DRAFT — not yet reviewed. Have this reviewed (and every [PLACEHOLDER] filled in) before launch.

Privacy Policy

Version 2026-10-draft-1. Applies to Officexai at officexai.co.uk.

1. Who we are

[BUSINESS NAME], [COMPANY ADDRESS] ("we") runs officexai.co.uk, an online workspace with three desks: ManagerBook (staff, rota, holidays, notes, tasks), SalesBook (contacts, companies, deals, quotes) and EdgeBook (trading journal). ICO registration number: [ICO REG NUMBER]. Contact: [CONTACT EMAIL].

2. Two different roles — please read

Data you put into your workspace (staff records, rota and leave, notes, tasks, contacts, deals, quotes, trades and journal notes, uploaded pictures): you, the subscribing business or manager, are the data controller. We are your data processor: we store and process it only to provide the service, on your instructions, under the data processing terms in our Terms. If you are a member of staff or a contact whose details are in someone's workspace, please contact that business first — they decide what is held about you. We will help them answer your request.

Data about you as our customer (your login email and name, billing status, sign-in times, security and admin records such as bans, and server logs): we are the data controller. The rest of this policy is about that data.

3. What we collect about our customers and why

Account: name, email, password (stored only as a one-way hash), business name, the date you accepted our terms and which version. Lawful basis: contract.
Billing: payments are taken by Stripe. We never see or store your card details. We keep only your subscription status, plan/desks, renewal date and Stripe reference ids (customer and subscription id). Lawful basis: contract and legal obligation (tax records).
Security and administration: sign-in sessions (only a hash of the session key is stored), last sign-in time, invite code used, bans and the admin log, server error logs. Lawful basis: legitimate interests (keeping the service secure and running).
AI connections: which AI apps you connected, the permissions you gave and when they were last used; only hashes of access keys are stored. Lawful basis: contract.
Emails from us: service messages such as a warning before a dormant free account is deleted. Lawful basis: contract / legitimate interests. [Add marketing consent here if you ever send marketing.]

Invites, testers and referrals. If you join with an invite code we record the code and who made it (for example the sales agent who invited you) so admins can see who referred whom and how long your free access lasts. If the referral scheme is running and you join with a referral link, we record that link's owner, and later whether you bought a desk, so we can give you both the discount; the referrer sees only a masked version of your email and the status. Legal basis: our legitimate interest in running the invite and referral schemes. If you close your account the link to you is removed. [DRAFT — review]

4. AI apps (Grok, Claude and others)

The site has no built-in AI chat. If you connect an AI app to your workspace through our MCP connector, that app can read (and, with your permission, suggest changes to) your workspace data. Data it reads is sent to that AI provider — for example xAI (Grok) or Anthropic (Claude) — and is handled under your own account and agreement with that provider. Whatever you type into your own grok.com or Claude account is between you and that provider. You choose the permissions, can disconnect at any time, and every change is logged. Rota changes and leave approvals an AI asks for are not applied until a person approves them; the AI never makes the final decision about people.

5. Who we share data with (sub-processors)

Hosting: [HOSTING PROVIDER — e.g. IONOS, UK data centre] — servers and backups in the United Kingdom.
Stripe Payments Europe / Stripe, Inc. — payments, invoices.
xAI and Anthropic (and any other AI app you connect) — only when you connect them; see section 4.
Google Fonts — the site currently loads its font from Google, which sees your IP address. [Owner: consider self-hosting the font to remove this.]
[EMAIL PROVIDER, once chosen] — sending service emails.
Crypto exchanges you choose to link in the Trading Journal (your keys are stored encrypted and used only to fetch your trades).

Some of these may process data outside the UK (for example in the USA). Where they do, they rely on UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework or the ICO's International Data Transfer Agreement/Addendum. We never sell data.

6. How long we keep it

Workspace and account data: while your account is open. You can download it or delete it all at any time in Settings → Your data.
Dormant free accounts: if a free (unpaid) account is not signed in to for 30 days we email a warning; if there is still no sign-in within 14 more days the account and all its data on every desk are deleted. Signing in resets the clock. Paid accounts and accounts given lifetime access are never deleted this way.
After deletion we keep only: a single admin-log line (which account was deleted, when and by whom — no content) and the Stripe reference ids; Stripe keeps invoices for as long as tax law requires (usually 6 years).
Backups: deleted data is removed from backups within [BACKUP RETENTION] days.
Sign-in sessions end after 30 days with
Sign-in sessions expire after 14 days.
Sign-in sessions expire after 14 days.

7. Security

Passwords are hashed, session and AI access keys are stored only as hashes, exchange API keys are encrypted with a key kept outside the database, every workspace is kept separate, and all traffic uses HTTPS. If a personal data breach affects you we will tell you without undue delay and, where required, the ICO within 72 hours.

8. Your rights

You can ask for access to, correction or deletion of your data, restrict or object to processing, and data portability. Most of this you can do yourself (Settings → Your data). Otherwise email [CONTACT EMAIL]; we reply within one month. You can complain to the Information Commissioner's Office: ico.org.uk, 0303 123 1113.

9. Changes

If we change this policy in a way that matters we will tell you and may ask you to accept it again.