Privacy Policy

SiteNudge, operated by Ashfield Trading Limited ("we," "our," or "us"), is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our WhatsApp receptionist service.

Company Details:
Ashfield Trading Limited
Company Number: 16358723
Address: 20 Ashfield Avenue, Shipley, England, BD18 3AL

We comply with the General Data Protection Regulation (GDPR) and UK Data Protection Act 2018. By using our Service, you agree to the collection and use of information in accordance with this policy.

Personal Information

We collect information you provide directly to us, such as:

• Name and contact information (email, phone number)
• Business name and address
• Payment information (processed securely through Stripe)
• Account preferences and settings

Business Data

We store and process your business data, including:

• Customer contact information (names, phone numbers, postcodes)
• Lead details (issue descriptions, preferred callback times)
• WhatsApp messages and conversation history
• Lead status and organization information
• Usage analytics and performance metrics

Technical Information

We automatically collect certain information, such as:

• IP address and device information
• Browser type and version
• Usage patterns and service interactions
• Log files and error reports

We use your information to:

• Provide, maintain, and improve our Service
• Process payments and manage billing
• Send important service notifications
• Provide customer support
• Analyze usage patterns to improve our Service
• Comply with legal obligations
• Protect against fraud and abuse

AI Processing

We use AI services (including DeepSeek) to process your business data for:

• Responding to customer inquiries on WhatsApp
• Extracting lead information from conversations (name, postcode, issue, etc.)
• Generating appropriate replies based on your business context
• Qualifying and organizing leads for you to call back
• Improving our service quality and accuracy

We implement comprehensive security measures to protect your data:

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Strict access controls and authentication
• Regular Backups: Automated backups with point-in-time recovery
• Security Monitoring: Continuous monitoring for threats and vulnerabilities
• Staff Training: Regular security training for all team members
• Infrastructure: Hosted on secure, SOC 2 compliant infrastructure

Under GDPR and UK data protection laws, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your personal data
• Portability: Receive your data in a structured format
• Restriction: Limit how we process your data
• Objection: Object to certain types of processing
• Withdraw Consent: Withdraw consent for data processing

To exercise these rights, contact us at Jeff@emplifex.com. We will respond within 30 days.

We do not sell, trade, or rent your personal information. We may share your information only in these circumstances:

• Service Providers: With trusted third-party services (like Stripe for payments) under strict data protection agreements
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In the event of a merger or acquisition (with notice)
• Consent: With your explicit consent

We retain your data only as long as necessary:

• Account Data: Until you delete your account or request deletion
• Business Data: Until you export or delete it
• Usage Data: Up to 24 months for analytics and improvement
• Payment Data: As required by law (typically 7 years)
• Support Data: 12 months after resolution

We use cookies and similar technologies to:

• Remember your preferences and settings
• Analyze service usage and performance
• Provide personalized experiences
• Ensure security and prevent fraud

You can control cookies through your browser settings. Note that disabling cookies may affect service functionality.

Your data is primarily processed within the UK and EU. When we transfer data internationally, we ensure:

• Adequacy decisions by the European Commission
• Standard Contractual Clauses (SCCs)
• Binding Corporate Rules
• Your explicit consent where appropriate

Our Service is not intended for children under 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will delete it immediately.

We may update this Privacy Policy from time to time. We will:

• Notify you of significant changes via email
• Post the updated policy on our website
• Update the "Last updated" date
• Obtain your consent for material changes

If you have any questions about this Privacy Policy, please contact us:

• Company: Ashfield Trading Limited
• Email: Jeff@emplifex.com
• Phone: 07500 897741
• Address: 20 Ashfield Avenue, Shipley, England, BD18 3AL

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your data appropriately.