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Data processing terms
When we hold encrypted backup copies of your WireFlow data, or see it while helping you, we act only on your behalf. These terms set out how, as UK data protection law (Article 28 of the UK GDPR) requires. They form part of our terms of sale and licence.
1. Who does what
You (the business with the WireFlow licence) are the controller of the personal data in your WireFlow. We ([legal name of the business], of [registered or trading address]) are your processor for the processing described below.
2. The processing
| What we do | Receive and store encrypted copies of your nightly database backup, so we can return them to you to restore your data. Look at your WireFlow or its data only when you ask us for help. When someone in your business uses AI help with certificates, pass what they choose to send (photos of a board, an old certificate, their notes, and a summary of the installation without names or addresses) to Claude, made by Anthropic, and return the answer. |
|---|---|
| How long | Off-site copies: for as long as they're switched on and your licence is active, plus up to 30 days. AI requests: we don't keep what's sent or the answer, only a count of requests. |
| Kinds of personal data | Whatever your business keeps in WireFlow: typically names, addresses, phone numbers and email addresses of your customers and their contacts; site and access notes; job notes and photos referenced in your records; quotes, invoices and payments; your staff's names, emails and sign-in details (passwords are stored only as secure hashes). |
| Whose data | Your customers and their contacts, your staff and anyone else you record in WireFlow. |
Photos and files you upload stay on your hosting; they're not part of the off-site copies.
3. What we promise
- Your instructions only. We process this data only to provide off-site copies and support, and on your documented instructions (these terms, and what you ask us to do), unless the law requires otherwise, in which case we'll tell you first if we're allowed to.
- Confidentiality. Only people who need to, and who are bound to keep it confidential, can access it.
- Security. Each backup is encrypted on your own server before it's sent (X25519 key exchange with XChaCha20-Poly1305), using a key only we hold, and sent over HTTPS. Copies are stored in a folder our web server refuses to serve, and decrypted only when you ask for a restore. We keep the newest 14 copies and delete older ones automatically.
- Other processors. We use [name and country of the HQ hosting provider] to host the servers that store the copies, and Anthropic (in the United States) to run Claude for AI help; under its commercial terms Anthropic doesn't train its models on what's sent. [Confirm Anthropic's data processing terms, how long it keeps API requests, and the UK transfer safeguard it relies on.] We'll tell you before adding or changing a provider that handles this data, so you can object; any provider we use is bound by data protection terms at least as strict as these.
- Helping you. We'll help you respond to people exercising their rights (for example, by restoring a copy so you can find or remove their details), and help you with your own security, breach-reporting and data protection impact assessment duties, as far as is reasonable given what we can see.
- Breaches. If we become aware of a breach affecting your data, we'll tell you without undue delay, with what we know.
- At the end. When your licence ends or you switch off off-site copies, we delete the copies we hold within 30 days. You can ask us to return the latest copy first.
- Showing we comply. We'll give you the information you reasonably need to show these terms are being met, and allow and contribute to reasonable audits, at your cost, with reasonable notice.
4. Where the data is
Off-site copies are stored in [country where HQ is hosted]. If that ever changes to somewhere outside the UK, we'll tell you first and use the safeguards UK law requires.
5. Switching it off
Flow AI (WireFlow's AI help, powered by Anthropic's Claude) is optional. An admin can switch it off in WireFlow under Settings, Licence, "Flow AI for certificates". Nothing is then sent for AI.
Off-site copies are optional. An admin can switch them off in WireFlow under System, Backups, "Keep a copy at WireFlow HQ". Backups then stay only on your own hosting.
Last updated 7 October 2026.