Privacy Policy

This policy explains what personal data flidek collects, why, who sees it, how long we keep it, and what your rights are. We have tried to write it in plain English.

1. Who we are

flidek is run by Daniel Joel Coatsworth, Trading as Flidek (a sole trader), of [to be completed]. We are registered with the Information Commissioner's Office (ICO) under number [to be completed].

For the personal data described in this policy, we are the “controller” (the organisation that decides how and why it is used). You can contact us about anything in this policy at customersupport@flidek.com.

There is one exception. When flidek runs an automation for your business, the information that passes through it about your customers is yours. In that case we are your “processor” and act only on your instructions, as set out in Schedule 1 of our Terms of Service.

2. What we collect

When you send us an enquiry

Your name, business name, email address, and optionally your phone number, website, type of business, the software you use, and your descriptions of what you want automated and how you do it today.

When you accept a proposal and pay

Your acceptance of our terms (with the date and version), and the status and amount of your payment. Payments are handled by Stripe. We never see or store your card number; Stripe collects it directly. We keep the payment amount, status and Stripe's reference numbers.

When you connect your accounts

If you connect a Google account (for email or calendar), Google gives flidek a permission token and tells us the email address of the account. We do not receive your Google password. The tokens are stored in encrypted form. Section 5 explains exactly what we do and don't do with Google data.

When you sign up as a business owner

Your email address (used to send you a one-time sign-in link, so there is no password), your business name, your trade and the jobs you take, how far you travel, and the days and times you do quote visits. We also ask for your yard or base postcode. We use it once to find your rough area, then forget the exact postcode. The rough area (about a kilometre across) is stored encrypted, and it is not shown on flidek's own staff screens. Your monthly subscription is paid through Stripe, so we never see or store your card number; we only keep whether your subscription is active and when it renews. You can see, change or delete all of this yourself from your account.

When you book a quote visit with a business that uses flidek

You give your postcode, name, phone number, email and the address of the job, and the business you are booking with decides what to do with them. We use your postcode only to check that the business covers your area: we send just the first half (for example "BS3") to a public postcode service to find its rough position, and we do not save your postcode. Your name, phone number, email and address are passed to the business (in their calendar and by email) and to you in a confirmation email, and flidek does not keep them. We keep only the time of the visit, the type of job and the approximate distance in miles, with a one-way scramble of your internet address for 30 days to spot misuse. If you mark your enquiry as an emergency, the same details are sent to the business as an urgent alert email, and we keep only that an alert was sent, its time, the type of job and the approximate distance.

Technical information

• A scrambled form of your IP address. When you send an enquiry we make a one-way scrambled version of your IP address (we can't turn it back into the address) to spot anyone flooding the form. We delete it after 30 days.
• Error reports. If something breaks, our error monitoring records technical details. We strip out email addresses, tokens, keys and identifying parts of addresses before they are sent.
• Anonymous usage counts. We count steps in the journey (for example “enquiry sent” or “payment completed”) against a random reference number, to see where people get stuck. These counts contain no names, emails, business names or free text.

Cookies

The pages you use as a visitor or customer do not set cookies for tracking or advertising. We use a short-lived security cookie while you connect a Google account, to make sure the connection comes from your browser. It is strictly necessary and deleted straight afterwards. Stripe's payment page, and Google's sign-in page, are run by those companies and have their own cookie notices.

3. Why we use your data

• To provide the service you asked for (prepare your proposal, take payment, set up and test your automation, support you). The legal basis is that it is necessary for a contract with you, or to take steps you ask for before one.
• To keep flidek secure and working (preventing abuse, finding and fixing errors) and to improve it (anonymous counts). The legal basis is our legitimate interests in running a safe, reliable service. You can object at any time (see section 9).
• To meet legal obligations, such as keeping accounting records. The legal basis is legal obligation.

We do not sell your data. We do not use it for advertising. We do not send marketing emails unless you have separately agreed to receive them.

4. How we use AI

To understand your enquiry and write your proposal, flidek sends your survey answers to Claude, an AI model made by Anthropic. The AI helps interpret what you need and drafts the wording. Prices are set by flidek's own software from a fixed price list, not by the AI. If you want a person to look at your proposal or price, email us.

The AI that helps us diagnose technical faults is given only technical error codes. It is never given your name, your email, your business details, or anything from your Google account.

5. Google account data

If you connect Google, flidek asks for the smallest permissions that will do the job:

• Email: permission to send email from your account (the “gmail.send” permission). We cannot read your inbox, your drafts or your contacts.
• Calendar: permission to create and manage calendar events (“calendar.events”).
• Your email address, so we can show you which account is connected.

We use this access only to run the automation you bought, for your business. We do not:

• read, copy or store the contents of your emails or calendar for our own purposes;
• let our staff read your Google data, except where you ask us to for support, or where it is needed to investigate a security problem or to comply with the law;
• use it for advertising, or sell or share it with anyone else;
• use it to train any AI or machine-learning model.

flidek's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

You can withdraw our access at any time in your Google Account under Security → Third-party access, or by emailing us, and we will delete the stored tokens.

6. Who we share data with

We use the following companies to run flidek. They handle data only on our behalf and under their own data protection terms (apart from Stripe and Google, which are also responsible for their own use of data):

• Supabase – our database
• Vercel – hosts the website
• Anthropic – the Claude AI model (section 4)
• Stripe – payments
• n8n – the automation engine that carries out your automation
• Resend – sends our own emails
• Sentry – error monitoring
• PostHog – anonymous usage counts
• Google – only if you connect a Google account

We may also share data where the law requires it, with our professional advisers under a duty of confidence, or if the business is sold (in which case the buyer must honour this policy).

7. Sending data abroad

Some of these companies handle data outside the UK, including in the United States. Where they do, we rely on the safeguards UK law allows, such as the UK government's approved transfer terms or an approved data-sharing arrangement with the recipient's country.

8. How long we keep data

• Enquiries that don't become a customer: your personal details are removed after 12 months.
• Customers: for as long as we provide your automation, then until you ask us to erase it. Payment and accounting records (amounts, dates, Stripe references) are kept for 6 years because tax law requires it. When we erase your details, these records stay but carry no personal details.
• Business owner accounts: for as long as you have an account. You can delete it yourself at any time, which removes your setup, your saved area and your sign-in.
• Bookings: the time, job type and approximate distance are kept for as long as the business has an account. The scrambled internet address is removed after 30 days.
• Google tokens: deleted, and cancelled with Google, when you ask us to disconnect or erase your data (email us).
• Scrambled IP address: 30 days.
• Error reports: a short period set by Sentry.

9. Your rights

You have the right to:

• ask for a copy of your personal data;
• have wrong data corrected;
• have your data erased (apart from records we must keep by law);
• restrict or object to our use of your data, including where we rely on legitimate interests;
• receive your data in a portable format, where it applies;
• ask for a person to review any automated decision about you.

Email customersupport@flidek.com and we will reply within one month. We may need to check who you are first. If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to put things right first.

10. How we protect your data

• Everything travels over encrypted connections.
• Google login tokens are encrypted before they are stored, and are never shown in the browser.
• Customer data is held in a database that the public internet cannot read directly.
• Only named staff can reach the admin area, which is protected by a private sign-in link.
• Messages between flidek and our automation engine are digitally signed so they can't be forged.
• We limit how many enquiries can be sent, to protect the service from abuse.

No system is perfectly secure. If a breach puts your data at risk, we will tell you and the ICO as the law requires.

11. Age

flidek is a service for businesses and is not meant for anyone under 18.

12. Changes

If we change this policy in a way that matters, we will update the date at the top and, where appropriate, tell you by email.