Privacy Policy
Effective Date: May 01, 2025
Company Name: Beespoke Services Ltd (trading as Backona)
Website: backona.com, backona.ai and subdomains
Contact Email: [email protected]
Company Address: Union House, 111 New Union Street, Coventry, England, CV1 2NT
At Beespoke Services Ltd, trading as Backona ("Backona," "we," "us," or "our"), we are committed to safeguarding the privacy and security of your personal data. This Privacy Policy outlines how we collect, use, and protect the personal data of users who interact with our website and use the Backona AI tool, in compliance with the UK General Data Protection Regulation (UK GDPR), the EU GDPR, and relevant international data privacy laws.
1. Data Controller Information
Beespoke Services Ltd is the data controller for the personal data processed through the Backona AI tool and our website. For any inquiries regarding data protection, please contact us at [email protected].
2. Personal Data We Collect
We collect and process the following categories of personal data:
2.1 Data Collected via the Backona AI Tool
- User Input Data: Information you provide when interacting with the Backona AI tool, including queries, commands, and other text inputs. This data is processed in real-time to generate responses and insights.
- Interaction Logs: Data related to your usage of the tool, such as interaction history, frequency of use, and session duration. This information helps us improve the tool's functionality and user experience.
- Technical Data: Information about the device and software you use to access the Backona AI tool, including IP address, device type, browser information, and operating system.
2.2 Data Collected via the Website
- Identification and Contact Data: Information you provide through forms on our website, such as name, email address, and other contact details, typically during registration, inquiries, or newsletter sign-ups.
- AppSumo Data: If you purchase Backona AI through a third-party marketplace such as AppSumo, we may receive limited personal data (such as your name, email address, and plan tier) for the purpose of activating and managing your access. This data is used strictly to fulfil our contractual obligations and will not be used for unrelated marketing without consent.
- Usage Data: Information about your interaction with our website, including pages visited, time spent on the site, and navigation patterns. This data is collected through cookies and similar technologies.
- Technical Data: Information related to the device you use to access our website, such as IP address, browser type, and operating system.
2.3 Organization and Team Member Data
When you create an organization or invite users to join your workspace in Backona AI, we process the following personal data:
- Name, email address, and role of invited users
- Metadata such as invitation date, inviter's email, and whether the invite was accepted
- Login data if the invitee joins the platform
You confirm that you have appropriate permission to provide personal data of others when inviting team members. The invitee may choose to access Backona using a different email address from the one you provided. This data is used solely for facilitating access to Backona AI and will not be used for marketing without explicit consent.
3. Purpose and Legal Basis for Processing
We process your personal data for the following purposes and under the following legal bases:
| Data Type | Purpose | Legal Basis |
|---|---|---|
| Name, Email | Account setup and support | Contractual necessity |
| Invitee emails | Team collaboration | Legitimate interest |
| Analytics data | Improve user experience | Legitimate interest |
| Marketing preferences | Email campaigns | Consent |
3.1 Backona AI Tool
- Performance of a Contract: To provide the Backona AI services you request, including processing your inputs and delivering tailored insights and recommendations.
- Legitimate Interests: To analyze usage patterns, improve the tool's functionality, and develop new features based on user interactions.
- Inviting Team Members and Managing Organizations: We process the personal data of invited users under our legitimate interests in enabling team collaboration and managing user accounts. It is the inviter's responsibility to ensure they have the invitee's consent or authority to share their information.
3.2 Website
- Performance of a Contract: To manage your account, respond to inquiries, and provide you with information and services.
- Legitimate Interests: To monitor and improve our website, personalize your experience, and conduct marketing activities.
- Consent: For sending marketing communications and storing non-essential cookies on your device. You can withdraw your consent at any time by contacting us at [email protected].
- Transactional Communications on Behalf of Users: Backona AI may send system-generated emails (e.g. team invitations) to users on behalf of another user. These are transactional and necessary to enable product functionality, and not considered marketing communications.
4. Cookies and Similar Technologies
We use cookies and similar tracking technologies on our website and in the Backona AI tool to collect data and improve user experience.
4.1 Types of Cookies
- Necessary: Essential for the operation of our website and the Backona AI tool. These cookies enable core functionalities like security, network management, and accessibility.
- Statistics: Help us understand how you interact with our website and tool, enabling us to improve functionality and performance.
- Marketing: Used to deliver relevant advertisements and track the effectiveness of our marketing campaigns.
| Tool / Infrastructure | Purpose | Frontend / Backend / Other | Integration type with the Backona AI tool | Processing of User Related Data via Cookies | Data for AI Model Training? |
|---|---|---|---|---|---|
| OpenAI | LLM models integration | Backend | Based on application setup | No | No |
| Anthropic Claude | LLM models integration | Backend | Based on application setup | No | No |
| LangChain | LLM models interaction logging and testing | Backend | Permanent | N/A | N/A |
| Google Analytics API | Integration with Customer GA4 API | Backend | Permanent | N/A | N/A |
| Google GCP Services | User app authentication and authorization | Backend | Permanent | Yes | N/A |
| Stripe | Subscription plans and user payment processing | Backend | Permanent | Yes | N/A |
| AppSumo | Subscription plans and user payment processing | Backend | Permanent | Yes | N/A |
| HotJar | Track user interactions with the tool | Frontend | Permanent | Yes | N/A |
| Matomo | Track user purchase path from Landing Page to Tool | Frontend | Permanent | Yes | N/A |
| GA4 Analytics | Monitor user interactions on the website | Frontend | Permanent | Yes | N/A |
| Google Ads | Marketing tool to gather interest | Frontend | Permanent | Yes | N/A |
| Facebook Pixel | Marketing tool to gather interest | Frontend | Permanent | Yes | N/A |
| LinkedIn Marketing | Marketing tool to gather interest | Frontend | Permanent | Yes | N/A |
| Microsoft Clarity | Track user interactions with the tool | Frontend | Permanent | Yes | N/A |
| ScaleWay | Infrastructure for solution hosting | Infrastructure | Permanent | N/A | N/A |
| DockerHub | Application packages distribution | Infrastructure | Permanent | N/A | N/A |
| GitHub | Storing source code | Infrastructure | Permanent | N/A | N/A |
| Zendesk | Customer support | External Tool | Separate from application | N/A | N/A |
| ClickUp | Internal CRM and management | External Tool | Separate from application | N/A | N/A |
| Mailer Lite | Allowing contact and SignUp for app usage | External Tool | Separate from application | N/A | N/A |
| Google Workspace | Internal and external communication | External Tool | Separate from application | N/A | N/A |
5. Data Sharing and Transfers
We do not sell your personal data. We may share your data with trusted third-party service providers who process data on our behalf, including:
- Infrastructure Providers: Such as DigitalOcean for hosting and DockerHub for code distribution.
- AI Model Integrations: Including OpenAI and Anthropic Claude for AI processing, and LangChain for interaction logging.
- Analytics and Marketing Tools: Such as Google Analytics, Matomo, HotJar, Google Ads, Facebook Pixel, and LinkedIn Marketing.
- Marketplace Platforms: If you register through AppSumo, we may receive and share minimal personal data with AppSumo to confirm license validity and usage for fraud prevention or technical support purposes.
When transferring data outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs).
6. Data Retention
We retain your personal data for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, and reporting obligations.
Team invitation metadata is retained for audit and security purposes, even if the invitation is not accepted. Users may request deletion of unaccepted invites by contacting us.
7. Data Security
We implement robust security measures to protect your personal data from unauthorized access, alteration, disclosure, or destruction.
8. Your Rights Under GDPR
You have the following rights concerning your personal data:
- Right to Access: Obtain a copy of your personal data.
- Right to Rectification: Correct any inaccurate or incomplete personal data.
- Right to Erasure: Request deletion of your personal data under certain circumstances.
- Right to Restrict Processing: Request limited use of your data under certain conditions.
- Right to Object: Object to the processing of your personal data based on our legitimate interests.
- Right to Data Portability: Request your data in a structured, commonly used format.
- Right to Withdraw Consent: Withdraw any consent given for processing at any time.
- Right to Lodge a Complaint: Lodge a complaint with the UK Information Commissioner’s Office (ICO): www.ico.org.uk / Tel: +44 303 123 1113
To exercise these rights, please contact us at [email protected].
Third-Party Purchases and Marketplace Deals
If you access Backona AI through a third-party deal platform such as AppSumo, your rights under this policy remain unaffected. However, your interactions with the marketplace itself (e.g. refunds, purchases) are governed by their privacy and data practices.
International Representation and B2B Requests
If you are located in the EU and require local representation under Article 27 of the GDPR, or if you are a business customer requesting a Data Processing Addendum (DPA), please contact us at [email protected].
U.S. State Privacy Notice
Backona does not sell or share personal data of users, including those located in California or other U.S. states. U.S. users may contact us at [email protected] with any rights requests under applicable state privacy laws. We will comply to the extent required under applicable law.
Contact Information
Beespoke Services Ltd (trading as Backona)
Union House, 111 New Union Street
Coventry, England, CV1 2NT
[email protected]