Introduction

At Squeez Ltd (referred to as "we" or "us"), we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share personal data when you use our website and our review automation services (the "Services"). It also outlines your rights regarding your personal information and how you can exercise them.

We are committed to complying with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the EU General Data Protection Regulation (EU GDPR) where it applies, and the Privacy and Electronic Communications Regulations (PECR). These laws require transparency and accountability in how we handle personal data.

By using our Services, you confirm that you have read and agree to the practices described in this Privacy Policy.

Contact Information

In accordance with data protection requirements, we provide the following contact details as the data controller responsible for your personal data:

• Company Name: Squeez Ltd

• Email: [email protected]

• Registered office: Ground Floor, Gallery Building, 65-69 Dublin Road, Belfast BT2 7HG

• Company number: NI734070

• ICO registration number: ZC278412

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us using the details above.

If you have concerns, you also have the right to contact the UK Information Commissioner's Office (ICO): website ico.org.uk/make-a-complaint, phone 0303 123 1113.

Information We Collect

We collect standard contact information and other personal data to provide and improve our Services. This includes both data you provide directly and data we collect automatically during your use of the Services.

1.1 Account and Contact Data

When you create an account, sign up for our Services, or contact us directly, we collect personal identifiers such as:

• Your name

• Business name

• Email address

• Phone number

• Login credentials (username and password)

• Payment information (processed via third-party providers)

Payment details are securely processed through trusted third-party payment providers and are not stored directly on our systems.

1.2 Customer Data (Your End Users)

If you use our platform to request reviews or send communications, you may upload or provide personal data about your customers or end users. This may include:

• Customer names

• Email addresses

• Phone numbers

• Review content or feedback they submit

We process this data strictly on your behalf and only to deliver the Services you instruct us to perform, as a data processor. You are responsible for ensuring that any personal data shared with us is collected and used in full compliance with applicable data protection laws. As the data controller for your customer data, you confirm that:

• You have a lawful basis to collect and share such data with us

• You have obtained any required consent from the individuals

• Those individuals have agreed or opted in to receive communications where legally required

We do not use your customer data for any purpose other than to deliver the Services you have contracted us to provide. We will not contact your customers independently or use their data for our own marketing or analytics.

1.3 Usage Data

When you visit our website or use our platform, we automatically collect certain technical information to help us understand how our Services are used and to improve your experience. This may include your IP address, browser type and version, device type and operating system, pages visited and time spent on them, click paths and interaction patterns, and the time and date of access.

Some of this data is collected using cookies and similar technologies. Analytics and marketing cookies are only set with your consent. For details, see the Cookies section of this Privacy Policy.

How We Use Personal Data

We use the information we collect in accordance with applicable data protection laws and only where we have a valid legal basis to do so. These legal bases may include the need to perform a contract, our legitimate business interests, compliance with legal obligations, or your consent where required.

3.1 Providing and Improving the Services

We use your contact and account data to set up and manage your account; deliver our review automation and messaging services; send review invitations or communications to your customers, as instructed by you; manage your campaigns and display collected review content; and analyse platform usage to improve performance, functionality and user experience. This processing is based on our contract with you and our legitimate interest in improving and maintaining our Services.

3.2 Communications

We use your information to send service-related messages such as account confirmations, billing notices, security updates and support responses, and marketing emails only where you have opted in or where allowed under applicable law. You may unsubscribe at any time. We will not contact your customers directly unless you instruct us to do so as part of the Services, such as sending review invitations. All such communications follow the settings and conditions you have configured.

3.3 Legal Compliance and Protection

We may process your data to comply with legal and regulatory obligations, such as record-keeping and tax requirements; respond to lawful requests or legal proceedings; and enforce our Terms and Conditions and protect the rights, safety and property of Squeez Ltd, our users and others.

3.4 Purpose Limitation

We will not use your personal data for purposes that are inconsistent with this Privacy Policy. If we intend to process your information for a new or different purpose, we will update this Policy and notify you as required by law.

3.5 Business Contacts and Prospects

We may collect business contact details (such as business name, business phone number, website and publicly listed contact details) from public sources, including online business listings, to contact businesses about our Services. We do this on the basis of our legitimate interests in promoting our Services to businesses. You can ask us to stop contacting you at any time by emailing [email protected], and we will add you to our suppression list.

Third-Party Tools and Service Providers

We use third-party tools and service providers to operate our business and deliver the Services to you. This section outlines how we may share data and the safeguards we have in place to protect your information.

4.1 Service Providers (Processors)

We may share your personal data with trusted third-party service providers who perform essential business operations on our behalf, such as website hosting and cloud infrastructure, email, WhatsApp and SMS delivery, customer support, analytics and monitoring, payment processing, and IT security and operations. For example, if you schedule a review invitation to be sent to your customer by email, we pass the customer's email address and message content to a secure email service provider strictly to deliver that message.

All service providers are required to handle your data only as instructed by us, protect it with appropriate technical and organisational measures, and never use it for their own purposes. The service providers that process our clients' customer data are listed in our sub-processor list at squeez.io/data-processing-agreement.

4.2 Third-Party Integrations

If you connect third-party applications to the Squeez platform, such as a CRM, messaging tool or API integration, we will process any data flowing through that connection solely to perform the integration functionality. We are not responsible for how the third-party system you connect handles the data on its end. We encourage you to review the privacy policies of any external platforms you integrate with our Services.

4.3 Analytics and Cookies

We use third-party analytics providers, such as Google Analytics, to help us understand how visitors interact with our website. These tools collect pseudonymous usage data through cookies, and only after you consent through our cookie banner. For full details, see the Cookies section below.

4.4 Legal or Business Transfers

We may disclose or transfer your data only: where required by law, regulation or legal process, such as a court order; if Squeez Ltd is involved in a merger, acquisition, financing or sale of assets, in which case any successor must honour this Privacy Policy; or with your explicit consent for any purpose not covered in this Policy.

4.5 No Sale of Personal Data

We do not and will never sell your personal information. We do not rent, share or trade personal data with third parties for their own use. This applies to all user and customer data collected through our platform.

Data Retention

We only retain personal data for as long as necessary to fulfil the purposes for which it was collected, unless a longer retention period is required by law.

• Account data: retained while your account is active, plus up to 6 years for legal and accounting purposes.

• Customer data (end users): kept while the client's subscription is active. After termination, the client has 30 days to export it, after which we delete it within a further 30 days unless the law requires us to keep it.

• Analytics and cookie data: retained for up to 12 months before anonymisation or deletion.

• Prospect data: retained while it remains relevant to our business development, and removed promptly if you ask us to stop contacting you (we keep only what is needed to honour that request).

As a data processor, we retain your customers' personal data only as long as necessary to provide the Services you have requested. You can delete customer data at any time within the platform. We regularly review the personal data we hold and securely delete or anonymise data that is no longer needed. If you have questions about a specific retention period, please contact us.

Data Security

We take the security of your personal data seriously and implement industry-standard technical, organisational and administrative measures to protect it from unauthorised access, alteration, disclosure or destruction.

6.1 Encryption

We use SSL and TLS encryption to secure data transmitted between your browser and our servers. Sensitive information, such as payment data, is encrypted in transit and at rest.

6.2 Access Controls

Access to personal data is restricted to authorised personnel and service providers who need it to perform their roles. We use role-based permissions and multi-factor authentication on administrative accounts, and everyone with access is subject to strict confidentiality obligations.

6.3 Monitoring and Testing

We monitor our systems for vulnerabilities, apply security updates, and have internal procedures for detecting and responding to potential security threats or incidents.

6.4 Third-Party Security

All third-party processors we engage are required to implement appropriate safeguards and contractual obligations that reflect our own commitment to protecting your data.

6.5 Limitations and Breach Notification

No method of data transmission or storage over the internet is entirely risk free, so we cannot guarantee absolute security. If a personal data breach affects your personal information, we will notify you and report the incident to the relevant authorities where required by law, and take the necessary steps to contain the breach and prevent it happening again.

Your Rights and Choices

As a user of our Services, or as an individual whose personal data we process on behalf of a client, you have certain rights under data protection law. Squeez Ltd is committed to respecting and supporting these rights.

7.1 Right to Access and Correction

You have the right to request a copy of the personal data we hold about you. Once we have verified your identity, we will provide it. If any of it is inaccurate or out of date, you can ask us to correct it.

7.2 Right to Deletion (Right to Be Forgotten)

You may ask us to delete your personal data when it is no longer needed, for example when you withdraw consent (where applicable) or close your account. We will honour your request to the extent required by law. In some cases we may keep minimal data where we have a legal obligation or legitimate interest, such as for record-keeping, and we will tell you if so.

7.3 Right to Restrict or Object

You can ask us to limit how we process your personal data in certain circumstances, and you can object to particular processing, including direct marketing. If you object to marketing, we will stop. If you object to processing based on our legitimate interests, we will stop unless we have compelling legal grounds to continue.

7.4 Right to Data Portability

Where we process personal data you provided based on your consent or a contract, you may request a copy in a structured, commonly used, machine-readable format.

7.5 Right to Withdraw Consent

Where you have given consent, for example to receive marketing emails, you may withdraw it at any time. This does not affect processing carried out before you withdrew it. You can unsubscribe using the link in our emails or by contacting us.

7.6 Right to Lodge a Complaint

If you believe we have not handled your personal data in line with the law, you have the right to complain to the Information Commissioner's Office (ICO) in the UK. We encourage you to contact us first so we can try to resolve your concerns.

7.7 How to Exercise Your Rights

To exercise any of these rights, contact us at [email protected]. We will respond within the timeframe required by law, usually within one calendar month, and may ask you to verify your identity.

If you are a customer of a Squeez client (for example, your review or contact details were provided to us by that business), we process your data on that client's behalf. We may refer your request to the client, who is the data controller and best placed to respond.

International Data Transfers

Squeez Ltd is based in the United Kingdom. Some of our service providers process personal data outside the UK, including in the United States. Where this happens we rely on a valid UK transfer mechanism, such as the UK Extension to the EU-US Data Privacy Framework, the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses, together with appropriate security measures. Transfers between the UK and the EU rely on the relevant adequacy decisions.

If you have any questions about how your personal data is transferred internationally, contact us at [email protected].

Cookies

We use cookies and similar technologies on squeez.io:

• Strictly necessary cookies make the website and login work and keep them secure. These do not need consent.

• Analytics cookies help us understand how visitors use the site (for example Google Analytics via Google Tag Manager). These are only set with your consent.

• Marketing cookies, if used, measure and improve our advertising. These are only set with your consent.

You can accept or reject analytics and marketing cookies through our cookie banner, and change your choice at any time using the cookie settings link on our website or through your browser settings. Restricting cookies may affect some website features.

Children's Privacy

Our Services are not intended for anyone under 16, and we do not knowingly collect personal data from children under 16. If we learn that we have collected such data, we will delete it promptly. Parents or guardians who believe we may hold information about a child under 16 can contact us at [email protected] to request deletion.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for operational, legal or regulatory reasons. If we make material changes, we will update the version and "Last Updated" date at the top of this Policy and, where appropriate, give additional notice, such as by email or a notice on our website.

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact Squeez Ltd at [email protected]. We will respond promptly and do our best to help.