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Privacy Policy

1. Introduction

REMINDOO LIMITED (“Remindoo”, “we”, “our”, or “us”) is committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains how we collect, use, process, store and safeguard personal data when you:

  • Visit our website (www.remindoo.co)
  • Register for or use the Remindoo platform
  • Request a demo
  • Subscribe to our services
  • Contact us for support or enquiries

Remindoo is registered with the UK Information Commissioner’s Office (ICO) and complies with:

  • UK General Data Protection Regulation (UK GDPR)
  • Data Protection Act 2018
  • Privacy and Electronic Communications Regulations (PECR)

2. Who We Are

REMINDOO LIMITED is a private limited company incorporated in England and Wales. For the purposes of data protection law:

  • We act as Data Controller for website users, marketing contacts and account holders.
  • We act as Data Processor when customers use our software to manage their own client data.

3. Data Controller and Data Processor Roles

When We Act as Data Controller

We determine the purpose and means of processing when handling:

  • Website visitor information
  • Demo and enquiry submissions
  • Account registration details
  • Subscription and billing information
  • Marketing communications
  • Customer support interactions
When We Act as Data Processor

When our customers (such as accounting firms) upload or manage client data within the Remindoo platform:

  • The customer remains the Data Controller.
  • Remindoo acts solely as Data Processor.
  • We process such data only in accordance with documented instructions from the customer.

We do not use customer client data for our own marketing or commercial purposes.

4. Information We Collect

4.1 Information You Provide

We may collect:

  • Full name
  • Job title
  • Company name
  • Email address
  • Telephone number
  • Billing address
  • Payment details
  • Login credentials
  • Communications and support requests

4.2 Platform Data (Customer-Controlled Data)

Where customers use Remindoo, the platform may store:

  • Client names and contact details
  • Financial records
  • Tax information
  • Compliance records
  • Uploaded documents
  • Identification information
  • Service notes and communications

This data is controlled by our customers. We process it only to provide the platform and related services.

4.3 Automatically Collected Data

When you visit our website or use our services, we may collect:

  • IP address
  • Browser type and version
  • Device information
  • Operating system
  • Usage statistics
  • Log files
  • Cookie data

5. Lawful Basis for Processing

We process personal data under the following lawful bases:

  • Performance of a contract
  • Compliance with legal obligations
  • Legitimate interests (including service improvement, fraud prevention, and platform security)
  • Consent (where required for marketing communications)

6. How We Use Personal Data

We use personal data to:

  • Provide and maintain the Remindoo platform
  • Manage subscriptions and billing
  • Authenticate users
  • Provide customer support
  • Improve system functionality
  • Enhance security and prevent fraud
  • Send important service updates
  • Comply with legal and regulatory requirements

We do not sell personal data to third parties.

7. Marketing Communications

Where permitted by law, we may send service updates, product announcements or marketing communications.

You may opt out of marketing communications at any time by:

  • Clicking the unsubscribe link in emails
  • Contacting us directly

We will respect your communication preferences.

8. AI Features and Third-Party Artificial Intelligence Services

Remindoo includes AI-powered functionality designed to enhance productivity and workflow efficiency. These features may include:

  • AI task summaries

  • AI client summaries

  • AI email suggestions

  • Workflow recommendations and automation support

AI features operate within the Remindoo platform environment and are designed to assist users in drafting, summarising, and organising information. They do not replace professional judgement.

Remindoo does not use customer data to train public AI models.

Where AI functionality is powered by third-party artificial intelligence providers (including but not limited to OpenAI, DeepSeek, or similar AI service providers), certain data inputs may be processed by those providers strictly for the purpose of generating the requested output.

By choosing to use AI-powered features within Remindoo, users acknowledge and agree that:

  • Third-party AI providers operate under their own terms of service and privacy policies.

  • Remindoo does not control how such third-party providers process data once transmitted in accordance with the requested AI function.

  • Users are responsible for reviewing and accepting the relevant third-party AI provider’s terms before using AI functionality within the platform.

Remindoo shall not be responsible or liable for the independent data handling practices of third-party AI providers.

Where automated processing occurs, individuals have the right not to be subject to decisions based solely on automated processing that produce legal or similarly significant effects. Remindoo’s AI tools are assistive in nature and do not make binding or autonomous legal, tax, or compliance decisions.

Customers remain responsible for ensuring that they have the lawful authority to process any personal data submitted to AI features within the platform.

Customers remain responsible for ensuring lawful processing of any personal data submitted to AI features.

9. Data Sharing

We may share personal data with trusted third-party service providers, including:

  • Cloud hosting providers
  • Infrastructure providers
  • Payment processors
  • Email delivery services
  • Analytics providers
  • Customer support tools

All third parties are contractually required to protect personal data and act in compliance with UK GDPR.

We do not sell or rent personal data.

10. International Data Transfers

Where personal data is transferred outside the United Kingdom, we ensure appropriate safeguards are implemented, including:

  • Adequacy decisions
  • Standard Contractual Clauses
  • Contractual data protection commitments

11. Data Security

We implement appropriate technical and organisational measures, including:

  • Encryption in transit (SSL/TLS)
  • Secure cloud infrastructure
  • Access control and role-based permissions
  • Authentication and password protection
  • Multi-factor authentication (where enabled)
  • System monitoring and audit logging
  • Staff confidentiality obligations

While we take reasonable steps to protect personal data, no system can guarantee absolute security.

12. Data Retention

We retain personal data only for as long as necessary to:

  • Provide our services
  • Fulfil contractual obligations
  • Meet legal, accounting or regulatory requirements
  • Resolve disputes
  • Enforce agreements

Upon account termination, customer data will be deleted or anonymised in accordance with our retention policy, unless retention is required by law.

13. Your Data Protection Rights

Under UK GDPR, you may have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion
  • Restrict processing
  • Object to processing
  • Request data portability
  • Withdraw consent (where applicable)

If Remindoo acts as Data Processor for your data, requests should be directed to the relevant Data Controller (e.g., your accounting firm).

14. Cookies

Our website uses cookies and similar technologies to:

  • Ensure proper functionality
  • Analyse website performance
  • Improve user experience

You can manage cookie preferences through your browser settings.

15. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with:

Information Commissioner’s Office (ICO)
https://ico.org.uk

16. Limitation of Responsibility

Remindoo shall not be responsible for:

  • Data unlawfully collected by customers
  • Customer misuse of the platform
  • Customer-side security failures
  • Incorrect or misleading data uploaded by users

Customers are responsible for ensuring lawful collection and processing of client data uploaded to the platform.

17. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be published on our website and become effective upon publication.

18. Contact Us

If you have any questions regarding this Privacy Policy or data protection matters, please contact:

REMINDOO LIMITED
12 London Road
Morden
England
SM4 5BQ

Email: [email protected]

ICO Number: ZC099417

Effective Date: 1 February 2026