Privacy notice

• Accounts. Name, email address, sign-in methods (passkeys, an authenticator app and its backup codes) and sign-in sessions, so staff and clients can use the dashboards. Accounts are by invitation only. Basis: our contract with you or your organisation.
• Staff accounts. For our own staff, also the roles and access we grant and the changes they make in the dashboards, so we can control and review who does what. Basis: the contract with the staff member, and our legitimate interest in keeping our systems secure.
• Sign-in alerts and sessions. When someone signs in to your account, we email you the device and the time, so you can spot a sign-in that was not you. Each session keeps its IP address and browser details for security review. Basis: our legitimate interest in keeping accounts secure.
• Enquiries and project scoping. Name, email, phone, company, role and the project details you send us through the scoping wizard, and how you reached the site (the landing page, the referring site and campaign tags, never your IP address), so we can reply and prepare a proposal. Basis: your consent, given on the form.
• Product enquiries. Name, email, phone, company and role, the product, the way to buy and the territory you ask about, and your message, so we can reply about that product. Basis: your consent, given on the form.
• Call bookings. When you book a call in our booking calendar, which we run ourselves, we receive your name, your email address and the time you chose, and add them to your enquiry. Basis: steps you ask us to take before a contract.
• Chat with our assistant. Your messages, with contact details removed before they reach the AI model. We save a conversation only if you tick the separate box to send it to our team. Questions the assistant could not answer are kept without anything that identifies you, so we can improve our published answers. Basis: your consent for saved conversations; our legitimate interest for unanswered questions.
• Newsletter. Your email address, once you confirm it from the email we send, so we can send the monthly newsletter. Every issue has a one-click unsubscribe link. Basis: your consent.
• Proposals and acceptances. For client organisations, the proposals we send and, when someone accepts one, their name, the IP address (stored encrypted), the browser’s user agent, the time and a fingerprint of the accepted version, as evidence of the agreement. Basis: our contract with your organisation.
• Projects and files. Project updates and the files your team and ours exchange on a project. Files are scanned for viruses before anyone can open them, and only your organisation and the staff on the project can see them. Basis: our contract with your organisation.
• Support tickets. Who raised the ticket, the messages (stored encrypted) and any attachments, which are scanned for viruses, so we can answer and resolve the request. Basis: our contract with your organisation.
• Invoices and payments. Invoice details for your organisation (lines, tax, totals and due dates) and payment records (amount, status and the payment provider’s reference). If you pay online, you pay on the payment provider’s own page, so we never receive your card details. Basis: our contract, and our legal duty to keep accounting and tax records.
• Privacy requests. Your email address and the details of your request, so we can verify it and answer it. Basis: our legal duty to answer privacy requests.
• Cookie choices. A random identifier, your choices, the policy version and whether your browser sent a Global Privacy Control signal. We do not store your IP address with these records. Basis: our legal duty to prove consent.
• Security logs. Your user id, a salted hash of your IP address, your browser’s user agent and the actions you take after you sign in, so we can detect and investigate misuse. Basis: our legal duty under the CERT-In directions, and our legitimate interest in security.
• Analytics, only with your consent. Page views, the referring page and device type, counted by Umami on our own server. It sets no cookies and shows us totals, not individuals. Basis: your consent.

We protect the most sensitive fields, such as phone numbers and the email address on a privacy request, with field-level encryption. We do not sell personal data.

• Access: ask what personal data we hold about you, what we do with it and who we share it with.
• Export: get a copy in a common, machine-readable format.
• Correction: ask us to fix data that is wrong or incomplete.
• Deletion: ask us to delete your data. We tell you what we must keep, and why.
• Restriction: ask us to limit how we use your data, for example while we check a correction or an objection, or instead of deleting it. We then only store it, and we tell you before the limit ends.
• Objection: object to processing based on our legitimate interests, and to any marketing at any time.
• Withdraw consent: at any time, as easily as you gave it. This does not affect what we did before.
• Complain: to us, and to a data protection authority.

When you send an enquiry, it gets a score from your answers (for example your timeline and budget) and from whether you booked a call. The score only sets the order in which our team reads enquiries. It does not decide anything about you on its own, and it has no legal or similarly significant effect on you. You can object to it through the privacy centre.

Use the privacy centre. We send you an email link to confirm the request is yours; if you are signed in, you can skip that step. Once confirmed, each request gets a due date one month later. Export files can be downloaded for a limited time through a single-use link. You can also write to our grievance officer using the contact details below.

Our services are for organisations and adults. We do not knowingly collect personal data from anyone under eighteen. Our forms ask you to confirm your age; if you are under eighteen, the form stops and nothing is stored.

When we change this notice, we publish the new version on this page with its date. For a material change, we also tell account holders by email and with a notice in the dashboard at least 30 days before the change takes effect.

The tables below list each processing activity with its purpose, the data involved, its lawful basis and who receives it, followed by our retention schedule. After them you will find our grievance officer’s contact details, how we protect data sent outside the country where it was collected, and where you can complain.