Privacy Policy

Effective Date: July 2025

Last Updated: July 2025

Version: 1.1

Workfree Limited (trading as PAIDD) respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and protect your information when you visit our website www.paidd.io or use our e-invoicing platform.

Important Information and Who We Are

Data Controller

We are the controller responsible for your personal data:

Full name: Workfree Limited (trading as PAIDD)
Email: support@paidd.io
Address: 128 City Road, London, EC1V 2NX
Company Number: 13799043

Your Rights

You have the right to make a complaint to the Information Commissioner's Office (ICO) at www.ico.org.uk. However, we would appreciate the chance to address your concerns first - please contact us at support@paidd.io.

The Data We Actually Collect

Personal Data Categories

We collect limited personal data, primarily business contact information:

Website Visitors

Contact Information: Name, email address (only when voluntarily provided)
Company Information: Company name, job title (for business context)
Technical Data: IP address, browser type (via marketing analytics only)

Platform Users

Account Data: Name, email address, company affiliation
Usage Data: Login times, feature usage (aggregated, not personal)
Support Data: Communication records when you contact us

Business Contacts (B2B)

Professional Information: Business email, company name, role
Communication Records: Demo requests, sales inquiries
Business Requirements: Company size, compliance needs

What We Don't Collect

Extensive personal profiles or behavioral data
Sensitive personal data (health, financial details, etc.)
Detailed tracking across websites or devices
Personal data from your business operations (we integrate with your systems)

How We Collect Your Data

Direct Interactions

You provide data when you:

Complete contact forms or request demos
Create a platform account or trial access
Contact us for support or information
Subscribe to our services

Automated Collection

We automatically collect data through:

Session cookies: Only for platform authentication (paidd_session, session_id)
Server logs: Basic technical information for troubleshooting
Marketing analytics: Google Analytics on marketing pages only (not stored by us)

Third-Party Sources

We may receive business contact information from:

Business networking platforms (LinkedIn)
Industry events and conferences
Business contact databases for B2B marketing
Referrals from existing customers or partners

How We Use Your Data

Legal Bases for Processing

We process personal data when:

Contract performance: Delivering services you've requested
Legitimate interests: Business operations, security, and B2B marketing
Legal obligations: Compliance with business and tax requirements
Consent: Where specifically requested (rare for B2B activities)

Purposes for Processing

Purpose	Data Types	Legal Basis
Platform access and authentication	Account data, session information	Contract performance
Customer support and troubleshooting	Contact data, support communications	Contract performance
Business development and demos	Contact data, business requirements	Legitimate interests
Service improvement and analytics	Usage data (aggregated)	Legitimate interests
Legal and regulatory compliance	Business records, transaction data	Legal obligations
Security and fraud prevention	Technical data, access logs	Legitimate interests

B2B Marketing

For business-to-business marketing, we may:

Send information about our services to business email addresses
Follow up on inquiries and demo requests
Invite you to relevant industry events or webinars
Share industry insights and compliance updates

Opt-out: You can unsubscribe from marketing communications anytime by clicking unsubscribe links or contacting support@paidd.io.

Data Sharing and Third Parties

Service Providers

We work with trusted service providers who process data on our behalf:

Technology Infrastructure

Website hosting: Replit (development), cloud hosting providers
Email services: Google Workspace, SendGrid
Analytics: Google Analytics (marketing site only)
Payment processing: Stripe (for subscriptions)

Business Operations

Accounting software integrations: API connections to Xero, Sage, QuickBooks
Customer support: Email and communication tools
Security monitoring: Infrastructure security services

Data Protection Standards

All service providers must:

Process data only for specified purposes
Maintain appropriate security measures
Comply with UK GDPR and data protection laws
Delete data when no longer needed

Data Security

Technical Measures

We protect your data through:

Encryption in transit: TLS 1.3 for all connections
Access controls: Role-based platform access with authentication
Session security: Secure session management and automatic logout
Network security: Firewalls and security monitoring

Organizational Measures

Staff training on data protection and security
Limited access to personal data on need-to-know basis
Regular security reviews and updates
Incident response procedures for security events

Data Retention

Retention Periods

Data Type	Retention Period	Reason
Platform user accounts	Duration of subscription + 30 days	Service delivery and transition
Business contact information	3 years from last contact	Business development
Support communications	2 years	Customer service history
Session logs	30 days	Technical troubleshooting
Business transaction records	7 years	Legal and tax obligations

Data Deletion

We delete data when:

Retention periods expire
You request deletion (where legally possible)
Business relationships end and legal obligations are met
Data is no longer needed for original purposes

Your Legal Rights

Data Subject Rights

Under UK GDPR, you have the right to:

Access: Request a copy of personal data we hold about you
Rectification: Correct inaccurate or incomplete data
Erasure: Request deletion where there's no compelling reason to continue processing
Restriction: Limit processing in specific circumstances
Objection: Object to processing based on legitimate interests or for marketing
Portability: Receive your data in a structured, machine-readable format

Exercising Your Rights

To exercise these rights:

Contact us at support@paidd.io with your request
Provide identification to verify your identity
Specify which right you wish to exercise
Allow up to one month for our response

Marketing Opt-Out

You can opt out of marketing communications by:

Clicking unsubscribe links in emails
Contacting us at support@paidd.io
Updating preferences in your account settings

Business Customer Data

When You're the Controller

For business customers using our platform:

You are the data controller for supplier and business data processed through our platform
We are the data processor acting on your instructions
Our Data Processing Agreement governs this relationship
You must provide privacy notices to your suppliers and contacts

Data Processing

Our platform processes data by:

Integrating with your existing systems rather than storing data
Processing business information rather than personal profiles
Focusing on invoice and payment data rather than individual details
Providing tools for you to manage your own data retention and deletion

International Transfers

Data Location

Personal data is primarily processed in:

United Kingdom (primary operations)
European Economic Area (cloud infrastructure)
United States (limited service providers with adequate safeguards)

Transfer Safeguards

When data is transferred internationally, we ensure protection through:

Adequacy decisions by UK/EU regulators
Standard Contractual Clauses
Service provider certifications and privacy frameworks
Additional safeguards where required by law

Questions About This Privacy Policy?

Privacy Questions or Concerns?

Our team is available to answer any questions about how we handle your personal data.

📧 support@paidd.io

Complaints

If you're not satisfied with our response, you can complain to the Information Commissioner's Office (ICO) at www.ico.org.uk or phone 0303 123 1113.

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