Privacy Policy

Sapience Systems
Effective Date: January 1, 2025

This Privacy Policy describes how Sapience Systems (“Company”, “we”, “us”, or “our”) collects, uses, and discloses your information when you use our website and services, and explains your rights and how the law protects you.

By using our website or services, you agree to the collection and use of information in accordance with this Privacy Policy.

IMPORTANT NOTICE REGARDING TEXT MESSAGING DATA

Sapience Systems (“we,” “us,” or “our”) does not share customer SMS opt-in information, including phone numbers and consent records, with any affiliates or third parties for marketing, promotional, or any other purposes unrelated to providing our direct services.

All text messaging originator opt-in data and consent is kept strictly confidential and is only used to deliver the SMS services you have requested, except where sharing with SMS infrastructure providers (aggregators) is required to technically send messages.

1. Interpretation and Definitions

1.1 Interpretation

Words with the initial letter capitalized have meanings defined below. The following definitions shall have the same meaning whether they appear in singular or plural.

1.2 Definitions

For the purposes of this Privacy Policy:

• Account – A unique account created for you to access our Service or parts of our Service.

• Affiliates – An entity that controls, is controlled by, or is under common control with a party, where “control” means ownership of 50% or more of the shares or other securities entitled to vote for election of directors or other managing authority.

• Company (referred to as either “the Company”, “we”, “us”, or “our”) – Sapience Systems.

• Cookies – Small files placed on your device by a website, containing details of your browsing history and preferences.

• Country – California, United States.

• Device – Any device that can access the Service, such as a computer, cellphone, or tablet.

• Personal Data – Any information that relates to an identified or identifiable individual.

• Service – Our website, tools, and related services.

• Service Provider – Any natural or legal person who processes data on behalf of the Company (e.g., hosting providers, analytics, email/SMS service providers).

• Usage Data – Data collected automatically, generated by use of the Service (e.g., page visits, IP addresses, device info).

• Website – Sapience Systems, accessible at: https://www.sapience.systems/

• You – The individual using the Service, or the company or other legal entity on whose behalf such individual uses the Service.

2. Information We Collect

We collect both Personal Information and Non-Personal Information.

2.1 Personal Information

This may include, but is not limited to:

• Name (first and last name)

• Email address

• Phone number

• Physical or business address (when provided)

• Company name and role/title (when provided)

• Payment information (when you make a purchase or pay for services; processed via third-party payment processors)

• Opt-in records and timestamps for SMS, email, and other communication channels

• Records of inquiries, consultation requests, and service requests

• Appointment details, preferences, and service history

2.2 Usage Data & Technical Information

Collected automatically when you use the Service, including:

• IP address

• Browser type and version

• Device type and operating system

• Pages visited, time spent, and referring URLs

• Unique device identifiers and diagnostic data

When accessing via mobile devices, we may also collect:

• Mobile device ID

• Mobile IP address

• Mobile OS and browser info

2.3 Cookies & Similar Technologies

We use Cookies, web beacons, tags, and scripts to:

• Track activity on our Service

• Store certain preferences

• Analyze traffic and improve performance

Types of Cookies we may use:

• Necessary / Essential Cookies – Required for core functionality and security.

• Cookies Policy / Notice Acceptance Cookies – Remember if you accepted cookies.

• Functionality Cookies – Remember preferences (e.g., login, language).

You can refuse Cookies via your browser settings. However, some features of the Service may not function properly if Cookies are disabled.

3. How We Use Your Information

We use Personal Data and Usage Data for purposes including:

• Providing and maintaining the Service

• Managing your Account and enabling access to features

• Processing payments and transactions

• Communicating with you via email, phone, SMS, or other channels regarding:

  • service updates

  • consultations

  • appointments

  • support and follow-ups

• Sending you news and relevant information about services similar to those you’ve requested, unless you opt out

• Responding to your requests and providing customer support

• Improving and analyzing the Service (data analysis, usage trends, performance)

• Security and fraud prevention

• Business transfers – evaluating or conducting mergers, acquisitions, or asset sales

• Compliance with legal obligations

We may also use your information for other compatible purposes, but only where allowed by applicable law and consistent with this Privacy Policy.

4. SMS Messaging & Compliance

4.1 Text Message Program Terms

By opting into our SMS services, you agree to receive messages related to:

• appointment reminders

• confirmations and updates

• customer support

• important account or system notifications

We do not send SMS marketing or promotional campaigns without specific, separate consent.

4.2 Opt-In & Consent

• You will only receive SMS messages if you have explicitly opted in (e.g., checked a box on a form or requested SMS updates).

• We maintain timestamped records of all opt-ins.

• We comply with the Telephone Consumer Protection Act (TCPA) and all applicable laws.

4.3 Opt-Out Instructions

You can cancel SMS messages at any time by replying “STOP” to any message.

• You will receive a confirmation message.

• After that, you will no longer receive SMS messages, unless you re-opt in.

• Opt-out requests are processed promptly (typically within 24 hours).

4.4 Message Frequency & Content

• Frequency varies depending on your interactions, appointments, or services.

• Messages are related to services you’ve requested or agreed to receive.

• We do not send unrelated promotional SMS content without explicit consent.

4.5 Help & Support

Reply “HELP” for assistance or contact us at:
Email: team@sapience.systems

4.6 Carrier Disclaimer

• Standard message and data rates may apply.

• Carriers are not liable for delayed or undelivered messages.

• We support all major U.S. carriers and many regional carriers.

4.7 SMS Data Protection Statement

• We do not sell, rent, or share SMS opt-in data, phone numbers, or consent records with third parties for marketing or promotional purposes.

• We may share SMS-related data with SMS aggregators and technical providers solely to deliver messages you have consented to receive.

• All other data use categories exclude text messaging originator opt-in data and consent; this data will not be shared with third parties for other purposes.

5. Information Sharing & Disclosure

We do not sell, rent, or trade your Personal Data.

We may share information in these limited cases:

5.1 Service Providers

We may share Personal Data with Service Providers who help us:

• host and maintain the Website

• provide analytics

• process payments

• send emails and SMS

• deliver other operational services

These providers are contractually required to:

• use the data only to perform services for us, and

• maintain appropriate confidentiality and security.

Note: SMS originator opt-in data and consent is only shared with SMS infrastructure providers (aggregators) as necessary to operate the text messaging program and is never sold or shared for marketing purposes.

5.2 Business Transfers

If we are involved in a merger, acquisition, asset sale, or similar transaction, your Personal Data may be transferred as part of that transaction. In such cases, your data remains protected, and we will notify you where legally required.

5.3 Legal Compliance

We may disclose your information if required to do so by law or in the good-faith belief that such action is necessary to:

• comply with legal obligations or valid requests

• protect and defend our rights or property

• investigate potential wrongdoing

• protect the safety of users or the public

• protect against legal liability

5.4 With Your Consent

We may share your data for any other purpose only with your explicit consent.

6. Data Security

We implement and maintain reasonable security measures to protect your data, including:

• encryption of sensitive data in transit (e.g., HTTPS)

• secure access controls and authentication

• restricted access to personal data

• regular security updates and monitoring

• staff training on data protection

• incident and breach response procedures

Despite our efforts, no method of transmission over the Internet or electronic storage is 100% secure. We strive to use commercially acceptable safeguards but cannot guarantee absolute security.

7. Data Retention

We retain Personal Data only as long as necessary to:

• provide the Service

• fulfill the purposes outlined in this policy

• comply with legal obligations

• resolve disputes

• enforce our agreements

Usage Data is generally retained for a shorter period, except where needed to improve security or functionality, or where law requires longer retention.

You may request deletion of your Personal Data as described in Section 9.

8. International Data Transfers

Your information may be processed and stored in locations outside your state, province, or country, including the United States, where data protection laws may differ from those in your jurisdiction.

By using our Service and submitting information, you consent to such transfers. We take reasonable steps to ensure that your data is treated securely and in accordance with this Privacy Policy.

9. Your Rights & Choices

Depending on your location and applicable laws, you may have rights to:

• Access your Personal Data

• Update or correct inaccurate data

• Delete Personal Data (subject to legal obligations)

• Restrict or object to certain processing

• Withdraw consent for future communications

• Opt out of marketing emails by using the “unsubscribe” link in our emails

• Opt out of SMS by replying “STOP”

• Request information about how we process your data

To exercise these rights, contact us at: team@sapience.systems

We may need to verify your identity before responding.

10. Cookies & Tracking Technologies

We use cookies and similar technologies to:

• analyze traffic and user behavior

• remember preferences

• improve the Website

• measure performance of content and services

You can manage Cookies in your browser settings. Disabling Cookies may limit certain features.

For more details about Cookies, see the Cookies section in this policy or any separate Cookies Policy we may provide.

11. Children’s Privacy

Our Service is not directed to children under 13 and we do not knowingly collect Personal Data from anyone under 13.

If you believe your child has provided us with Personal Data, please contact us. If we learn we have collected Personal Data from a child under 13 without verified parental consent, we will delete that information.

If consent is required by law in your country for minors, we may require parental or guardian consent where applicable.

12. Third-Party Links

Our Website may contain links to third-party websites. We are not responsible for:

• their content

• their privacy practices

• how they handle your data

We encourage you to review the privacy policies of any external sites you visit. This Privacy Policy applies only to information collected by Sapience Systems.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

• We will post the updated version on this page with a new “Effective Date”.

• For significant changes, we may also notify you by email or through a notice on our Website.

You are advised to review this Privacy Policy periodically. Your continued use of the Service after changes become effective means you accept the updated policy.

14. Contact Us

If you have any questions about this Privacy Policy or how we handle your information, you can contact us:

Sapience Systems LLP
Email: team@sapience.systems
Website: https://www.sapience.systems/
Phone: +44 7360 536641