Privacy Policy

This Privacy Policy explains how Samana Marks Limited, trading as Edgevance ("we", "us", "our"), collects, uses, stores, and protects your personal data when you use the Edgevance platform ("Platform").

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

2.1 Account Information

When you register for an Account, we collect:

• Company name and business address
• Contact name and email address
• Telephone number
• Password (stored securely in hashed form)
• Billing information (payment details are processed by Stripe and not stored by us)

2.2 Client Data

When you use the Platform, you may upload information about your clients, including:

• Client names, addresses, and contact details
• Financial year end information
• Anti-Money Laundering (AML) compliance data
• Invoices and billing records
• Interaction records and notes
• Deadlines and task information

Important: You are the data controller for any personal data contained within Client Data. We process this data on your behalf as a data processor, in accordance with your instructions and these Terms.

2.3 Usage Information

We automatically collect certain information when you use the Platform:

• Log data (IP address, browser type, access times, pages viewed)
• Device information (device type, operating system)
• Session information for authentication purposes

2.4 Communications

If you contact us for support or other purposes, we retain records of that correspondence.

3. How We Use Your Information

We process your personal data for the following purposes:

We do not use your personal data for marketing purposes without your explicit consent.

4. Data Storage and Security

4.1 Location

Your data is stored on secure servers located in the United Kingdom (London), provided by Digital Ocean.

4.2 Security Measures

We implement appropriate technical and organisational measures to protect your data, including:

• Encryption of data in transit (SSL/TLS)
• Secure password hashing
• Access controls and authentication
• Regular security reviews
• Session management and automatic timeouts

4.3 Your Responsibilities

You are responsible for:

• Keeping your login credentials secure
• Ensuring only authorised Users access your Account
• Complying with data protection laws when uploading Client Data

5. Data Sharing and Third Parties

We share your data only with the following third parties, and only to the extent necessary to provide the Service:

5.1 No Marketing Sharing

We do not sell, rent, or share your personal data with third parties for marketing purposes.

5.2 AI-Powered Features (Cara and Client Import)

The Platform uses Anthropic's API for AI-powered features. Data sent to Anthropic includes:

When using Cara:

• Your questions and prompts
• Contextual data about clients, invoices, deadlines, or interactions you reference
• Data required to generate exports (Excel format)

When using batch client import:

• File content (Excel/Word files) uploaded for client data extraction

Anthropic processes this data solely to provide the AI features. For more information, see Anthropic's privacy policy at anthropic.com/privacy.

5.3 Legal Disclosure

We may disclose your data if required by law, court order, or to protect our legal rights.

5.4 Subprocessor Changes

We will notify you by email at least 14 days before adding any new subprocessors. If you object to a new subprocessor, you may terminate your Account before the change takes effect.

5.5 Email Tracking

We track email opens and clicks for transactional emails sent by the Platform (such as verification emails, password resets, and notifications). This helps us ensure email deliverability and monitor for issues. Tracking is performed using:

• Tracking pixels (small invisible images) to detect when emails are opened
• Redirect links to detect when links in emails are clicked

This data is used solely for service improvement and troubleshooting, not for marketing purposes.

5.6 Platform Administrator Access

Platform administrators (Edgevance staff) may access your Account for the following purposes:

• Providing customer support at your request
• Investigating technical issues or errors
• Ensuring compliance with our Terms of Service
• Responding to legal requirements

All administrator access is logged and audited. We will only access your Account when necessary and will handle your data confidentially.

6. Data Retention

We retain your data for the following periods:

We recommend exporting your Client Data via Cara (in Excel format) before closing your Account.

7. Data Breach Notification

7.1. In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will:

• Notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware of the breach, as required by law
• Notify you without undue delay if the breach is likely to result in a high risk to your rights and freedoms

7.2. Our notification to you will include:

• A description of the nature of the breach
• The likely consequences of the breach
• The measures we have taken or propose to take to address the breach

7.3. We maintain incident response procedures to detect, investigate, and respond to potential data breaches.

8. Your Rights

Under UK data protection law, you have the following rights:

8.1 Right of Access

You can request a copy of the personal data we hold about you.

8.2 Right to Rectification

You can request correction of inaccurate or incomplete personal data.

8.3 Right to Erasure

You can request deletion of your personal data in certain circumstances.

8.4 Right to Restrict Processing

You can request that we limit how we use your data in certain circumstances.

8.5 Right to Data Portability

You can request a copy of your data in Excel format.

8.6 Right to Object

You can object to processing based on legitimate interests.

8.7 Rights Related to Automated Decision-Making

We do not make automated decisions that significantly affect you. Cara, our AI assistant, provides suggestions only — all decisions remain with you.

How to Exercise Your Rights

To exercise any of these rights, contact us at [email protected]. We will respond within one month.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: www.ico.org.uk
• Telephone: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

9. Cookies and Similar Technologies

9.1 What Are Cookies?

Cookies are small text files stored on your device when you visit a website. We use cookies that are strictly necessary for the Platform to function.

9.2 Cookies We Use

9.3 Third-Party Cookies

The following third parties may set cookies when you use certain features:

9.4 Local Storage

We use browser local storage to remember your preference for viewing deadlines (table or compact view). This is functional only and does not track you.

9.5 Analytics and Tracking

We do not use any analytics or tracking cookies. We do not use Google Analytics, Facebook Pixel, or any similar tracking technologies.

9.6 Managing Cookies

Because we only use essential cookies required for the Platform to function, disabling cookies may prevent you from using the Platform. Essential cookies do not require consent under UK law, but we inform you of their use here for transparency.

10. International Transfers

Your data is primarily stored in the United Kingdom. Where data is transferred outside the UK (for example, to Stripe or Google for payment processing and email delivery), we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the UK Government
• Transfers to countries with adequate data protection laws

11. Children's Data

The Platform is intended for business use by adults. We do not knowingly collect personal data from children under 18. If you believe we have collected data from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified to you via email or through the Platform.

The "Last updated" date at the top of this Policy indicates when it was last revised.

Continued use of the Platform after changes take effect constitutes acceptance of the updated Policy.

13. Contact Us

For questions about this Privacy Policy or to exercise your data protection rights, contact us at: