Privacy Policy – FileFi

1. Who We Are

Roles under UK GDPR: When you use FileFi to upload and share files, your organisation is the Data Controller for any personal data contained in those files, and Happy Lemon Labs Ltd (FileFi) acts as a Data Processor on your behalf. We are also a Data Controller for personal data processed for our own business purposes (for example: account administration, billing, customer support, security logs, and website analytics).

Where we act as a Data Processor, processing is governed by a Data Processing Agreement / Data Processing Addendum made available alongside our Terms of Service.

2. Personal Data We Collect

a) Information you provide directly

• Full name
• Email address
• Phone number
• Business name and address
• Account and subscription details
• Messages or enquiries you send to us

b) Information collected automatically

• Device and browser information
• Usage data (pages viewed, features used)
• IP address
• Cookies and similar technologies

c) Payment information

Payments are processed by Stripe. We do not store full payment card details on our systems.

3. How We Use Your Data

We use personal data to:

• Provide and operate FileFi
• Create and manage user accounts
• Process payments and subscriptions
• Provide customer support
• Improve product performance and features
• Send service-related communications
• Send marketing communications (where permitted)

4. Legal Basis for Processing

We process personal data under the following legal bases:

• Contractual necessity – to deliver the service you signed up for
• Legitimate interests – to improve and secure our services
• Consent – for optional marketing communications
• Legal obligation – where required by law

5. Marketing Communications

You may receive marketing communications from us if:

• You have explicitly opted in, or
• You are an existing customer and the communication relates to similar products or services

You can opt out at any time using the unsubscribe link or by contacting us at hello@filefi.co.uk.

6. Sharing Your Data

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

• Stripe (payments)
• Microsoft (infrastructure and hosting)

These providers only process data on our instructions and under appropriate data protection agreements.

We do not sell personal data.

7. International Data Transfers

Where personal data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place, such as:

• UK adequacy regulations
• Standard contractual clauses

8. Cookies & Tracking

We use cookies and similar technologies to:

• Ensure the service functions correctly
• Analyse usage and performance
• Improve user experience

You can manage cookie preferences via your browser settings.

9. Data Retention

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

• Provide our services
• Meet legal, accounting, or regulatory requirements
• Resolve disputes

Retention periods are reviewed regularly.

10. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Restrict or object to processing
• Request data portability
• Withdraw consent at any time

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

To exercise your rights, contact: hello@filefi.co.uk

11. Children’s Data

FileFi is not intended for individuals under the age of 18. We do not knowingly collect personal data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date.

13. Governing Law

This Privacy Policy is governed by the laws of England and Wales.