Business AI Manager Privacy Policy

Business AI Manager (the "app") is provided by Equality Software Ltd, a company registered in England and Wales (Co. No. 15006381), Winchester House, 259-269 Old Marylebone Road, 2nd Floor, London NW1 5RA. We are the data controller for personal data processed through the app. Contact: ali.abdalla@softwareequality.com.

This policy applies to the Business AI Manager Android app (Google Play package com.softwareequality.smeaimanager) and its supporting online service. The app is intended for businesses and adults aged 18 and over.

We collect only what the app needs to work:

• Account data: your name, email address, a securely hashed password, and preferred language
• Workspace data: your business name, team memberships and roles
• Business data you enter or upload: customer and lead records, notes, products, invoices, files (such as PDFs, documents, spreadsheets and images) and your conversations with the AI assistant
• Purchase data: your subscription status and a hashed Google Play purchase token. Payments are handled by Google Play; we never receive your card details
• Usage and security data: counts of AI requests, AI tokens and storage used (to apply plan limits), and audit logs of actions taken in your workspace
• Advertising data (free trial only): Google AdMob may collect your device's advertising ID, approximate location and ad-interaction data to show and measure ads, subject to your consent choices

Voice input uses your device's built-in speech recognition; the app receives only the resulting text. We do not collect precise location, contacts, photos or files you have not chosen to upload.

• To create and secure your account and workspace
• To provide the app's features, including AI-assisted answers, drafts and workflows
• To verify subscriptions with Google Play and apply trial and plan limits
• To show ads during the free trial (paid subscribers do not see ads)
• To keep the service secure, prevent abuse and investigate problems
• To comply with legal obligations

Lawful bases under UK GDPR: contract (providing the app), legitimate interests (security, abuse prevention, service improvement), consent (personalised advertising where required) and legal obligation.

When you use the AI assistant, your request and the relevant records needed to answer it are sent to our AI provider, Anthropic, which processes them on our behalf to generate a response. We send only the data needed for each request.

Actions that change records or contact other people, for example sending an email or approving an invoice, are only carried out after a person in your workspace approves them. Prices, stock levels, totals and tax are calculated from your own records, not generated by AI. AI output can still contain mistakes, so please review drafts before approving them.

During the one-month free trial the app shows banner ads provided by Google AdMob on overview screens only. In the UK and EEA we ask for your consent through Google's consent tool, and you can change your choice at any time in More › Settings & security › Ad privacy options. We never pass your business records, customer data, invoices or files to advertisers. See how Google uses information from apps that use its services.

We do not sell your personal data. We share it only with service providers acting on our behalf, under contracts that protect it:

• Anthropic, AI processing for the assistant
• Google, Google Play distribution and subscription billing; Google AdMob advertising during the trial
• Cloud hosting and database providers, running the app's backend service and storing your data securely

We may also disclose data where required by law or to protect our rights and users' safety. Your business data is visible only to members of your own workspace.

Data is encrypted in transit (HTTPS). Workspaces are isolated from one another, access is controlled by roles, API keys are kept on our servers and never in the app, and important actions are recorded in an audit log. No system is perfectly secure, but we work to protect your information and will notify you and the ICO of any qualifying breach as required by law.

We keep your data while your account is active. You can delete your account at any time:

• In the app: More › Settings & security › Delete my account
• On the web: follow the steps on our account deletion page

Deleting your account removes your profile and login, and any workspace where you are the only member together with its business data and files. In shared workspaces, records you created for the business remain available to your colleagues, but your personal conversations are deleted. Backups are overwritten within 30 days. We may keep limited records where the law requires (for example, purchase records needed for tax purposes). Cancelling a Google Play subscription is done separately in Google Play.

Under UK GDPR you have the right to access, correct, delete or port your data, to object to or restrict processing, and to withdraw consent at any time. You can export invoice data as CSV in the app. To exercise any right, email ali.abdalla@softwareequality.com; we respond within 30 days. You can also complain to the Information Commissioner's Office: ico.org.uk, Tel: 0303 123 1113.

Some providers (including Anthropic and Google) process data outside the UK. Where this happens we rely on appropriate safeguards such as the UK International Data Transfer Addendum or Standard Contractual Clauses.

The app is not directed at children and is intended for users aged 18 and over. We do not knowingly collect data from children; if you believe a child has provided us with data, contact us and we will delete it.

We may update this policy as the app changes. We will show the new 'last updated' date above and, for significant changes, let you know by email or in the app. Our general website policy is at softwareequality.com/privacy.