Privacy policy
Effective from [EFFECTIVE DATE].
Draft: company details in square brackets are added once Greenwave Desk Ltd is registered.
Who we are and what this covers
Greenwave Desk is run by Greenwave Desk Ltd, a company registered in England and Wales (company number [COMPANY NUMBER]), registered office [REGISTERED ADDRESS]. We are registered with the Information Commissioner's Office, number [ICO REGISTRATION NUMBER]. You can contact us about privacy at [CONTACT EMAIL].
This policy covers three groups of people:
- People who use Greenwave Desk, such as business owners and their staff. We decide how your account data is used, so we are its controller.
- Visitors to our website.
- People who email a business that uses Greenwave Desk, such as a customer writing to a garden company. That business controls those emails; we handle them for it under a signed agreement. If this is you, contact the business first, and we will help it answer you.
What we collect
| What | Examples | Where it comes from |
|---|---|---|
| Account details | Name, business name, email, phone, role, team members you invite | You, when you sign up or invite someone |
| Connected inboxes and calendars | Emails, attachments, contacts, calendar events, and the permission to reach them (a sign-in token or app password, stored encrypted) | The email and calendar accounts you connect |
| What Greenwave Desk works out | Priority colours and reasons, customer cards, jobs, amounts and dates pulled from emails, AI drafts, your rules, the activity log | Created by the app from your inboxes |
| Your edits and recordings | Changes you make to drafts, voice replies, photos of receipts and jobs | You, in the app |
| Billing | Plan, invoices, payment status. Card details go to Stripe and never reach us | You and Stripe |
| Usage and device | Sign-ins, features used, errors, device type, IP address | Your browser or phone |
Our website uses only the cookies it needs to work and to keep you signed in.
How we use it
| Use | Our lawful basis |
|---|---|
| Syncing, sorting, drafting, and sending what you approve or set to Auto | Our contract with you |
| Matching drafts to your writing style, from your sent emails and your edits | Our contract with you |
| Billing and keeping accounts | Our contract, and the law on business records |
| Keeping accounts secure, stopping abuse and fixing faults | Our legitimate interest in a safe, working service |
| Service emails, such as security alerts and your Monday report | Our contract with you |
| News and offers | Your consent, which you can withdraw at any time |
The AI. Greenwave Desk uses Anthropic's Claude to sort emails, pull out details and write drafts, so the text of the emails involved is sent to Anthropic for that purpose. Anthropic does not use this data to train its models. Your style is matched by finding similar past replies from your own account. No model is trained on your emails or your customers' emails, by us or anyone else.
People reading your emails. Our staff do not read your emails unless you ask us to (for example during done-for-you setup or support), it is needed to investigate a security problem, or the law requires it.
What we never do. We never sell personal data, and never use it for advertising or share it with advertisers or data brokers.
Google user data. Greenwave Desk's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Data from Gmail and Google Calendar is used only to provide the features you see in the app, and is never used to create, train or improve AI models beyond your own account's features. See the Google API Services User Data Policy.
Who we share it with
We use a small number of suppliers to run Greenwave Desk. Each handles data only on our instructions, under a written contract.
| Supplier | What for | Where the data is |
|---|---|---|
| Supabase | Database, sign-ins and file storage | London, UK |
| Anthropic | AI sorting, detail extraction and drafts | United States |
| [HOSTING PROVIDER] | Runs the web app and the email sync server | [UK OR EU REGION] |
| Stripe | Taking payments | [CHECK] |
We also share data:
- with Maximus Digital, our setup partner, only when you choose done-for-you setup. It never sees email content unless you switch that on in Settings
- when the law requires it, or to protect people from fraud or harm
- with a buyer, if Greenwave Desk Ltd is ever sold, under the same protections
Outside the UK. Where a supplier handles data outside the UK, we use a safeguard the UK recognises: UK adequacy regulations, including the UK Extension to the EU-US Data Privacy Framework where the supplier is certified, or the ICO's International Data Transfer Agreement or Addendum.
How long we keep it
| Data | How long |
|---|---|
| Emails and calendar events | While the inbox is connected. An email you delete in your inbox is removed from Greenwave Desk at the next sync |
| Everything from a disconnected inbox | Deleted within 30 days of disconnecting |
| Account details | While your account is open, then deleted within 30 days of closing |
| Billing records | 6 years, as the law on company records requires |
| Security and error logs | 12 months |
Your rights
Under UK data protection law you can ask us to:
- give you a copy of your personal data
- correct it, or delete it
- limit how we use it, or stop using it
- send it to you or another company in a common format
- stop sending you marketing, at any time
Email [CONTACT EMAIL] and we will reply within one month. If you emailed a business that uses Greenwave Desk, we will pass your request to that business and help it answer. If you are unhappy with our answer, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Keeping data safe
- Data is encrypted when stored and when it moves, and kept in UK data centres where our suppliers allow
- Staff access is limited to people who need it, with two-step login
- The phone app locks with Face ID
- Greenwave Desk has an independent security assessment every year, as Google requires for Gmail access
Children
Greenwave Desk is a business service for adults. We don't knowingly collect data from anyone under 18.
Changes to this policy
We will email account holders before any significant change, and the date at the top of this page always shows the current version.