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myadminmate.com

Privacy Policy

Privacy Policy

Effective Date: 19 May 2026

Company: MyAdminMate Limited
Registered Office: 3 Pennyfarthing Lane, Undy, Caldicot, Wales, NP26 3NU
Company Number: 16645540
ICO Registration Number: ZB986605
Data Controller: MyAdminMate Limited
Contact: support@myadminmate.com
Website: https://www.myadminmate.com/

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the MyAdminMate website, mobile application, and related services. MyAdminMate Limited is the data controller responsible for your personal data under UK GDPR and the Data Protection Act 2018.

1. Information We Collect

Information you provide

  • Name, email address, contact details, and account credentials.
  • Business details such as trading name, company number, address, and tax or invoice details.
  • Customer, quote, invoice, expense, and project data you enter into the app.
  • Information you submit through forms, emails, or support requests.

Automatically collected information

  • IP address and approximate location derived from it.
  • Device type, operating system, app version, server logs, and interaction events needed to operate and secure the service.

Voice, image, and AI-processed content

  • Audio captured when you use voice features.
  • Images you capture or upload, such as receipts, invoices, and documents.
  • Text inputs you submit for AI-assisted features.

2. How We Use Your Information

  • Provide, maintain, secure, and improve the services.
  • Process and manage your subscription.
  • Perform AI-assisted features such as voice-to-quote, expense classification, and document understanding.
  • Respond to support requests and send essential service communications.
  • Detect, prevent, and investigate fraud, abuse, or security incidents.
  • Comply with legal, tax, accounting, and regulatory obligations.
  • Analyse aggregated, non-identifying usage to improve the service.

We do not sell your personal data and we do not use your personal data for advertising.

3. Legal Basis for Processing

We process personal data under the following lawful bases: performance of a contract, legitimate interests, legal obligation, and consent for optional features that ask for it. Where consent applies, you may withdraw consent at any time.

4. How We Share Your Information

We share personal data only with processors and service providers needed to operate the service, each subject to appropriate data-protection terms where required.

  • Subscription and payments: RevenueCat, Apple App Store, and Google Play.
  • Authentication: Keycloak, operated on infrastructure we control.
  • Hosting and infrastructure: Hetzner Online GmbH using EU data centres.
  • AI processing: OpenAI, Anthropic, and Google for speech-to-text, document understanding, and AI-assisted workflows.
  • Email and transactional messaging: Google Workspace.
  • Legal and regulatory: where required by law, court order, or to protect rights, safety, or property.
  • Business transfers: in connection with a merger, acquisition, or sale of assets, with equivalent protection for your data.

AI providers process relevant input such as voice audio, images, or text to return the requested output. Under their standard API or enterprise terms, they do not use your content to train general-purpose models.

5. Third-Party Lookup Services

When you use company lookup or postcode validation features, we may send your search query or postcode input to the relevant lookup service so results can be returned to you. The app also uses reference datasets derived from UK company and postcode sources for offline recognition and attribution.

6. International Data Transfers

Our primary hosting is located in the European Union. Some processors, including OpenAI, Anthropic, Google, and RevenueCat, may be based in the United States or process data globally. Where we transfer personal data outside the UK, we rely on appropriate safeguards such as the UK International Data Transfer Agreement, UK Addendum to EU Standard Contractual Clauses, or relevant adequacy frameworks.

7. Data Retention

  • Account and profile data: for the duration of your account, then up to 30 days after closure to allow restoration.
  • Invoices, quotes, and expense records: at least 6 years after the relevant tax year where required for UK accounting and HMRC purposes.
  • Raw voice audio: retained only briefly for processing, no longer than 30 days, then deleted.
  • Voice transcripts and saved outputs: retained under your control as part of your business records, deleted on request or account closure where legally possible.
  • Subscription and billing audit records: 6 years.
  • Authentication and security logs: up to 12 months.
  • Application and API logs: up to 60 days.
  • Support correspondence: up to 3 years from the last interaction.

8. Data Security

We use technical and organisational safeguards including encryption in transit, encryption at rest, secure authentication, access controls, least-privilege staff access, and review of access logs and processing activities. No internet service is completely secure, but we work to protect your data and respond to security incidents appropriately.

9. Your Rights

Under UK GDPR, you may have rights to access, rectify, erase, restrict, port, object to processing, withdraw consent, and lodge a complaint with the Information Commissioner’s Office. To exercise your rights, contact support@myadminmate.com. We aim to respond within one month.

10. Cookies and Tracking

The MyAdminMate mobile app does not use cookies. Our websites may use essential cookies for site functionality and security. Where analytics or marketing tools are used, they should be described clearly and controlled through appropriate consent mechanisms.

11. Camera and Image Capture

The app requests camera access only for explicit, user-initiated actions such as capturing receipts, invoices, or documents. We do not access your camera passively or use captured images for facial recognition, advertising, or unrelated purposes. You may revoke camera access through your device settings.

12. Microphone and Voice Input

The app requests microphone access only for user-initiated voice features such as voice-to-quote and dictated notes. The microphone is active only when you start a voice action. We do not record audio in the background and do not use voice data for advertising, voiceprint identification, or unrelated purposes. You may revoke microphone access through your device settings.

13. Third-Party Links

The website and app may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those services.

14. Children’s Privacy

The services are intended for business users and not for individuals under 16. We do not knowingly collect personal data from children. If you believe a child has provided personal data, please contact us and we will delete it where required.

15. Updates to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the effective date and, where the change is material, notify you by email or in-app notice before it takes effect.

16. Contact Us

For questions, rights requests, or complaints, contact MyAdminMate Limited at support@myadminmate.com or 3 Pennyfarthing Lane, Undy, Caldicot, Wales, NP26 3NU.