Privacy notice
Draft. The final version is published before HoodFlow opens to the public.
Version 16-10-2026
This notice is about the people who use HoodFlow: shop owners and their staff. HoodFlow Tracker is run by [Fill in: business name], a [Fill in: sole trader or limited company], at [Fill in: postal address]. We are the controller of this information. ICO registration number: [Fill in: ICO registration number].
Your shop's customers are covered differently: your shop decides about their details and we only store them for you. See the data processing agreement.
What we keep
- Your name, email address and password (the password is stored scrambled; nobody can read it).
- Your shop's details: name, address, phone, email, VAT number, bank details for invoices, logo.
- Your plan, trial dates and, once online payment starts, payment records (card details are held by Stripe, never by us).
- How the shop uses HoodFlow: number of jobs, logins, photo space, AI questions — to apply plan limits.
- Sign-in records and error reports (which page, when, what went wrong) to keep the service safe and fix problems.
- If you join the waiting list on our homepage: your name, shop name, email and team size, only to tell you when HoodFlow opens to you. Kept until you ask us to delete it, or until we no longer need it to invite you.
Why, and our lawful basis
- To provide the service you signed up for (contract): your login, your shop, your plan.
- To keep it safe and working (legitimate interests): sign-in records, robot checks, error reports.
- To keep accounts and tax records (legal obligation): payment and invoice records.
- To tell you about the service: messages about your account, trial and changes. Any marketing only with your OK, and you can stop it at any time.
Who helps us
A few companies store or handle data for us, mainly in the UK. The list, and where each one is, is on companies that help us. We never sell your data, and HoodFlow staff don't look at a shop's records.
How long we keep it
- While your account is open.
- When you close your account, your shop's records, photos and logins are deleted straight away. Backups are overwritten within 30 days.
- Error reports: 90 days.
- Payment and invoice records we must keep for tax: 6 years.
Your rights
You can ask to see, correct, download or delete your information, or object to how we use it. Most of it you can do yourself in Settings (including Download everything and Close your account). For anything else, email [Fill in: contact email]. We answer within one month.
Complaints
Please tell us first: [Fill in: contact email]. If you're not happy with our answer, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or 0303 123 1113.
Cookies: see cookies.