Privacy Policy

The short version

We hold the details you give us to run your account, and the business records you put into your workspace. We do not sell either. We do not use your workspace data to advertise to you or anyone else.

You can export everything at any time, and ask us to delete it.

Two different roles, and why it matters

For your own account details — your name, email and settings — [LEGAL ENTITY NAME] is the data controller.

For the leads, contacts and notes inside your workspace, you are the controller and we are your processor. We handle that data on your instructions, to provide the service, and for nothing else. That distinction matters: if a person whose details you hold asks you to erase them, that request is yours to answer, and the product gives you the tools to do it.

What we collect about you

Only what the product needs:

• Account: your name, email address, and password stored as a one-way hash we cannot reverse
• Profile, if you fill it in: phone number, job title, avatar, timezone, locale and theme
• Usage: when you last signed in, and which workspace you were last in
• Security: an append-only audit log of significant actions, recording who did what, when, from which IP address and browser
• Technical: server logs containing IP address, request path and timing, kept for a short period for security and debugging

What you put into your workspace

Business records: company names, addresses, phone numbers, email addresses, websites, ratings, plus any contacts, notes, tasks and follow-ups you create against them.

Some of this is personal data about real people at those businesses. You decide what to collect and why. We store it, index it so you can search it, and return it to you.

Where the lead finder data comes from

Search results come from public business listing data — the same records a public map search returns. We request them when you search, show them to you, and store only the ones you choose to import.

We do not build a resale database from your searches, and we do not share your search terms with other customers.

Why we are allowed to hold it

Under UK and EU data protection law our legal bases are:

• Contract — to give you the service you signed up for
• Legitimate interests — to keep the service secure, prevent abuse, and improve it, balanced against your rights
• Legal obligation — where we must keep records, for example for tax
• Consent — only where we ask for it, such as optional marketing email, which you can withdraw at any time

Who else touches it

We keep this list short deliberately. Sub-processors currently in use:

• DigitalOcean — hosting and database, United States

Not yet in use

The following are built into the product but switched off in the current deployment. This page will be updated before any of them is enabled:

• A public business listings provider, for lead finder searches
• A payment processor, for subscriptions — card details would go directly to them and never reach our servers
• An email provider, for verification, password reset and notifications
• An object storage provider, for file attachments

Cookies

We set one essential cookie: a session token that keeps you signed in, marked HttpOnly and Secure so it cannot be read by scripts and only travels over HTTPS.

We do not use advertising or third-party tracking cookies, and there is nothing here to consent to beyond the cookie that makes signing in work.

How long we keep it

Retention is tied to your account, not to an arbitrary schedule:

• Sessions expire after 30 days, or sooner if you revoke them
• Workspace data is kept while your account is open, whatever plan you are on
• Deleted records are recoverable for a period, then permanently removed
• A deleted workspace is retained for 30 days so the decision can be reversed, then purged
• Audit logs are retained for security and accountability, and are append-only by design

Your rights

You can ask for a copy of your data, correct it, delete it, restrict or object to processing, or receive it in a portable format. Most of this you can do yourself: every report exports to CSV, and a workspace export gives you everything at once.

For anything you cannot do in the product, email [CONTACT EMAIL] and we will respond within one month.

If you are in the UK or EU and you think we have handled your data badly, you can complain to your supervisory authority. We would rather you told us first.

Security

Traffic is encrypted with HTTPS. Passwords are hashed, never stored in a readable form. Each workspace is isolated at the database layer, and a request for another workspace’s record is answered as though it does not exist.

Access inside the product is governed by four roles, so people see what their job requires and no more.

No system is perfectly secure. If we discover a breach affecting your data, we will tell you and the relevant regulator as the law requires.

International transfers and children

Our servers are in the United States. If you are in the UK or EU, your data is transferred there under appropriate safeguards.

KoldKoll is a business tool and is not intended for anyone under 16. We do not knowingly collect their data.

Changes

We will post any update here and change the date at the top. Material changes will be notified in the product or by email before they take effect.

Questions: [CONTACT EMAIL].