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Privacy Policy for Office IQ
Last updated: 16 December 2025
This Privacy Policy explains how Office IQ collects, uses, and protects personal data when you use our website and platform.
1. Definitions
Personal Data
Any information that identifies or can be used to identify an individual.
Usage Data
Information automatically collected through use of the service, such as IP address, browser type, and session duration.
Cookies
Small text files placed on your device to store preferences and usage information.
Data Controller
The party that determines how and why personal data is processed.
Data Processor
A party that processes personal data on behalf of the Data Controller.
User
Any individual accessing or using Office IQ.
2. Who Controls Your Data?
Office IQ acts as the Data Controller for personal data collected from:
- Users who sign up for and manage accounts (including admins, staff, and vendor contacts)
- Individuals whose information is entered into the platform (for example staff members or vendor contacts)
- Visitors to our website
For any data protection queries, contact us at hello@officeiq.app.
3. Information We Collect
We may collect the following categories of data:
Identity Data
Name, email address, job title, company name, business address, phone number, and user profile information.
Usage Data
IP address, login timestamps, session logs, page views, and activity duration.
Technical Data
Browser type and version, operating system, device type, screen resolution, and analytics identifiers.
Communications
Messages sent to us for support, onboarding, or feedback.
Uploaded Content
Documents, images, and other files uploaded to the platform.
4. How We Use Your Data
We process personal data for the following purposes and legal bases:
- Account creation and login: Contract
- Platform access, permissions, and functionality: Contract
- Billing and invoicing: Contract / Legal obligation
- Customer support and success services: Contract
- Product analytics and improvement: Legitimate interest
- Marketing communications: Consent or legitimate interest
- Security monitoring and fraud prevention: Legal obligation / Legitimate interest
5. Cookies and Tracking
We use cookies to:
- Maintain session state
- Remember user preferences
- Monitor platform usage and performance
You can control or disable cookies through your browser settings.
6. Data Sharing and Service Providers
We may share personal data with trusted service providers where necessary to operate the platform, including:
- Infrastructure and hosting: Replit, Supabase
- Analytics: Google Analytics, Hotjar
- Payments: Stripe
- Email and communications: EmailOctopus
- File storage and delivery: Supabase Storage
These providers process data only under our instructions and are subject to appropriate data protection obligations.
7. International Data Transfers
Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, including the use of Standard Contractual Clauses (SCCs) where required.
8. Data Retention
We retain personal data only for as long as necessary to:
- Provide and operate the service
- Meet legal or accounting requirements
- Resolve disputes or enforce agreements
Data may be anonymised or aggregated for analytics and product improvement.
9. Your Rights
You have the right to:
- Access your personal data
- Correct inaccurate data
- Request deletion of your data
- Object to or restrict processing
- Request data portability
- Withdraw consent for marketing communications
To exercise your rights, contact hello@officeiq.app.
You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).
10. Data Security
We apply industry-standard security measures, including encryption, access controls, and secure hosting, to protect personal data from unauthorised access or disclosure.
11. Children's Privacy
Office IQ is not intended for use by children under the age of 13, and we do not knowingly collect personal data from children.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via email or through the platform or website.
13. Contact Us
If you have any questions about this Privacy Policy or how we handle personal data, contact us at:
Email: hello@officeiq.app