1. Who we are
This privacy policy explains how Workflow Digital Ltd, trading as App Companion, collects, uses, stores and protects personal information.
In this policy, “we”, “us” and “our” means Workflow Digital Ltd trading as App Companion.
2. What this policy covers
This policy applies when you:
- visit our website;
- contact us by phone, email, WhatsApp, contact form or social media;
- request a quote or consultation;
- become a customer;
- use one of our services, systems, websites, apps or platforms;
- interact with one of our online forms, booking systems, EPOS systems, online ordering systems, AI tools or chatbots.
3. Personal information we collect
Depending on how you interact with us, we may collect:
| Type of information | Examples |
|---|---|
| Identity details | Name, business name, job title |
| Contact details | Email address, phone number, business address, delivery address |
| Business details | Company information, website, service requirements, system setup details |
| Enquiry details | Messages, quote requests, support requests, form submissions |
| Customer account details | Login details, account permissions, service history |
| Payment and billing details | Invoices, payment status, billing address, transaction references |
| Technical information | IP address, browser type, device type, operating system, website usage data |
| Marketing information | Preferences, campaign responses, ad tracking data where applicable |
| Communication records | Emails, WhatsApp messages, call notes, support messages |
| System data | EPOS, online ordering, booking, CRM or customer service information processed through our services |
We do not normally collect special category data, such as health information, religious beliefs, political opinions or biometric data, unless it is specifically required for a service and you provide it to us.
4. How we collect personal information
We may collect personal information when:
- you complete a form on our website;
- you contact us by email, phone, WhatsApp or social media;
- you ask for a quote or place an order;
- you sign up for one of our services;
- you use a website, app, EPOS, online ordering system, booking system, CRM, chatbot or other system we provide;
- you make a payment or receive an invoice;
- you interact with our adverts, emails or online content;
- you visit our website and cookies or analytics tools are used.
5. How we use your information
We use personal information to:
- respond to enquiries;
- provide quotes and proposals;
- set up and manage customer accounts;
- deliver website, hosting, EPOS, online ordering, booking, CRM, software, SEO, PPC, social media, AI chatbot and support services;
- process payments, invoices and account records;
- provide customer support and technical assistance;
- manage renewals, subscriptions and service updates;
- send important service messages;
- send marketing messages where allowed;
- improve our website, services, systems and customer experience;
- protect our systems, prevent fraud and maintain security;
- meet legal, accounting and tax obligations.
6. Our lawful bases for using your information
We usually rely on the following lawful bases:
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries | Legitimate interests or steps before a contract |
| Providing services to customers | Contract |
| Managing payments, invoices and accounts | Contract and legal obligation |
| Sending service updates | Contract or legitimate interests |
| Sending marketing to existing customers | Legitimate interests, where allowed |
| Sending marketing where consent is required | Consent |
| Website analytics and performance tracking | Consent or legitimate interests depending on the tool used |
| Security, fraud prevention and system protection | Legitimate interests |
| Keeping accounting and tax records | Legal obligation |
7. Marketing
We may contact existing customers about relevant services, renewals, updates, upgrades, offers or related products and services.
This may include information about:
- website services;
- hosting, backups and maintenance;
- EPOS systems;
- online ordering systems;
- booking systems;
- software development;
- SEO, PPC and social media marketing;
- AI chatbots and automation tools;
- payment related services.
You can opt out of marketing at any time by contacting us at hello@appcompanion.co.uk. We will still send important service messages where needed, such as renewal reminders, billing notices, security notices or important account updates.
8. Payments
We may use third party payment providers to process payments. These may include providers such as Stripe, Dojo, Paymentsense, Datman or other payment partners depending on the service being provided.
We do not usually store full card details ourselves. Payment details are normally processed securely by the payment provider.
9. Third parties we may share data with
We may share personal information with trusted third parties where needed to provide our services, manage our business, or comply with the law.
| Third party type | Examples of use |
|---|---|
| Email and productivity providers | Email, documents, calendars, customer communication |
| Hosting and server providers | Website, app, database and platform hosting |
| Domain and DNS providers | Domain management, DNS, security and performance |
| Payment providers | Card payments, direct debit, transaction processing |
| Analytics providers | Website performance and visitor insights |
| Advertising platforms | Google Ads, Meta/Facebook ads, campaign tracking |
| SMS and messaging providers | SMS, WhatsApp or customer notifications |
| CRM and support tools | Customer management and support records |
| AI service providers | Chatbots, automation, customer support or internal tools |
| Professional advisers | Accountants, legal advisers or insurers |
| Authorities or regulators | Where legally required |
We only share information where necessary and appropriate.
11. AI tools and chatbots
We may provide or use AI powered tools, chatbots or automation services.
Where these tools process personal information, we use them to:
- respond to customer enquiries;
- provide customer service;
- support sales and lead capture;
- summarise or organise information;
- improve business processes;
- assist with technical support.
We aim to avoid entering unnecessary sensitive personal information into AI tools. Customers and users should not submit sensitive personal information into chatbots or AI tools unless it is clearly required for the service.
12. Where your data is stored
Your information may be stored on our own systems, business devices, servers, cloud hosting platforms, email systems, CRM tools, payment platforms and third party systems used to provide our services.
Where possible, we aim to use reputable providers with appropriate security measures. Some providers may store or process data outside the UK. Where this happens, we take reasonable steps to ensure appropriate safeguards are in place.
13. How long we keep your information
We only keep personal information for as long as necessary.
| Type of data | Retention period |
|---|---|
| General enquiries | Up to 2 years |
| Customer records | For as long as you remain a customer |
| Support records | Up to 6 years after the last contact where needed |
| Invoices and accounting records | 6 years for tax and accounting purposes |
| Contract and service records | Up to 6 years after the relationship ends |
| Marketing preferences | Until you unsubscribe or ask us to remove them |
| Website analytics data | According to the settings of the analytics tools used |
| Technical logs | For as long as needed for security, troubleshooting and service operation |
If we need to keep information for longer due to legal, tax, accounting, dispute or security reasons, we may do so.
14. How we protect your information
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure or alteration.
This may include:
- password protection;
- access controls;
- secure hosting providers;
- backups;
- software updates;
- malware and security monitoring;
- encrypted connections where appropriate;
- limiting access to people who need it.
No system can be guaranteed to be completely secure, but we take data protection and security seriously.
15. Your rights
Under UK data protection law, you have rights over your personal information. These may include the right to:
- access the personal information we hold about you;
- ask us to correct inaccurate information;
- ask us to delete your information;
- ask us to restrict how we use your information;
- object to certain uses of your information;
- ask for your information to be transferred to another provider where applicable;
- withdraw consent where we rely on consent;
- complain to the Information Commissioner’s Office.
To exercise your rights, contact us at hello@appcompanion.co.uk.
16. Complaints
If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.
You can contact us at hello@appcompanion.co.uk.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.
17. Links to other websites
Our website or services may contain links to third party websites. We are not responsible for the privacy practices or content of those websites.
You should read the privacy policy of any third party website you visit.
18. Changes to this policy
We may update this privacy policy from time to time.
The latest version will be published on our website: appcompanion.co.uk.