Privacy Policy

Involiqo is operated by Key Pillar AI Ltd, company number 16172894, registered in England and Wales. We act as controller for our own website, enquiries, account administration, billing and service-security activities.

For personal information placed in a business workspace, including invoice and workforce records, the customer organisation normally decides why and how that information is used. We process those records on its instructions to provide Involiqo. The customer is responsible for its own privacy information and lawful basis. Where it acts for another controller, our role may be that of a further processor.

You can contact us through the Contact page or by email at keypillarailtd@gmail.com. Our registered office is 25 Edmund Road, Southsea, England, PO4 0LL.

Depending on how you interact with Involiqo, we may collect:

• Demo and enquiry information: your name, work email, business name, industry, number of locations, invoice volume, areas of interest, message and consent choices.
• Website and security information: request time, page, browser and device information, network address and identifiers used to prevent spam, fraud and abuse. If you allow analytics, this also includes page views, performance measurements, selected conversion events and allowlisted campaign labels. Sanitized technical-error reports may include the error type, page path and release identifier, but not the error message, stack trace, form contents or query string.
• Product account information: identity and authentication details, business membership, role and account preferences. We also record the Customer Terms version, Privacy Policy version, acceptance time and acceptance source when an authenticated user accepts the current documents.
• Business records you provide: supplier, invoice, line-item, transaction, liability, budget and related operational information. These records may include personal information about business contacts.
• Rota and workforce records: staff names and contact details, roles, employment information, availability, shifts, attendance, leave requests, pay rates and pay-related calculations supplied by the customer. Leave categories or notes may reveal health information; only include information necessary for the feature and covered by the customer organisation's lawful basis and safeguards.
• AI interactions: questions and messages sent to the in-app assistant, together with the workspace facts used to answer them or generate insights.
• Support and correspondence: messages, feedback and records of our communications with you.

Please do not include unnecessary sensitive personal information in free-text fields or uploaded business records.

The bases below describe processing for which we are controller. A contract with an employer is not, by itself, a contractual lawful basis for every employee's personal information. Workspace processing on the customer's instructions is governed by the customer's purposes and applicable data-processing terms.

• To respond to enquiries, arrange demonstrations and take steps you request before entering a contract.
• To fulfil a contract with you personally, such as when you are a sole-trader customer, or take steps you request before entering it. For business representatives and invited users, account administration and related communications ordinarily rely on our legitimate interests in delivering the business service.
• To keep an auditable record of product-term acceptance for contract administration, compliance and the establishment, exercise or defence of legal claims.
• To protect the service, prevent abuse, troubleshoot problems and improve reliability in our legitimate interests and those of our customers.
• To measure public-website use and performance where you have allowed analytics.
• To comply with legal, regulatory, tax, accounting and law-enforcement obligations.
• To send optional marketing communications where you have given consent.

Where we rely on legitimate interests, those interests are operating a secure, useful business service, responding to business enquiries and preventing misuse. We consider the impact on individuals before using this basis.

Marketing updates are optional and the demo form does not select them for you. You can withdraw consent at any time by using the unsubscribe option in a message or contacting us. Withdrawing consent does not affect processing that was lawful before withdrawal.

Vercel Web Analytics and Speed Insights load only if you allow analytics through the website privacy control. They help us understand page use, conversion stages, article engagement and technical performance without sending demo-form contents. Vercel describes Web Analytics as cookie-free and uses privacy-focused measurement methods. You can withdraw permission through Privacy settings in the footer.

We share information only where needed with categories of recipients such as:

• cloud hosting, website analytics, performance, database, storage, authentication and security providers;
• email delivery and customer-enquiry providers;
• AI and document-processing providers for invoice extraction, assistant answers and generated insights. These features may send invoice contents, user messages and relevant workspace facts to those providers. Eligible invoice results may be saved automatically depending on the feature and settings, while other results require review;
• payment providers for subscription billing and payment administration;
• professional advisers, auditors, insurers and authorities where required; and
• a buyer or successor if the business is reorganised, sold or transferred.

Providers acting as our processors handle information under the applicable processing terms. Some providers, including payment providers for certain activities, act as independent controllers and explain those activities in their own notices. Authorised workspace users can access information according to their roles; the customer manages those permissions. We do not sell personal information.

Our service suppliers are Supabase Pte. Ltd. (database, private storage and authentication), Vercel Inc. (hosting), Google Cloud EMEA Limited (Document AI), OpenAI OpCo, LLC (AI features), Railway Corporation (malware-scanner hosting) and Plus Five Five, Inc., trading as Resend (application email). Stripe provides subscription payments. See the Customer Terms processing schedule for the relevant data, configured locations, supplier terms and onward-provider lists.

Some suppliers may process information outside the UK. Where UK data-protection law requires safeguards, we use an applicable adequacy regulation or contractual safeguards and supplementary measures. You can contact us to ask for more information about the safeguard relevant to your information.

The production database and application runtime are configured in Ireland, Document AI uses an EU location, and the malware scanner is in EU West. This is not a UK-only or EU-only processing promise: OpenAI uses global processing and Resend primarily processes in the US; global delivery, supplier operations and support can also involve other countries. The processing schedule identifies the suppliers' contractual safeguards, including applicable UK transfer provisions.

We keep information only for as long as needed for the purpose for which it was collected:

• enquiry records are retained while we handle the enquiry and for a reasonable period for follow-up, recordkeeping and legal claims;
• marketing records are retained until consent is withdrawn or the contact is no longer active;
• our own account-administration, billing and correspondence records are retained for the relationship and for the periods needed to meet tax, accounting and other legal duties or deal with disputes;
• workspace records, including workforce records and saved invoice files, remain available while the workspace is retained. After a cancelled paid period, the workspace remains read-only until its owner requests deletion; we do not automatically purge it for inactivity. Trial expiry does not itself delete records. Confirmed workspace deletion removes its live records and uploaded files through a deletion process;
• account-acceptance records are attached to the user account and are currently removed when that account is deleted. They are not a guaranteed permanent archive of a contract;
• backups, operational logs and AI-provider records have separate retention arrangements. Deleting a workspace does not necessarily erase those copies immediately. We do not claim that AI processing has zero retention; and
• short-lived anti-abuse signals are kept only as needed to enforce submission limits and investigate misuse.

We consider the amount, sensitivity, legal requirements, risk and operational need when setting a retention period. Information is deleted, anonymised or securely isolated when it is no longer required.

The current database has daily physical backups with a seven-day accessible window; these do not include uploaded files and do not establish a destruction deadline for all supplier logs. Quarantined uploads and diagnostic extraction traces ordinarily become eligible for cleanup after 30 days, subject to the configured period and retries. OpenAI Standard Retention is enabled: abuse-monitoring content may remain for up to 30 days, or longer where legally required, and some response state may also be stored. API model-training sharing is disabled, and Google Document AI does not train its models on submitted documents. Data handling and model training are different activities.

Available financial and Rota exports have separate scope and limits. An authorised workspace owner can ask us for assistance returning remaining records or original files. Export before confirming permanent deletion if you need copies; live deletion is asynchronous and failed steps are retried.

If your information is in your employer's or another organisation's workspace, contact that organisation first. We assist it with requests as its processor. You can also contact us and we will help identify the appropriate route; this does not restrict your legal rights or right to complain.

Depending on the circumstances, you may have rights to access, correct, erase or restrict your information, object to its use, and receive certain information in a portable format. You may also withdraw consent where processing relies on consent.

You have the right to object to processing based on legitimate interests and to direct marketing. We will stop direct marketing when you object.

Contact us to exercise a right. We may need to verify your identity and will respond within the period required by law. Some rights are subject to exemptions.

Involiqo uses automated tools to extract invoice data, answer assistant questions and generate insights. Depending on the feature and settings, eligible results may be saved automatically; other results are presented for review. OCR and AI can make mistakes. Customers should check records before relying on them for payments, accounts or other consequential decisions.

Rota helps customers organise schedules and calculate workforce information. The customer remains responsible for employment and pay decisions. Involiqo is not intended to make solely automated decisions about individuals that have legal or similarly significant effects.

We use technical and organisational measures designed to protect information, including access controls, private file handling, audit events and security checks for uploaded invoice files. No internet service can promise absolute security. Read more on our Security page.

Please contact us first if you have a privacy question or concern so we can investigate it. You also have the right to complain to the UK Information Commissioner's Office.

Visit the ICO data-protection complaints service for current contact details and guidance.

We may update this notice when our services, suppliers or legal obligations change. Material changes will be highlighted through an appropriate channel, and the date at the top will show the latest version.