Privacy notice
This notice explains how Safeheld Limited ("Safeheld", "we", "us"), company number 17128535, registered office 2 Frederick Street, Kings Cross, London WC1X 0ND, collects and uses personal data through safeheld.com and the Safeheld platform at app.safeheld.com. We follow the UK GDPR and the Data Protection Act 2018 and, where they apply, the EU GDPR and other data protection laws.
Who we are
We are the controller for personal data about website visitors, people who contact us, users' account details and our business contacts.
We are a processor for the data firms put into the platform, including bank statements, ledgers and transaction records that name their customers. For that data the firm is the controller, and we act only on its instructions. If your details are held in a firm's records, contact that firm first.
Contact us at hello@safeheld.com.
What we collect
| Category | Examples | Source |
|---|---|---|
| Account details | Name, work email, firm, role and approval limits | You or your firm |
| Messages | What you send through the contact form or by email, including demo requests | You |
| Sign-in and security | Sign-in events, IP address, browser and device, audit log entries | The platform |
| Website visits | Pages viewed, referring site, device type and country, counted in aggregate | Our hosting provider |
| Firm data | Bank statements, ledgers and transaction records, which can include customer names, account details and amounts | Your firm and its banks and partners |
How we use it
| Purpose | Lawful basis | How long we keep it |
|---|---|---|
| Provide your account and the platform, including service emails | Contract | While your account is open, then 12 months |
| Keep the platform secure and prevent misuse | Legitimate interests, legal obligation | Security logs up to 24 months |
| Reply to messages and arrange demos | Legitimate interests | Up to 24 months after our last contact |
| See which pages of the website are read | Legitimate interests | Aggregate figures only |
| Send news about Safeheld to business contacts | Legitimate interests or consent | Until you opt out |
| Meet legal obligations and handle claims | Legal obligation, legitimate interests | As long as the law requires |
| Firm data | The firm's instructions | As the firm directs, then deleted after the agreement ends |
AI features
Some features send the relevant records, such as the items behind a break, to an AI model provider to find the likely cause. The provider processes them only to return the result. We do not use your data to train AI models.
Who we share it with
- Service providers who run the platform for us: hosting and database, email delivery, AI model providers, and our own email and office tools. Each is bound by contract to protect the data and use it only for us. A list is available on request.
- Auditors, banks and regulators your firm gives read-only access, with the access your firm sets.
- Our professional advisers, auditors and insurers.
- Authorities, where the law requires it.
- A buyer of our business, under the same protections.
We do not sell personal data or use it for advertising.
International transfers
Our service providers may process data outside the UK, including in the European Union and the United States. Where they do, we rely on UK adequacy regulations or use the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
Security
- Each firm's data kept separate in the database.
- Role-based access, with read-only roles for auditors, banks and regulators.
- Encryption in transit and at rest.
- Every action recorded with a name and a time, and records sealed with a fingerprint.
Your rights
You can ask to access, correct or delete your personal data, to restrict or object to how we use it, to receive it in a portable form, and to withdraw consent where we rely on it. Some rights have limits set by law.
Email hello@safeheld.com. We reply within one month. If your request concerns a firm's data, we pass it to that firm and help it respond.
Complaints
If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk, or to the data protection authority where you live. We would like the chance to put things right first.
United States
We do not sell personal information or share it for cross-context behavioural advertising. You can ask us to access or delete your personal information by emailing hello@safeheld.com.
Changes to this notice
We post updates here with a new date. We tell account holders about material changes by email.