Privacy Policy

The Meta Sum ("we", "our", "us") operates this website and provides software development, cloud POS, ordering apps, business management panels and managed hosting services. This policy explains what personal information we collect, why we collect it, how long we keep it and the choices you have.

It applies to this website, our products (including Sum Cloud POS, SumBite, MetaSum Panel and MetaSum Plesk), our mobile applications and any services we deliver to clients. By using our website or services, you agree to the practices described here.

Who we are

The Meta Sum is the data controller for personal information collected through this website. For information collected inside a client's own software platform, the client is usually the controller and we act as a processor on their instructions.

Questions about this policy or a data request can be sent to info@themetasum.com.

Information we collect

We collect only what we need to respond, deliver and support:

• Contact details — name, email address, phone number and company, when you submit a form, apply for a role or email us.
• Project information — requirements, files, feedback and correspondence you choose to share with us.
• Recruitment information — CV, portfolio links, cover letter and the role you apply for.
• Account and billing information — for product and hosting customers, including contact, company and payment references. Card details are handled by our payment providers, not stored on our servers.
• Technical information — IP address, browser and device type, pages viewed and approximate region, collected through server logs and analytics.
• Product usage information — operational data needed to run and secure the services, such as login events and error logs.

How we use your information

• To respond to enquiries and prepare proposals.
• To deliver, operate, secure and support the services you or your employer have purchased.
• To process job applications and communicate with candidates.
• To send service messages, invoices, renewal reminders and security notices.
• To improve our website, products and support based on aggregated usage.
• To send marketing communications where you have opted in, or where the law allows soft opt-in for existing customers. You can unsubscribe at any time.
• To meet legal, tax, accounting and regulatory obligations.

Legal bases we rely on

Where UK or EU data protection law applies, we rely on: performance of a contract (delivering the services you requested); legitimate interests (running and improving our business, securing our systems, responding to enquiries); consent (marketing to new contacts and non-essential cookies); and legal obligation (tax, accounting and lawful requests).

Sharing your information

We do not sell personal information. We share it only with service providers that help us operate, and only as far as needed:

• Hosting, email and infrastructure providers.
• Payment processors for billing.
• Analytics and recaptcha providers that help us keep the site secure and understand usage.
• Professional advisers such as accountants and lawyers.
• Authorities where we are legally required to disclose.

Where a client's platform processes end-customer data, we act on that client's documented instructions and do not use the data for our own purposes.

International transfers

We work with clients and providers in the UK, USA, Germany, the UAE and other countries. Where personal information is transferred outside its country of origin, we use appropriate safeguards such as standard contractual clauses and provider security commitments.

Data retention

Enquiry and proposal records are kept for as long as needed to deal with the enquiry and then for a reasonable business period. Customer and billing records are kept for the life of the contract and for the period required by tax and accounting law. Recruitment records are kept for the current process and up to twelve months afterwards unless you ask us to delete them earlier. Server logs are kept for a short operational period.

Cookies and analytics

We use essential cookies to keep the site working and to protect forms. We use analytics cookies to understand which pages are useful. You can block or delete cookies in your browser settings; essential functions such as form security may stop working if you do.

Security

We apply access controls, encryption in transit, patching, monitoring and backups across our systems. Managed hosting customers benefit from these controls directly. No method of transmission or storage is perfectly secure, so we cannot guarantee absolute security, but we take the risk seriously and investigate incidents promptly.

Your rights

Depending on where you live, you may have the right to access, correct, delete, restrict or object to the processing of your personal information, to withdraw consent, to receive a portable copy, and to complain to a supervisory authority. To exercise any of these rights, email info@themetasum.com. We will respond within the period required by applicable law and may ask for proof of identity.

Children's privacy

Our website and business services are not directed at children. We do not knowingly collect personal information from anyone under 18 through this website. If you believe a child has provided information to us, contact us and we will delete it.

Changes to this policy

We may update this policy as our services or the law change. The date at the top shows the latest version. Material changes affecting how we use personal information will be communicated by email or a prominent notice on this site.