THE BACK OFFICE / LEGAL

Privacy Policy

Last updated: June 2026 · The Back Office Team Ltd

This Privacy Policy explains how The Back Office Team Ltd ("we", "us", "our") collects, uses, and protects personal data when you use The Back Office platform. We are committed to handling your data responsibly and in accordance with UK GDPR and the Data Protection Act 2018.

1. Who Is Responsible for Your Data

The Back Office Team Ltd is the data controller for personal data processed through our platform. If you have any questions about how we handle your data, contact us at hello@the-backoffice.co.uk.

2. What Data We Collect

We collect and store the following personal data through the platform:

Names and email addresses — for manager and staff accounts
Work performance data — weekly reviews, submission records, and activity logs
Pay data — figures entered by admins relating to manager earnings
Profile pictures — uploaded voluntarily by managers
Login and access records — for security and audit purposes

We do not collect payment card details directly. Any billing is handled by a third-party payment processor.

3. How We Use Your Data

We use personal data solely to provide and operate The Back Office platform. Specifically:

To authenticate users and maintain account security
To display team and performance information within the platform
To send transactional emails (password resets, review notifications)
To maintain audit logs for account security

We do not use your data for advertising or sell it to any third party.

4. Data Isolation

Each customer's data is stored in a completely separate, isolated database. It is technically impossible for one customer's data to be accessed by another customer through the platform.

5. Who We Share Data With

We use a small number of trusted third-party services to operate the platform:

Railway — cloud hosting and database storage (servers located in the EU/US)
Resend — transactional email delivery

These providers are bound by data processing agreements and are only permitted to process data as instructed by us.

6. Data Retention

We retain personal data for as long as your subscription is active. Upon cancellation or termination of your account, your data is retained for 30 days to allow for export, after which it is permanently deleted.

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right of access — request a copy of the data we hold about you
Right to rectification — ask us to correct inaccurate data
Right to erasure — ask us to delete your data
Right to restriction — ask us to limit how we use your data
Right to portability — request your data in a portable format
Right to object — object to processing of your data

To exercise any of these rights, contact us at hello@the-backoffice.co.uk. We will respond within 30 days.

8. Security

We take reasonable technical and organisational measures to protect your data, including encrypted password storage, token-based authentication, and access controls. However, no system is completely secure and we cannot guarantee absolute security.

9. Cookies

The Back Office does not use tracking or advertising cookies. We use browser localStorage to maintain your login session. No cookie consent banner is required as no tracking cookies are set.

10. Changes to This Policy

We may update this policy from time to time. We will notify you of significant changes via email or the platform. The date at the top of this page indicates when it was last revised.

11. Complaints

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the UK's data protection authority, the Information Commissioner's Office (ICO).

12. Contact

For any privacy-related queries, contact us at hello@the-backoffice.co.uk.