Privacy Policy

Welcome to Toolify. Toolify ("Toolify", "we", "us" or "our") provides AI-powered chatbot and scheduling assistant services. This Privacy Policy explains how we collect, use, disclose and safeguard your personal data when you visit our website (the "Website") or otherwise interact with us directly.

This Privacy Policy does not apply to the personal data collected through chatbots deployed on our clients' websites. In such instances, the client acts as the data controller, and Toolify either acts as a processor on their behalf or does not process the data at all. If you are an end user of one of our clients, we recommend you review the privacy policy of that organisation.

1. Who We Are

Toolify is a company incorporated in the United Kingdom. For personal data collected via our Website or direct engagement with businesses (such as demo bookings, enquiries, or support), we act as the data controller, meaning we determine how your personal data is handled and for what purposes.

For questions, you may contact us using the details in the "Contact Us" section below.

2. Personal Data We Collect

The type of personal data we collect depends on how you interact with us.

When you contact us directly—such as by email, demo request form, or phone—we may collect your name, company name, job title, business email address, phone number, and any other details you choose to share in the course of communication.

When you visit our Website, we may automatically collect technical data such as your IP address, browser type, operating system, referring URLs, time zone, and information about how you interact with pages on our Website. We may use cookies and other tracking technologies, which are described in more detail in Section 5.

When a user interacts with a Toolify-powered chatbot embedded on a client's website, Toolify does not store, view, or access those conversations. All chatbot interactions flow directly to our client's backend systems (e.g. email, CRM, API), and we do not act as a controller or processor in that context unless separately agreed.

3. How We Use Your Personal Data

We use your personal data for a variety of purposes depending on the nature of your interaction with us.

If you request a demo, contact us for information, or submit an enquiry form, we use your data to communicate with you, schedule meetings, and manage our relationship with you. If you become a client, we use your data to perform the contract with you, provide technical support, and administer the delivery of our Services.

We may also process personal data to improve the performance and usability of our Website, ensure information security, prevent fraud, and comply with our legal obligations.

We only process personal data where we have a lawful basis under UK GDPR. These include:

• • The necessity of processing for the performance of a contract or to take pre-contractual steps at your request.
• • Our legitimate interests in business development, network security, and service improvement, provided these do not override your rights.
• • Your consent, where required - for example, in connection with the use of certain cookies.
• • Compliance with a legal obligation.

4. Data Retention

We retain your personal data only for as long as is necessary to fulfil the purposes outlined in this policy. The exact duration depends on the nature of the data and the reason we collected it.

For example, demo or enquiry information is generally retained for up to 12 months after our last communication unless you request otherwise. If you become a client, records related to your account or service delivery may be retained for up to 6 years after termination of our contract to comply with legal and regulatory requirements.

Technical logs, metadata and website analytics data are usually kept for no longer than 6 months unless required longer for audit or security reasons.

5. Cookies and Similar Technologies

We use cookies and similar technologies to ensure our Website operates securely and efficiently, and to understand how visitors interact with our content.

These technologies may collect information such as IP address, browser type, and browsing behaviour. We use this data to improve Website functionality and generate anonymised usage insights.

We do not use tracking cookies for personalised ads or behavioural targeting.

You can manage your cookie preferences at any time using your browser settings. For more information on the cookies we use and how to disable them, please refer to our Cookie Policy.

6. Sharing of Personal Data

We do not sell or rent your personal data. However, we may disclose personal data in specific circumstances:

• • To service providers such as web hosts, CRM providers, and communication platforms who process data on our behalf under strict contractual obligations.
• • To legal authorities or regulators, if required to comply with applicable laws, court orders, or to defend legal claims
• • To a successor organisation in the event of a merger, business restructuring, or acquisition, provided that appropriate safeguards are implemented to protect your data.

All third-party providers are contractually obligated to protect your data in accordance with applicable data protection laws, including UK GDPR.

7. International Data Transfers

If we transfer personal data outside the United Kingdom or European Economic Area (EEA), we ensure that appropriate safeguards are in place to protect your data.

These may include:

• • Transfers to countries recognised by the UK or EU as having adequate levels of data protection.
• • Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner's Office or the European Commission.
• • Binding corporate rules or other legally approved transfer mechanisms.

If you would like to know more about how we protect data transferred internationally, contact us using the details below.

8. Your Rights Under UK GDPR

You have a number of rights under the UK GDPR:

• • The right to access the personal data we hold about you.
• • The right to correct or update inaccurate or incomplete data.
• • The right to request deletion of your data in certain circumstances ("the right to be forgotten").
• • The right to object to our processing of your data where our legal basis is legitimate interest.
• • The right to restrict how we use your data in specific situations.
• • The right to receive your personal data in a structured, commonly used format (data portability).
• • The right to withdraw consent at any time, where we rely on consent as our legal basis.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at https://ico.org.uk/.

To exercise any of your rights, please contact us at privacy@toolify.uk.

9. Data Security

We are committed to protecting your personal data and have implemented appropriate technical and organisational measures. These include:

• • TLS (SSL) encryption for data transmission
• • Access control protocols
• • Hosting with secure, GDPR-compliant providers
• • Regular audits and internal data handling policies

Despite these efforts, no method of transmission over the Internet or method of electronic storage is completely secure, and we cannot guarantee absolute protection.

10. Children's Data

Our services are designed for adult professionals and organisations. We do not knowingly collect or process personal data from individuals under the age of 18. If you believe we have collected such data, please contact us, and we will take appropriate steps to delete it.

11. Third-Party Links

Our Website may contain links to other websites or embedded third-party tools. These third parties are outside our control and operate under their own privacy policies. We are not responsible for the content or practices of any linked website or service. We encourage you to review their privacy policies directly.

12. Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, regulatory or operational changes. When we do, we will update the "Last Updated" date at the top of this page.

If we make significant changes, we may also notify you through a banner on our Website or by email, where appropriate.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your data, you may contact us at: