Privacy Policy

AdminShield ("we", "us", "our") is a UK-based software service that provides AI-powered admin and compliance tools for UK small and medium-sized businesses. Our service is available at www.adminshield.co.uk. For the purposes of UK data protection law (UK GDPR and the Data Protection Act 2018), AdminShield is the data controller for personal data collected through our platform.

We collect the following categories of personal data: Account data: name, email address, company name, job role and billing information when you create an account. Email data: when you connect Gmail or Outlook, we access email metadata (sender, subject, date) and email content solely to provide the email triage feature. We do not store email content beyond what is needed to generate AI responses. Company data: Companies House registration number, VAT number, accounting reference date and other business details you provide in your profile. Usage data: how you interact with the platform, features used, AI actions consumed and session data. Communications: any messages you send to our support team.

We use your personal data to: - Provide and operate the AdminShield platform - Generate AI-powered email replies, compliance alerts and documents - Send transactional emails (welcome, alerts, invoices) - Send compliance reminders and newsletters (where you have opted in) - Process payments via Stripe - Improve our services and fix bugs - Comply with legal obligations We do not sell your personal data to third parties. We do not use your data to train AI models.

We process your personal data on the following legal bases under UK GDPR: Contract: processing necessary to provide the service you have signed up for. Legitimate interests: improving our platform, preventing fraud and ensuring security. Consent: sending marketing communications and newsletters where you have explicitly opted in. Legal obligation: retaining financial records and complying with HMRC requirements.

We share your data only with trusted third-party service providers who process data on our behalf: - Supabase (database hosting, EU/US) - Anthropic (AI processing — prompts only, no personal data stored) - Stripe (payment processing) - Postmark (transactional email delivery) - Railway (backend hosting) - Vercel (frontend hosting) All processors are bound by data processing agreements and handle your data in accordance with UK GDPR.

We retain your personal data for as long as your account is active. If you delete your account, we will delete your personal data within 30 days, except where we are required to retain it by law (e.g. financial records for 6 years under HMRC requirements).

Under UK GDPR, you have the right to: - Access the personal data we hold about you - Correct inaccurate personal data - Request deletion of your personal data - Object to or restrict processing - Data portability — receive your data in a machine-readable format - Withdraw consent at any time To exercise any of these rights, contact us at support@adminshield.co.uk. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

We use essential cookies to keep you logged in and maintain your session. We do not use advertising or tracking cookies. You can disable cookies in your browser settings, but this may affect your ability to use the platform.

We take data security seriously. All data is encrypted in transit (TLS) and at rest. We use row-level security in our database to ensure users can only access their own data. We conduct regular security reviews and follow industry best practices.

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or by displaying a notice in the platform. Continued use of AdminShield after changes constitutes acceptance of the updated policy.

For any privacy-related questions or to exercise your rights, contact us at: Email: support@adminshield.co.uk Website: www.adminshield.co.uk