BX, United Kingdom — info@sophimole.com.