How RDS CAL Store handles personal information
We do not sell your personal information. This policy explains what information we collect when you visit rdscal.com, place an order or contact us, how we use it, and who we share it with.
Last updated: 28 September 20261. Information we collect
We collect information to handle your orders, provide support and keep our website working securely.
Information you give us
- Identity and contact details: name, email address, phone number, billing details, business name, and customer or licensee details.
- Order and cart information: products added to your cart or 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: business or licensee information you provide when buying for a company or client, including as an MSP.
Information collected automatically
- Technical data: IP address, browser, device, operating system, the website you came from, pages visited and approximate location.
- Security data: technical information used to block spam, prevent fraud and protect the website.
- Cookie and analytics data: information collected through cookies or similar technologies, where you have allowed them.
2. How we use your information
The table below explains why we use your information and the legal grounds for doing so. These include fulfilling your order or taking steps before a purchase, meeting legal obligations, running and protecting our business (legitimate interests), and your consent.
| Purpose | Information used | Typical lawful basis |
|---|---|---|
| Process orders, corrections, license conversions and refunds | Name, email, billing and transaction 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 |
| Send abandoned-cart reminders | Email address you provide and items left in your cart | Consent, or legitimate interests where email-marketing rules allow |
| Invite you to leave a review after purchase | Name, email address, order reference (shared with Trustpilot) | 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. Our emails cover service messages, abandoned-cart reminders and review invitations, as explained below.
Automated decision-making
We use automated tools to block spam, prevent fraud, protect the website and answer chat questions. We do not use automated decisions or profiling that have legal effects on you. Chat replies provide guidance; they do not make decisions about you. You can always email our support team instead.
3. Orders, payments and licensee details
We use your order details to confirm your purchase, deliver your license and documents, and provide support. We also use them to help with corrections, license conversions and refunds under our Refund Policy.
Payment processing
PayPal handles all payments, including debit and credit card payments, and processes refunds. We never see or store your payment card details. PayPal handles payment information, transaction references, fraud checks and confirmations under its own terms and privacy notice.
Licensee and client details
If you buy for a company or client, we use the business and licensee details you provide to prepare documents, keep order records, provide support and verify the order when needed.
4. Cookies, security tools and contact forms
Cookies and similar technologies
We use cookies and similar storage to run the cart, checkout, accounts and security, and to remember choices. With your permission, we also use analytics cookies to understand how the website is used.
Strictly necessary cookies are always on. Analytics cookies are off by default and are used only if you allow them. We do not use advertising or marketing cookies.
Managing your cookie choices
Our cookie banner lets you accept cookies, reject non-essential cookies, or choose your settings under “Manage”. Non-essential cookies are not loaded without your permission. You can change your choice through the website’s cookie settings. Clearing your browser cookies will also make the banner appear again.
Cookies we use
These are the main cookies and local storage entries on our website. Providers may change their names when updating 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
Cloudflare and Cloudflare Turnstile help protect the website, block bots, check form submissions and deliver website content. They may process IP addresses, browser and device information, verification tokens and security logs.
Chat assistant
Our chat assistant uses Chatbase and OpenAI models. These providers process your messages to generate replies. Conversations are stored so our support team can follow up.
Share only what is needed for your enquiry, such as your order number or email and a description of the issue. Do not enter passwords, payment card details or license keys in chat. Chatbase and OpenAI handle chat data under their own terms and privacy notices, and may process it outside the UK.
Contact forms
We use the information in your contact or support form to reply and help you. Submissions may pass through our email and security services, FormSubmit for contact-form delivery, and Gravity Forms for order support.
5. Who we share information with
We do not sell your information. We share it for the purposes listed below, including payments, refunds, support, website operation, cart reminders, review invitations and legal obligations.
| Provider | Role | Data involved |
|---|---|---|
| PayPal | Payment processing, refunds, fraud checks | Billing and transaction data |
| Cloudflare (including Turnstile) | Website security, bot protection, form checks and content delivery | IP address, device and browser signals, security logs |
| Web hosting and email providers | Running the website and delivering service emails and cart reminders | Account, order, cart 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 models) | 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 providers may process information outside the UK or your country, including in the United States. For transfers outside the UK, we use lawful safeguards such as the UK International Data Transfer Agreement, the UK Addendum to EU Standard Contractual Clauses, or UK adequacy regulations. Contact us if you would like details.
6. How long we keep information and how we protect it
How long we keep your information
We keep your information only for as long as needed to manage your orders, provide support and meet our legal obligations.
- Order, invoice, payment and license records: 6 years from the end of the financial year in which you placed the order, for tax and accounting records.
- Account information: while your account is active. After it becomes inactive or you ask us to close it, we keep only information still needed for outstanding orders, support, security or legal obligations.
- Support emails, chats and contact forms: up to 24 months after your enquiry is resolved. Information forming part of an order record may be kept for the longer period above.
- Security and server logs: typically up to 12 months to protect the website and investigate security issues.
When information is no longer needed, we delete it or remove identifying details so it can no longer identify you.
Security
We use technical and organisational safeguards to protect your information from unauthorised access, loss and misuse. Access is limited to people who need it for their work. No website or online transmission can be completely secure.
7. Your privacy rights
Depending on the law that applies to you, you can ask us to:
- give you access to your personal information;
- correct inaccurate or incomplete information;
- delete information where the law allows;
- restrict how we use your information or consider your objection;
- provide a copy of information you supplied in a portable format, where applicable;
You can also withdraw consent where we rely on it, or complain to a data protection authority.
Email [email protected] to make a privacy request. We may need to confirm your identity. We respond within the applicable legal timeframe, normally one month under UK GDPR, and will explain any permitted extension.
8. US state privacy rights
Residents of US states with applicable privacy laws, including California, Colorado, Connecticut, Virginia, Utah and Texas, may have additional rights. These can include knowing what information we hold, obtaining a copy, correcting or deleting it, and opting out of sales or targeted advertising.
We do not sell personal information, share it for advertising across websites, or use it for targeted advertising. We do not process sensitive personal information for the purposes covered by these laws.
Email [email protected] and tell us which state you live in. We may need to confirm your identity. We will not discriminate against you for making a privacy request.
9. Service messages, children and updates
The messages we send
We send messages about your orders, payments, license delivery, account, support, corrections, conversions and refunds.
If you leave items in your cart and have provided your email address, we may send a reminder to help you complete your purchase, where permitted. We may also invite you to review your purchase through Trustpilot, as described above.
You can ask us to stop cart reminders or review invitations by emailing [email protected]. We may still need to send messages about your orders, account or support requests.
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
If our services, practices or legal obligations change, we may update this policy. The latest version will appear here with a new “Last updated” date.
10. Who we are, contact and complaints
Sysvista Solutions, trading as RDS CAL Store, operates rdscal.com and is the data controller responsible for the personal information described in this policy.
This policy should be read alongside our Refund Policy and Terms of Service.
Sysvista Solutions, trading as RDS CAL Store
399 High St, London E15 4QZ, United Kingdom
Email: [email protected]
If you have a concern, you can contact us for help. You also have the right to complain to the UK Information Commissioner’s Office at ico.org.uk, or to your local data protection authority if you are in the EU.