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Submit Privacy Statement

This Privacy Statement explains how Submit Software Solutions Limited (“Submit”, “we”, “us”) collects, uses and discloses “Personal Data” and other information obtained through our public website at submit.com (the “Website”). Information about the cookies we use is set out separately in our Cookie Policy.

Who we are and the scope of this statement

Submit Software Solutions Limited is the data controller for Personal Data collected through the Website. Our registered office is The Rubicon Centre, Bishopstown, Cork, T12 Y275, Ireland. You can contact us about data protection at support@submit.com.

This statement covers only visitors to our Website, for example people researching Submit as a product, requesting a demo, subscribing to our newsletter or contacting us. In relation to this Website data, Submit is the data controller.

It does not cover personal data submitted by applicants through a customer’s application portal (the “Customer Site”). Where Submit processes applicant data on behalf of a customer, the customer is the data controller and Submit acts solely as data processor. That processing is governed by the Data Processing Agreement between Submit and the customer, not by this statement. Applicant data is held in a technically separate environment and is never used for advertising, remarketing, profiling or any marketing purpose.

What is Personal Data?

Personal Data means any information relating to an identified or identifiable natural person (the “data subject”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or one or more factors specific to their physical, physiological, genetic, mental, economic, cultural or social identity.

Submit does not sell or trade your personal information, and does not transfer it to third parties in any manner that could be harmful, dangerous or a violation of your privacy.

What information we collect on the Website

When you use our Website, you may voluntarily provide Personal Data such as your name, email address, phone number and company, for example when you request a demo, ask for a quote, subscribe to our newsletter or contact us.

Some information is collected automatically when you visit, including your IP address, user agent (browser details), and the pages you browse on the Website. Where this information is collected through cookies, it is collected in line with your cookie choices, as described in our Cookie Policy.

How and why we use your information, and our legal bases

Under the GDPR we must have a lawful basis for processing your Personal Data. We rely on the following bases:

  • To respond to enquiries and provide requested information (for example demos, quotes and support). Legal basis: our legitimate interests in responding to you, or steps taken at your request prior to entering a contract.
  • To send marketing communications and our newsletter. Legal basis: your consent, which you can withdraw at any time.
  • To analyse how the Website is used and to improve it, and to deliver relevant advertising. Legal basis: your consent, given through our cookie banner. See our Cookie Policy.
  • To maintain the security and integrity of the Website. Legal basis: our legitimate interests in keeping our systems secure.
  • To comply with legal obligations where the law requires us to process or disclose data. Legal basis: compliance with a legal obligation.

Service providers

Our marketing is managed by our in-house team. We use a limited number of third-party service providers to help us operate the Website and understand how it is used. These providers have access to Website Personal Data only to perform tasks on our behalf, and are contractually obliged to keep it confidential and not to use it for any other purpose.

HubSpot

We use HubSpot as our customer relationship management (CRM) platform, connected to the Website. When you complete a form or contact us, HubSpot may collect and store information such as your name, email address, company and Website activity so that we can respond to enquiries and manage our relationship with you. See https://legal.hubspot.com/privacy-policy.

Google Analytics

Where you consent to analytics cookies, we use Google Analytics to understand how the Website is used. Google may use the data collected in line with its own policies. See http://www.google.com/intl/en/policies/privacy/. You can install the Google Analytics Opt-out Browser Add-on at https://tools.google.com/dlpage/gaoptout.

Advertising and remarketing partners

Where you consent to advertising cookies, we use advertising and remarketing services to show you relevant ads on third-party websites after you have visited our Website. Our advertising partners are Google Ads, Microsoft Ads, LinkedIn, Facebook (Meta) and X (formerly Twitter). This advertising relates only to visitors of our public Website. It does not involve, and never uses, personal data submitted by applicants through a Customer Site. Full details, and how to opt out, are in our Cookie Policy.

Where your data is stored and international transfers

Submit stores Website data within the EU. Depending on the information you provide, Personal Data may occasionally be transferred outside the EU or EEA solely for the purpose of providing the service, for example where a third-party provider processes data outside the EEA. Where such a transfer takes place, we only use providers that offer an appropriate safeguard recognised under the GDPR, such as Standard Contractual Clauses or an adequacy decision, and that maintain adequate security measures aligned with the GDPR.

How long we keep your data

We keep Website Personal Data only for as long as necessary for the purposes described in this statement, or for as long as required to meet legal, accounting or reporting obligations. When it is no longer needed, it is securely deleted or anonymised.

Your rights in relation to your Personal Data

Under the GDPR you have the following rights. Although the GDPR requires these rights for individuals in the EU, we apply them regardless of your location:

  • Right of access: to access and view the Personal Data we hold relating to you.
  • Right to rectification: to have inaccurate information corrected.
  • Right to erasure (the “right to be forgotten”): to have your data erased, except where we are required to retain it by law.
  • Right to restriction: to have processing of your data restricted under the conditions set out in the GDPR.
  • Right to data portability: to obtain a machine-readable copy of the Personal Data we hold for you.
  • Right to object: to object to processing based on our legitimate interests, and to object to direct marketing at any time.
  • Right to withdraw consent: where we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing before withdrawal.

To exercise any of these rights, contact us at support@submit.com. You also have the right to lodge a complaint with a supervisory authority. In Ireland this is the Data Protection Commission (https://www.dataprotection.ie); in the United Kingdom it is the Information Commissioner’s Office (https://ico.org.uk).

Marketing and our newsletter

You can subscribe to our newsletter through the Website. We use a double opt-in process: when you register for the first time, we send a confirmation email to verify that the owner of the email address has authorised the subscription. At registration we also store the IP address, date and time of sign-up, which helps us investigate any later misuse and protects our legitimate interests.

Newsletter data is used only to send the newsletter and to inform subscribers of relevant changes to the service. We do not transfer newsletter data to third parties for their own marketing. You can unsubscribe at any time using the link in every newsletter, on the Website, or by contacting us.

Our newsletters contain tracking pixels that let us see whether and when an email was opened and which links were clicked, so we can measure and improve our campaigns. This data is not passed to third parties. Withdrawing consent or unsubscribing stops this tracking, and the associated data is deleted.

Contacting us through the Website

If you contact us by email or through a contact form, the personal data you provide is stored so that we can process your enquiry or respond to you. We do not transfer this data to third parties.

Cookies

We use cookies and similar technologies on the Website. Only strictly necessary cookies are set automatically; all other cookies, including analytics and advertising cookies, are set only with your prior consent through our cookie banner. Cookies involving online identifiers may constitute Personal Data. For full details of the cookies we use and how to manage your choices, please see our Cookie Policy.

Age requirement

In line with the GDPR, you must be 16 or older to use the Submit Website. Submit does not knowingly collect or maintain personal information on the Website from anyone under 16.

Changes to this statement

We may update this Privacy Statement from time to time. We recommend that you review it periodically. If you continue to use our services after changes take effect, you agree to the revised statement.

Contacting Submit

If you have any questions about this Privacy Statement or how we handle your data, contact us at support@submit.com or Submit Software Solutions Limited, The Rubicon Centre, Bishopstown, Cork, T12 Y275, Ireland.

Updated: 15/07/2026