AdoptX App Privacy Policy

1. Who we are

This Privacy Policy explains how Adoptx Ltd. trading as AdoptX (“AdoptX”, “we”, “us” or “our”) handles personal data when you use the AdoptX iOS app.

AdoptX provides finance transformation services and AI solutions.

We are the controller of the personal data described in this policy.

2. What this policy covers

This policy applies to the AdoptX iOS app, including its enquiry form and the “My enquiries” history area.

The app does not require you to create an account or sign in.

3. Information we collect

When you complete and submit an enquiry, we may collect:

• Your name
• Your email address
• Your company name
• The finance or business problem area you select
• Your selected needs, systems and urgency
• The description you provide about your situation or requirements
• A unique enquiry reference number
• The date and time of submission, app version and the fact that the enquiry came from the AdoptX iOS app

When the app starts, we also receive a Firebase installation identifier and the app version for limited app-start measurement. We transform the installation identifier using a server-held secret before storing it. We do not link this app-start record to your enquiries, name, email address or Formspree data.

Please do not include sensitive personal information, confidential third-party information, passwords, bank details, or special-category personal data in the free-text enquiry field unless we have specifically asked you to do so securely.

4. Enquiry history stored on your device

The app’s “My enquiries” section keeps a copy of your submitted enquiries on your own device, so that you have a record of what you sent.

This local history is stored using Apple’s secure device storage and is not a separate cloud account or shared between devices by the app. The app refreshes each saved enquiry’s current status and status history from Firebase when it opens, returns to the foreground or you request a refresh. Only this installation can refresh enquiries whose references it holds; there is no account-based recovery on another device.

You can remove an enquiry from “My enquiries” at any time. Removing it from your device does not automatically delete the server record or email notification; you can request that separately using the contact details above.

5. How we use your information

We use enquiry information to:

• Receive, review and respond to your request
• Understand whether AdoptX’s services may be relevant to your needs
• Contact you about the specific enquiry you submitted
• Maintain a record of the enquiry, update its progress status and prevent duplicate or abusive submissions
• Count app starts and estimate distinct installations to understand whether the app is being used and keep it reliable
• Protect the security and reliability of the app and our systems
• Meet legal, regulatory or record-keeping obligations where applicable

We do not sell your personal data. App-start measurement is not used for advertising or tracking across other companies’ apps and websites. We do not measure time spent in the app, track screens, or collect periodic background heartbeats.

We will not add you to marketing communications solely because you submitted an enquiry, unless you separately agree to receive them.

6. Our legal basis for using your information

We normally process enquiry data because it is in our legitimate interests to respond to business enquiries and operate AdoptX’s services responsibly.

Our limited, pseudonymous app-start measurement is based on our legitimate interests in understanding and maintaining the app. Because the identifier is pseudonymous rather than fully anonymous, it is still treated as personal data.

Where your enquiry asks us to take steps towards providing services, processing may also be necessary to take steps at your request before entering into a contract.

We may process limited information where necessary to comply with legal obligations or to establish, exercise or defend legal claims.

7. Who we share information with

We use specialist service providers to operate the app and deliver enquiries:

• Google Firebase and Google Cloud – to securely receive, validate and store enquiries, refresh enquiry statuses, protect the app with App Check, and process limited app-start measurements through Firebase Installations. The primary AdoptX database and application processing are configured in the London region.
• Formspree – to deliver completed enquiry details to the AdoptX business email inbox.
• Email, IT, legal and professional-service providers – where necessary to operate our business, respond to you, or comply with law.

We require service providers acting for us to protect personal data appropriately and to use it only for the services they provide to us.

We may also disclose information where required by law, to protect our rights or safety, or as part of a business restructuring or sale.

8. International transfers

Although our primary enquiry database and app processing are configured in the UK, some service providers may process information outside the UK or European Economic Area.

Where this happens, we will use appropriate safeguards required by applicable data-protection law, such as adequacy regulations or contractual protections.

9. How long we keep information

We retain submitted enquiry records for up to 12 months from submission, after which they are scheduled for deletion, unless we need to keep limited information longer for legal, regulatory, security or dispute-resolution reasons.

Pseudonymous per-installation app-start summaries are scheduled for deletion 90 days after the latest app launch. Daily aggregate launch totals, which contain no installation identifiers, may be retained longer.

Enquiry history stored in “My enquiries” remains on your device until you remove it.

10. Security

We use reasonable technical and organisational measures designed to protect submitted enquiries, including encrypted connections, restricted system access, Firebase security controls and app-integrity checks.

No system is completely secure, so please avoid submitting unnecessary confidential or sensitive information through the app.

11. Your rights

Depending on applicable law, you may have the right to:

• Ask for a copy of your personal data
• Ask us to correct inaccurate information
• Ask us to delete your information
• Ask us to restrict or stop certain processing
• Object to processing based on legitimate interests
• Withdraw consent where we rely on consent
• Complain to the UK Information Commissioner’s Office

To exercise a right or request deletion of a submitted enquiry, email info@adoptx.co.uk and include the email address and enquiry reference where available.

12. Children

The app is intended for business users and is not directed at children. We do not knowingly collect personal data from anyone under 18.

13. Changes to this policy

We may update this policy from time to time. We will publish the latest version at adoptx.co.uk/privacy and update the “Last updated” date above.