Privacy notice

1. Who is responsible for your information

PaddleFlo is operated by AUTOM8ERS LTD, company number 14597927, registered in Great Britain. AUTOM8ERS LTD is the controller of personal information used to operate the PaddleFlo website, manage accounts, provide billing and support, keep the service secure and market PaddleFlo.

For personal information that a business Customer uploads or connects to its PaddleFlo workspace—such as its customer, job, employee, asset and form records—the Customer normally decides why and how that information is used and is the controller. We process that information on the Customer’s behalf. Individuals should usually direct requests about workspace content to the relevant Customer first.

2. Information we collect

The information we handle depends on how you use PaddleFlo. It may include:

• Account and identity data, including name, work email, phone number, authentication details, role and workspace membership.
• Business and billing data, including company details, country, plan, subscription status, transaction identifiers and tax information. Paddle processes full payment-card details; we do not receive the full card number.
• ServiceM8 and integration data that an authorised user chooses to connect, including jobs, contacts, staff, forms, form responses, attachments and related identifiers.
• Workspace content, including forms, reports, photos, videos, signatures, quotes, invoices, assets, vehicles, equipment, qualifications, certificates, documents, messages and customer-portal activity.
• Technical and usage data, including IP address, approximate country or region, device and browser information, pages and features used, timestamps, referring pages, campaign information, security events and diagnostic logs.
• Communications, feedback and support information, including messages and files you send us and records of how we respond.

3. Where information comes from

We receive information directly from you, from the business that gives you access, from authorised integrations such as ServiceM8, from customers and staff who use a portal or form, from billing providers such as Paddle and Stripe, and automatically from browsers, devices and security systems. We may also receive campaign information from Google or Meta when you have consented to advertising measurement.

4. How and why we use information

Under UK data-protection law, we must have a lawful basis for each use. We use personal information for the following purposes and bases:

• To create accounts, provide requested features, connect integrations, generate outputs, deliver customer and staff experiences, manage subscriptions and provide support: performance of our contract and steps requested before entering it.
• To authenticate users, prevent fraud, investigate abuse, monitor reliability, debug problems, maintain backups and protect PaddleFlo, our Customers and users: our legitimate interests in operating a secure and dependable service.
• To localise pricing using an IP-derived country, understand aggregate product performance and improve features: our legitimate interests, except where browser storage or similar technology requires consent.
• To meet accounting, tax, regulatory, court and law-enforcement duties and establish or defend legal claims: legal obligation or legitimate interests, as applicable.
• To send service messages and requested support communications: performance of our contract and our legitimate interests.
• To send optional marketing and use PostHog analytics, Google Ads measurement or Meta Pixel: consent where required. You can withdraw cookie consent at any time without affecting earlier lawful processing.

5. Analytics, advertising and cookies

Optional analytics and advertising tools are not loaded on the marketing site until you consent. If analytics is enabled, PostHog may receive page visits, interaction events, device details, referral information and an online identifier. Session recording is disabled in our marketing-site configuration. If advertising is enabled, Google Ads and Meta Pixel may receive page visits, campaign and referral data, device information, IP-derived information and events such as selecting a trial or signup link.

We do not send form answers, report contents, signatures, payment-card details or other workspace content to these marketing tools through this implementation. Our Cookie Policy identifies the relevant storage and explains how to change your choices.

6. Who we share information with

We share information only where needed to provide and protect the service, follow your instructions, complete a transaction, or comply with law. Recipients may include:

• Cloudflare for application delivery, security, databases, file storage, logs and infrastructure services.
• ServiceM8 when a Customer authorises a connection and data exchange.
• Paddle for subscription checkout, payment, tax, fraud prevention and merchant-of-record services.
• Stripe where a Customer chooses connected invoicing or payment features.
• Email, support and other operational providers acting under contract.
• PostHog, Google and Meta for the optional purposes described above, only after the relevant consent.
• Workspace owners, administrators, authorised users and people with whom a Customer intentionally shares an output, portal, quote, form or document.
• Professional advisers, prospective buyers or investors under confidentiality, courts, regulators, law enforcement and other parties where required or reasonably necessary to protect legal rights.

7. International transfers

PaddleFlo serves businesses in several countries and some providers operate internationally. Personal information may therefore be processed outside the United Kingdom or the country where it was collected. Where UK data-protection law requires safeguards, we use an adequacy regulation, the UK International Data Transfer Agreement or UK Addendum to approved standard contractual clauses, or another lawful transfer mechanism. You may contact us for more information about the safeguard relevant to your data.

8. How long we keep information

We keep account and workspace information while it is needed to provide the service. After closure, we keep it for a limited period to permit orderly recovery or export, resolve disputes, prevent fraud and meet legal obligations, after which it is deleted or anonymised in line with our operational processes. Backup copies may remain until they are overwritten through the normal backup cycle.

Retention varies by record type, contractual instructions and legal requirements. Billing and tax records are generally retained for the applicable statutory period. Security and diagnostic logs are kept only as long as reasonably needed for investigation and service protection. A Customer may apply its own retention rules to information for which it is controller.

9. Security

We use technical and organisational measures designed to protect personal information, including access controls, encryption in transit, encryption of sensitive integration credentials at rest, environment separation, logging and service-provider review. No method of storage or transmission is completely secure, so we cannot promise absolute security. Please contact support@paddleflo.com promptly if you believe an account or record has been compromised.

10. Your rights and choices

Depending on where you live and the circumstances, you may have rights to access, correct, erase or restrict personal information, object to processing, receive portable data, and withdraw consent. You may also have a right to appeal or complain to a privacy regulator. These rights can be limited, for example where we must keep information by law or need it to establish or defend legal claims.

To exercise a right concerning PaddleFlo account, website, billing or marketing data, email support@paddleflo.com. For data held inside a Customer workspace, contact that Customer where possible; we will assist the Customer when required. We may ask for information needed to verify identity and authority. You can change optional tracking at any time through Cookie settings in the site footer and unsubscribe from marketing emails using the link in the message.

11. Complaints

Please contact us first so we can try to resolve your concern. You also have the right to complain to the UK Information Commissioner’s Office at ico.org.uk or by calling 0303 123 1113. If you are outside the UK, you may be able to complain to your local privacy or data-protection authority.

12. Children and automated decisions

PaddleFlo is a business service and is not directed to children. We do not knowingly collect personal information from children through the marketing site. PaddleFlo does not make solely automated decisions about individuals that produce legal or similarly significant effects.

13. Changes and contact

We may update this notice when our services, providers or legal obligations change. We will post the updated date and provide additional notice where a change materially affects your rights or how we use information.

Contact AUTOM8ERS LTD at support@paddleflo.com or 131 Musley Hill, Ware, England, SG12 7NL.