Privacy Policy

This Privacy Policy explains how Clientz Ltd ("Clientz", "we", "our", or "us") collects, uses, and safeguards your personal information when you use our website or application (the "Services").

Definitions

Personal Data: Any information relating to an identified or identifiable person.
Processing: Collection, storage, use, disclosure, or deletion of Personal Data.
Controller: Determines purpose and means of processing (Clientz Ltd).
Processor: Processes data on behalf of the Controller (e.g., Wix, Glide).

Who We Are

Controller: Clientz Ltd, a company registered in the United Kingdom.

ICO Registration: ZB976245
Contact: support@clientz.co.uk

Data We Collect

Automated Collection

Account info: name, email, firm details
Usage data: IPs, timestamps, browser info
Cookies (covered in Cookie Policy)

User‑Provided

Client records entered into the app
Email support messages

How & Why We Use Data

Purpose Legal Basis

Provide services & support Contractual necessity

Improve & personalise the product Legitimate interest

Billing & direct debit reconciliation* Contractual necessity

Compliance with law Legal obligation

Marketing (optional) Consent

* We do not collect payment data directly; direct debit handled via third-party banking.

Third‑Party Processors

We share data only with these providers, under GDPR-compliant agreements:

Processor Purpose Data Location Safeguards

Wix Website hosting EU/US Standard Contractual Clauses (SCCs)

Glide App functionality, data storage & CSV export Us SCCs; data hosted in U.S.

Wise Direct Debit Processing UK/EU FCA-regulated; secure data handling

PDF Monkey Automated PDF quote generation EU SCCs; encrypted in transit

Microsoft Outlook Email communications (including backup delivery) EU/US SCCs; encryption in transit & at rest

Microsoft Excel Local file management and review of backups EU/US SCCs; encryption in transit & at rest

Microsoft OneDrive Secure cloud storage of backup CSV files EU/US SCCs; encryption in transit & at rest

Microsoft 365 Business productivity suite EU/US SCCs; enterprise security controls

Gmail Email Communications EU/US SCCs; encryption in transit

Payment Information

We do not collect or store any payment information directly. If you choose to pay via Direct Debit, you will be directed to submit your details securely to Wise, our trusted financial provider. Wise acts as the data controller for any payment data you provide and processes it in accordance with its own privacy policy.

Data Retention

Active accounts: retained for the duration of the subscription
After cancellation: data retained for 30 days, then deleted unless required otherwise
Backup files retained for up to 10 days and automatically deleted after this period
Emails containing backup links auto-deleted after 10 days

Data Subject Rights

You may: access, rectify, delete, restrict processing, object, receive data portability, or withdraw consent.
Contact support@clientz.co.uk. We'll respond within one month.

Security Measures
We take the security of your personal data seriously and implement a combination of technical and organisational measures, including:

Microsoft 365 accounts (Outlook, Excel, OneDrive) protected with strong passwords and two-factor authentication (2FA).
Encryption of data in transit (HTTPS/SSL) and at rest (Microsoft 365 built-in encryption).
Access to backups restricted to essential personnel only, with regular access reviews.
Secure device requirements for authorised users, including 2FA and operating system security updates.
Organisational measures such as staff training on data protection and secure handling of personal information.

Backup Process
We perform automated backups of application data every 2 days. Glide generates a CSV file for each table that requires backup and sends it to our secure work email (Microsoft Outlook, part of Office 365). These emails are automatically deleted after 10 days. Downloaded backup files are retained for a maximum of 10 days before deletion. This ensures that no outdated or unnecessary personal data is kept longer than needed.

Access to backups is strictly limited to authorised personnel, with strong passwords and 2FA enabled on all accounts used in the backup process.

Children

Our Services are intended for professionals aged 18 and over. We do not knowingly collect data from anyone under 18. If such data is identified, it will be promptly deleted.

Automated Processing and Decision-Making
We do not use automated decision-making or profiling that produces legal or similarly significant effects. We use automated tools within Glide, including AI-assisted date calculations, to help determine target or deadline dates based on entered data. All actions based on these dates are reviewed and confirmed by our team.

Transfer of Data

Your data may be transferred to the U.S. via Glide. These transfers are protected by SCCs to comply with UK GDPR.

Changes to This Policy

Updates will be posted on this page with a revised date. Continued use constitutes acceptance.

Contact & Complaints

Questions or concerns? Contact us at support@clientz.co.uk.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data rights have been violated.