This Privacy Policy explains how
Michael Wood Web & Automation
(“we”, “us”, “our”) collects, uses, stores and protects personal
data when you visit
serviceflowos.co.uk,
contact us, become a client, or use
ServiceFlowOS.
Michael Wood Web & Automation is a UK sole-trader business.
When we decide how and why personal data is used, we act as the
data controller. When we process personal data entered into
ServiceFlowOS by one of our business clients, we will normally act
as that client's data processor.
ServiceFlowOS clients remain responsible for the personal data
they collect and enter into their own CRM installation.
Contact details
Personal data we collect
- Enquiry information: name, business name, email address, telephone number, website address and message content.
- Client and account information: contact details, staff user details, login records, business information, service preferences and account settings.
- Contract and project information: quotations, agreed scope, contracts, approvals, notes, support requests and communications.
- Billing and payment information: invoices, payment status, payer name, billing address, transaction references and payment records.
- Technical information: IP address, browser, device type, approximate location, access times, error logs and security logs.
- Newsletter information: email address and, where provided, your name and business.
ServiceFlowOS business data
A ServiceFlowOS client may enter information relating to its own
customers, prospective customers, staff, suppliers, sites,
contacts, quotations, jobs, invoices, documents and business
operations.
The ServiceFlowOS client remains the data controller for that
information and is responsible for having a lawful basis for
collecting and using it. Michael Wood Web & Automation
processes that information only as reasonably necessary to host,
maintain, secure, back up, support and provide ServiceFlowOS, or
as otherwise instructed by the client.
We do not use a client's ServiceFlowOS customer database for our
own advertising or sell it to third parties.
Websites, domains and email services
Where we build, host, migrate or manage a new or existing website,
we may process information needed to provide that service,
including website files, database records, administrator
accounts, DNS records, SSL certificates, hosting credentials and
technical logs.
Where we register or manage a domain name, relevant registration
and contact details may be provided to an accredited registrar or
registry as required to supply and maintain the domain.
Where business email hosting or SMTP delivery is included, email
addresses, mailbox settings, message routing information and
technical delivery logs may be processed by us and our
infrastructure providers. We do not routinely read mailbox
contents. Access may occur where authorised by the account owner,
required to investigate a technical or security issue, or
required by law.
How we use personal data
- To respond to enquiries and arrange demonstrations.
- To prepare quotations, contracts and implementation plans.
- To create, configure and manage ServiceFlowOS accounts.
- To build, host or maintain websites and related services.
- To register or manage domains, DNS, SSL and email services.
- To provide support, maintenance, backups and security.
- To issue invoices, payment links and payment reminders.
- To reconcile bank transfer and Stripe payments.
- To prevent fraud, spam, abuse and unauthorised access.
- To improve website and platform performance.
- To send marketing emails where you have consented.
- To comply with accounting, tax and legal obligations.
Lawful bases
- Contract: where processing is necessary to take steps at your request, enter into a contract or provide an agreed service.
- Legitimate interests: to respond to business enquiries, administer accounts, maintain service security, prevent misuse, recover debts and operate our business effectively.
- Consent: for optional cookies and marketing communications where consent is required.
- Legal obligation: for tax, accounting, regulatory and lawful disclosure requirements.
Payments
Payments may be accepted by bank transfer or through a secure
Stripe payment link or subscription.
Stripe may process your name, email address, billing information,
payment method information, transaction data, fraud-prevention
information and other information needed to process the payment.
We do not store your full card number or card security code on our
own servers.
Stripe operates under its own privacy terms:
Stripe Privacy Policy
.
Cookies and analytics
The public website uses essential technologies needed for
operation and security. Optional analytics or marketing
technologies are used only in accordance with your cookie
choices. Read the
Cookie Policy
for more information.
Who we share information with
We do not sell personal data. We may share only the information
reasonably necessary with trusted providers that help us supply
our services, including:
- Website, cloud hosting and infrastructure providers.
- Domain registrars and DNS providers.
- Email hosting and email-delivery providers.
- Stripe and banking providers.
- Analytics providers where consent has been given.
- Professional advisers, accountants or insurers where needed.
- Authorities where disclosure is legally required.
International transfers
Some service providers may process information outside the UK.
Where this happens, we use providers and transfer arrangements
intended to provide an appropriate level of protection.
Security
We use reasonable technical and organisational measures designed
to protect personal data. These may include encrypted HTTPS
connections, access controls, password hashing, secure sessions,
software updates, database protections, monitoring and restricted
administrative access.
No online service can be guaranteed completely secure. Clients
must keep user credentials confidential, provide access only to
authorised staff and notify us promptly if they suspect
unauthorised access.
Backups
ServiceFlowOS and hosted systems may be backed up for security,
recovery and business-continuity purposes. Backup copies are not
intended as permanent archives and may be rotated or deleted in
line with our operational schedules and provider limitations.
How long we keep information
- Enquiries: normally up to 12 months, unless the enquiry becomes a client relationship or longer retention is reasonably necessary.
- Client, contract and project records: for the duration of the relationship and afterwards where needed for support, disputes, legal claims or business records.
- Accounting and payment records: for the period required by tax, accounting and legal rules.
- ServiceFlowOS client data: while the account is active and for a limited period after termination to allow closure, recovery or an agreed export.
- Security and technical logs: only for as long as reasonably required for security, troubleshooting and abuse prevention.
- Newsletter records: until you unsubscribe or the list is no longer used.
Your rights
- Request access to your personal data.
- Request correction of inaccurate information.
- Request deletion in certain circumstances.
- Request restriction of processing.
- Object to processing based on legitimate interests.
- Object to direct marketing at any time.
- Request data portability where applicable.
- Withdraw consent at any time where consent is relied upon.
Where your information was entered into ServiceFlowOS by one of
our clients, please contact that business first because it is
normally the data controller.
Complaints
Please contact us first so we can try to resolve your concern.
You also have the right to complain to the
Information Commissioner's Office (ICO).
Changes to this policy
We may update this Privacy Policy as ServiceFlowOS develops,
legal requirements change or new service providers and features
are introduced.
Contact
Privacy questions and requests can be sent to
hello@serviceflowos.co.uk .
