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Privacy notice
What we collect about the businesses that buy WireFlow and the people who use it, why, how long we keep it, and your rights.
Who we are
[legal name of the business], of [registered or trading address] is the controller for the information described here. Data protection fee registration number: [ICO registration number]. Contact us about privacy at hello@wireflow.uk.
The information your business keeps inside WireFlow (your customers, jobs, quotes and invoices) is yours, held on your own hosting, and you're its controller. When we hold an encrypted copy of it for off-site backups, or see it while helping you, we act for you under our data processing terms.
What we collect and why
| What | Why | Lawful basis |
|---|---|---|
| When you buy: your name, business name, email, phone (optional), plan, and the internet address used for the order | To create your licence, email your key, bill you and prevent misuse of the order form | Contract |
| Payment details | Taken and held by Stripe, our payment provider. We see the amount, date and card type, never the card number | Contract |
| Hourly health report from your install: version, web address, server details, disk space, error counts and the latest error message, number of users and companies, backup and email status | To keep your licence working, spot problems and send updates | Contract; legitimate interests in keeping WireFlow working |
| A count of Flow AI requests from your install (which task, when, how much it used; never the photos, notes or answers), and the credits bought | To count free and bought credits and pay for the AI we use | Contract |
| Feedback sent from inside WireFlow: the sender's name, work email, message and the page they were on | To reply and improve WireFlow | Legitimate interests |
| Emails and calls with you | Support and keeping a record of what was agreed | Contract; legitimate interests |
| Business contact details of firms we think may want WireFlow (from public sources, such as a company's website) | To tell them about WireFlow, with an easy way to say no | Legitimate interests |
This website doesn't use cookies or tracking. The buy pages use one cookie that's needed to keep the order form secure; it's deleted when you close your browser. Our hosting provider keeps standard server logs (such as internet addresses and pages requested) for security.
Who we share it with
- Stripe, to take payments. Stripe may process data outside the UK under its own safeguards.
- Our hosting provider ([name and country of the HQ hosting provider]), which runs our systems and stores the information above.
- Our email provider, to send licence emails and replies.
- Professional advisers (such as an accountant) and authorities where the law requires it.
We don't sell personal information or share it for anyone else's marketing.
How long we keep it
- Licence, order and payment records: while you're a customer and for 6 years after, for tax and accounting.
- Orders that were started but never paid: 90 days.
- Health reports: 30 days of check-in history; the latest report while the install is active.
- Feedback: until it's dealt with, then up to 2 years.
- Counts of Flow AI requests: 13 months.
- Off-site backup copies: the newest 14 for each install, deleted within 30 days of your licence ending or off-site copies being switched off.
- Prospective customers' business details: deleted once they tell us they're not interested, or after 12 months without contact. Anyone who opts out stays on a do-not-contact list so they aren't contacted again.
Your rights
You can ask for a copy of the personal information we hold about you, ask us to correct or delete it, object to how we use it (including any marketing, at any time), or ask us to restrict its use. Email us and we'll reply within a month. If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office, but please talk to us first.
Last updated 7 October 2026.