Privacy Policy

Soflution Ltd operates Email Templates, a shared email template service available on the web and through an add-in for Microsoft Outlook. Soflution Ltd acts as the data controller for the data described below.

For any question about this policy or your data, contact us at contact@soflution.com.

We only collect what the service needs to work:

The add-in requests the ReadWriteItem permission, which is strictly required to write a template into the message you are currently composing.

The add-in inserts content into the open message and fills in the subject when that field is empty. It does not read your inbox, does not browse your messages, and never sends the content or the recipients of your emails to our servers.

The only exchanges with our servers are authenticating your account and downloading your own templates.

We process your data to perform our contract with you (providing the service, managing your account and team), to comply with legal obligations (accounting and invoicing), and on the basis of our legitimate interest in securing the service and preventing abuse.

We do not sell your data and never share it for advertising purposes. We rely on a limited set of technical providers acting as processors:

Data is hosted on infrastructure located in the European Union. As Soflution Ltd is established in the United Kingdom and some providers may operate from third countries, any such transfer is governed by the European Commission's standard contractual clauses and, where applicable, by the UK International Data Transfer Addendum.

Your account data and templates are retained for as long as your account is active. After account deletion they are erased within 30 days, except for data we are legally required to keep (accounting records in particular). Technical logs are kept for a maximum of 12 months.

All communication is encrypted over HTTPS. Passwords are stored as cryptographic hashes and are never readable in clear text. Access to your templates is scoped per organisation and verified server-side on every request. Two-factor authentication is available in the web application.

Under the EU GDPR and the UK GDPR you have the right to access, rectify, erase, restrict, object to and port your data. Exercise these rights by writing to contact@soflution.com; we respond within 30 days. You may also lodge a complaint with your data protection authority — the ICO in the United Kingdom, or the authority of your country of residence in the European Union.

We use no advertising cookies and no third-party trackers. The service only sets strictly necessary cookies:

The service is intended for professional use and is not directed at people under 16. We do not knowingly collect their data.

This policy may change. For any significant change we notify users by email or in the application before it takes effect. The last update date appears at the top of this page.