Contact details
Email: abdulahi@gopothos.com
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Addresses
- Purchase or account history
- Payment details (including card or bank information for transfers and direct debits)
- Account information
- Website user information (including user journeys and cookie tracking)
- Records of meetings and decisions
- Information relating to compliments or complaints
Lawful bases and data protection rights
Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more on the ICO's website.
Which lawful basis we rely on may affect your data protection rights, set out below. You can find more about your rights and the exemptions which may apply on the ICO's website.
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Your right of access
You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
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Your right to rectification
You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
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Your right to erasure
You have the right to ask us to delete your personal information. Read more about the right to erasure.
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Your right to restriction of processing
You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
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Your right to object to processing
You have the right to object to the processing of your personal data. Read more about the right to object to processing.
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Your right to data portability
You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
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Your right to withdraw consent
When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
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Contract
We have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
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Legal obligation
We have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
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Legitimate interests
We're collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
We rely on legitimate interests where it is necessary for us to operate, secure, improve and promote our business-to-business software services, and where those interests are not overridden by the rights and freedoms of the individuals concerned. Our legitimate interests include managing customer relationships, responding to enquiries, providing support, maintaining records of meetings and decisions, improving our services, monitoring usage and performance, protecting the security of our systems, preventing misuse or unauthorised access, maintaining audit logs, and contacting business customers or prospects about relevant services.
This allows us to provide a reliable, secure and effective service to our customers, support authorised users, protect client accounts and systems, and improve the quality of our product. We only use information that is necessary for these purposes, restrict access where appropriate, and take steps to avoid unfair or excessive use of personal information.
Where clients upload documents into our service, including documents that may contain medical records or other sensitive information, we process that information on behalf of the client under a separate Data Processing Agreement.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
- Directly from you
- Publicly available sources
- Providers of marketing lists and other personal information
- Suppliers and service providers
- Third parties — authorised users of our service, customer organisations, payment providers, authentication providers, analytics providers, security and hosting providers, professional advisers, and other organisations involved in operating, securing, supporting or administering our services.
Where clients upload case documents into our service, we process that information on behalf of the client under a separate Data Processing Agreement.
How long we keep information
For more information on how long we store your personal information or the criteria we use to determine this, please contact us using the details provided above.
| Data type | Retention period |
|---|---|
| Customer account / user data | For the duration of the customer relationship, then up to 6 years after termination where necessary for legal, contractual, accounting or dispute-resolution purposes. |
| Contracts, invoices, payments and billing records | 6 years after end of relevant financial year. |
| Sales enquiries and prospect data | 24 months after last contact. |
| Support tickets and correspondence | 3 years after resolution. |
| Meeting notes and client relationship records | 6 years after contract ends; 24 months for prospects. |
| Website usage and cookie data | 12–26 months depending on tool. |
| Security and audit logs | 24 months. |
| Client-uploaded case documents | As agreed in the relevant customer agreement and Data Processing Agreement — typically deleted or returned within an agreed period after completion of the relevant work, termination, expiry of the agreed retention period, or client instruction. |
Sharing information outside the UK
Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
Stripe
- Category of recipient
- Payment processing and billing provider
- Country the personal information is sent to
- United States and other countries where Stripe or its subprocessors operate
- How the transfer complies with UK data protection law
- Addendum to the EU Standard Contractual Clauses (SCCs)
- Category of recipient
- Email/Communications provider
- Country the personal information is sent to
- United States and other countries where Google or its subprocessors operate
- How the transfer complies with UK data protection law
- Addendum to the EU Standard Contractual Clauses (SCCs)
Fly.io, Inc.
- Category of recipient
- Application hosting and infrastructure provider
- Country the personal information is sent to
- United States (with regional deployment options including London/UK)
- How the transfer complies with UK data protection law
- Addendum to the EU Standard Contractual Clauses (SCCs)
Microsoft
- Category of recipient
- Cloud AI, OCR and document processing provider
- Country the personal information is sent to
- Primarily United Kingdom (Azure UK South region for inference and storage). Limited transfers to the United States may occur in connection with abuse monitoring and service operations under Microsoft's Azure OpenAI Service terms.
- How the transfer complies with UK data protection law
- Addendum to the EU Standard Contractual Clauses (SCCs)
Amazon Web Services EMEA SARL
with Amazon Web Services, Inc. as parent
- Category of recipient
- Cloud hosting, storage and infrastructure provider
- Country the personal information is sent to
- Primarily United Kingdom (AWS eu-west-2 London region). Limited transfers to the United States may occur in connection with operational support and AWS's global service management.
- How the transfer complies with UK data protection law
- Addendum to the EU Standard Contractual Clauses (SCCs)
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: abdulahi@gopothos.com
If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO.
The ICO's address
Information Commissioner's OfficeWycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF