How RDS CAL Store handles personal information
This Privacy Policy explains how RDS CAL Store collects, uses, stores, and protects personal information when you visit our website, contact us, create an account, or purchase Microsoft Remote Desktop Services Client Access Licenses from rdscal.com. Sysvista Solutions, trading as RDS CAL Store (399 High St, London E15 4QZ, United Kingdom), is the data controller for this information. References to “we”, “us”, and “our” mean RDS CAL Store; “you” means website visitors, customers, account holders, business contacts, and people who contact us for support.
Last updated: 26 August 20261. Information we collect
We collect only the information needed to operate our website, process orders, deliver license details, provide customer support, and protect our services.
Information you provide directly
- Identity and contact details: name, email address, phone number, billing details, business name, and customer or licensee details.
- Order information: products purchased, order number, invoice details, license type, Windows Server version, quantity, order notes, and support requests.
- Account information: login details, account email, saved order history, downloadable license documents, and account activity.
- Support and contact messages: information you send through contact forms, email, chat, or support requests.
- Licensee or client details: if you purchase for a client, MSP customer, or third-party organization, you may provide their business or licensee information for order and license records.
Information collected automatically
- Technical data: IP address, browser type, device type, operating system, referring URL, pages visited, and approximate location based on technical signals.
- Security data: information used to protect forms, block spam, prevent fraud, and keep the website secure.
- Cookie and analytics data: information collected through cookies or similar technologies, where you have allowed them.
2. How we use your information
We use personal information for the purposes below. Depending on where you are located, our lawful bases may include performance of a contract, legal obligations, legitimate interests, consent, and steps taken before entering into a contract.
| Purpose | Information used | Typical lawful basis |
|---|---|---|
| Process and fulfil orders | Name, email, billing details, order details, product selection, licensee details | Contract performance and legitimate interests |
| Deliver license details and order documents | Email address, account details, order number, license documents | Contract performance |
| Provide customer support and setup guidance | Support messages, order details, server version, CAL type, contact details | Contract performance and legitimate interests |
| Maintain business, tax, accounting, and compliance records | Order, invoice, payment, billing, and customer records | Legal obligation and legitimate interests |
| Protect the website and prevent fraud, abuse, or spam | IP address, device data, security logs, form verification data | Legitimate interests |
| Send service messages | Email address, order details, account activity | Contract performance and legitimate interests |
| Provide analytics and measure site performance | Cookie and usage data, device and browser signals | Consent (through the cookie banner) |
We do not sell your personal information, and we do not use it for advertising or advertising measurement.
Automated decision-making
We do not use automated decision-making or profiling that produces legal effects for you. Automated tools are used for spam filtering, fraud prevention, website security, and to generate replies in our chat assistant. Chat replies are informational only, are not used to make decisions about you, and you can always reach our support team by email instead.
3. Orders, payments and licensee details
When you place an order, we use your details to confirm the purchase, create order records, deliver license information, prepare license-related documents, and provide post-purchase support.
Payment processing
Payments are handled entirely by PayPal. Debit and credit card payments are also processed through PayPal checkout. We never see or store your payment card details. PayPal may process payment details, transaction IDs, fraud checks, and payment confirmation data under its own terms and privacy notice.
Licensee and client details
If you purchase for a company, client, MSP customer, or third-party organization, please provide accurate business, customer, or licensee details at checkout. These details may be used for order records, license document preparation, support, and future order verification.
4. Cookies, security tools and contact forms
Cookies and similar technologies
Our website uses cookies and similar technologies in two groups: strictly necessary cookies that keep the shopping cart, checkout, account sessions, and site security working; and analytics cookies that help us measure performance and improve the site.
Strictly necessary cookies are always on because the website and checkout cannot work without them. Analytics cookies are switched off by default and are only used if you turn them on. We do not use advertising or marketing cookies, and advertising storage remains denied regardless of your choice.
Managing your cookie choices
When you first visit, our cookie banner lets you accept all cookies, reject all non-essential cookies, or open “Manage” to turn analytics on or off and save your choice. Non-essential cookies are not loaded unless you allow them. You can change or withdraw your choice at any time through the cookie settings option on our website, or by clearing cookies in your browser, after which the banner will appear again.
Cookies we use
The table below lists the main cookies and local storage entries used on our website. Names may vary slightly as providers update their services.
| Name | Group | Purpose | Duration |
|---|---|---|---|
| rds_cookie_consent | Strictly necessary | Stores your cookie choice so the banner is not shown again | Local storage, until cleared |
| woocommerce_cart_hash, woocommerce_items_in_cart | Strictly necessary | Keeps track of the contents of your cart | Session |
| wp_woocommerce_session_* | Strictly necessary | Links your cart and checkout to your session | 2 days |
| wordpress_logged_in_*, wordpress_sec_* | Strictly necessary | Keeps you signed in to your account | Session or up to 14 days |
| __cf_bm, cf_clearance | Strictly necessary | Cloudflare bot management and form verification (Turnstile) | 30 minutes to 1 year |
| rdsexitPopupLastClosed, rdsexitPopupActionTaken | Strictly necessary | Prevents an on-site offer message from being shown repeatedly | Local storage, 7 to 30 days |
| _ga, _ga_* | Analytics | Google Analytics: distinguishes visitors and measures site usage | Up to 2 years |
Security and spam protection
We use security services including Cloudflare and Cloudflare Turnstile for firewalling, bot protection, form verification, and content delivery. These tools may process technical information such as IP address, browser data, device signals, challenge tokens, and security logs.
Chat assistant
Our website provides a chat assistant powered by Chatbase, which uses OpenAI GPT-4o to generate replies. If you use the chat, the messages you send are processed by these providers so the assistant can answer you, and the conversation is stored so our support team can follow up on your request.
Please only share what is needed to help with your enquiry, such as your order number, email address, phone number, and a description of the issue. Do not enter passwords, payment card details, or license keys in the chat. Chat conversations are handled under the terms and privacy notices of Chatbase and OpenAI, and may be processed outside the United Kingdom.
Contact forms
If you submit a contact form, we use the information provided to respond to your request. Form submissions may be routed through email, spam-protection, form-handling, or security services used by the website, including FormSubmit for contact form delivery and Gravity Forms for order support requests.
5. Who we share information with
We share personal information only where needed to operate the website, process purchases, provide support, meet legal obligations, or protect our business. Our main processors are listed below.
| Provider | Role | Data involved |
|---|---|---|
| PayPal | Payment processing, refunds, fraud checks | Billing and transaction data |
| Cloudflare (including Turnstile) | Website security, bot protection, form verification, CDN | IP address, device and browser signals, security logs |
| Web hosting and email providers | Website operation and transactional email delivery | Account, order, and contact data |
| Google Analytics | Site analytics, only where analytics cookies are allowed | Cookie and usage data |
| FormSubmit and Gravity Forms | Contact and support form handling | Information you enter in a form |
| Chatbase (using OpenAI GPT-4o) | Website chat assistant and storage of chat conversations | Messages you send in chat, including order number, contact details, and issue description |
| Trustpilot | Review invitations and publishing customer reviews | Name, email address, and order reference |
| Accounting, tax, legal and professional advisers | Business records and compliance | Order, invoice, and payment records |
| Authorities or regulators | Where required by law or to protect legal rights | Only what is legally required |
International transfers
Some service providers may process data outside the United Kingdom or your country of residence, including in the United States. Where we transfer personal information outside the UK, we rely on a lawful transfer mechanism, such as the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or transfers to countries covered by UK adequacy regulations. You can contact us for more information about the safeguards we use.
6. How long we keep information and how we protect it
Retention
We keep personal information only for as long as needed for the purpose it was collected, including order fulfilment, customer support, account access, tax and accounting records, legal compliance, fraud prevention, and dispute resolution. As a general guide:
- Order, invoice, billing, payment, and license records: kept for 6 years from the end of the financial year in which the order was placed, to meet UK tax and accounting obligations, after which they are deleted or anonymized.
- Account information: kept while your account is active and for a reasonable period after it becomes inactive or you ask us to close it.
- Support messages, chat conversations, and contact form submissions: kept for up to 24 months after the matter is resolved, unless they relate to an order record we must keep longer.
- Marketing consent and preference records: kept while you are subscribed and for a reasonable period after you unsubscribe, so we can evidence your choices.
- Security and server logs: kept for a short period, typically up to 12 months, for fraud prevention and website security.
Where information is no longer needed, we delete it or anonymize it so it can no longer identify you.
Security
We use reasonable technical and organizational measures to protect personal information from unauthorized access, loss, misuse, alteration, or disclosure. No website or online transmission is completely secure, but we work to keep customer information protected and limit access to those who need it for business purposes.
7. Your privacy rights
Depending on where you are located, you may have rights over your personal information. These may include the right to:
- request access to your personal information;
- ask us to correct inaccurate or incomplete information;
- request deletion of your information in certain circumstances;
- ask us to restrict or object to certain processing;
- request a copy of information you provided in a portable format, where applicable;
- withdraw consent where we rely on consent; and
- complain to a data protection authority.
To make a privacy request, email us at [email protected]. We may need to verify your identity before processing the request. We aim to respond within one month, in line with UK GDPR.
8. US state privacy rights
If you are a resident of California, Colorado, Connecticut, Virginia, Utah, Texas, or another US state with a comprehensive privacy law, you may have additional rights over your personal information. Depending on your state, these can include the right to know what personal information we hold, the right to request a copy of it, the right to correct it, the right to request deletion, and the right to opt out of the sale of personal information or targeted advertising.
We do not sell personal information, we do not share it for cross-context behavioural advertising, and we do not use it for targeted advertising, so there is no opt-out for you to exercise in those categories. We do not process sensitive personal information for the purposes covered by these laws.
To exercise any of these rights, email us at [email protected] with the state you reside in. We will not discriminate against you for making a request, and we may need to verify your identity before we act on it.
9. Marketing, children and updates
Marketing communications
If you choose to receive marketing emails, you can unsubscribe using the link in the email or contact us at [email protected]. We may still send service messages related to orders, accounts, license delivery, or support.
Children
Our website and products are intended for business and adult customers. We do not knowingly collect personal information from children.
Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our website, services, legal obligations, or business operations. The updated version will be posted on this page with a new “Last updated” date.
10. Who we are, contact and complaints
RDS CAL Store operates the website rdscal.com and sells Microsoft Remote Desktop Services Client Access Licenses for Windows Server deployments.
This policy sits alongside our Refund Policy and Terms of Service.
RDS CAL Store
1971 E Beltline Ave NE STE 203, Grand Rapids, MI 49525, United States
399 High St, London E15 4QZ, United Kingdom
Email: [email protected]
If you are in the UK and are not satisfied with how we have handled your information, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk. If you are in the EU, you may complain to your local data protection authority. We would appreciate the chance to address your concerns directly before you do so.