Privacy Policy

2. What personal data do we collect and from whom?

2.1 Data you provide to us

We collect information you provide directly to us when you create an account, use our services, or communicate with us. This includes your name, email address, contact information, account credentials, billing and payment information, company name and business details, and any content or communications you send to us.

2.2 Data we automatically collect about you

When you access our services, we automatically collect certain information about your device and usage, including device information (browser type, operating system, device identifiers), log data (IP address, access times, pages viewed, referring URL), usage information (features used, actions taken, time spent), and cookies and similar tracking technologies.

2.3 Data we collect from connected third-party services

When you connect third-party services to WeldSuite (such as email providers, calendar tools, bank accounts, or other integrations), we may collect data from those services as necessary to provide our platform functionality. We only access data that you have authorised us to access.

2.4 Data we receive from others

We may receive information about you from third parties, including identity verification services, business partners and integration providers, and publicly available sources.

3. Lawful use of your personal data

3.1 Using data from your employer or colleague

If your employer or a colleague has invited you to use WeldSuite, we process your personal data to perform our contract with your organisation. This includes setting up and managing your account, providing access to our services, and facilitating collaboration within your team.

3.2 Using data you uploaded or entered

We process data that you upload or enter into WeldSuite to provide, maintain, and improve our services. This data is processed on the basis of our contract with you and is necessary to deliver the functionality you expect from our platform.

3.3 Using data for legitimate interests

We may process your personal data for our legitimate interests, including detecting and preventing fraud, ensuring network and information security, improving our services, and conducting analytics. We balance these interests against your rights and freedoms.

3.4 Using data to provide product update emails

We may use your contact information to send you product updates, feature announcements, and relevant information about our services. You can unsubscribe from these communications at any time by clicking the unsubscribe link in any email or by contacting us directly.

3.5 Using data to improve our service

We use aggregated and anonymised data to understand how our services are used, identify areas for improvement, and develop new features. This processing is based on our legitimate interest in improving our platform.

3.6 Using data to process job applications

If you apply for a position at WeldSuite, we process your personal data to evaluate your application and manage the recruitment process. This data is processed on the basis of your consent and our legitimate interest in hiring suitable candidates.

4. Who do we share your data with?

We may share your information with service providers who perform services on our behalf, such as hosting, analytics, payment processing, customer support, and, when you connect a bank account, bank data providers. In connection with a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We may also share data when required by law, regulation, or legal process, or to protect the rights, property, or safety of WeldSuite, our users, or others. Finally, we may share your data when you have given us explicit permission to do so.

We do not sell your personal information to third parties.

5. Connected bank accounts

WeldBooks, our accounting module, can connect to your business bank and credit card accounts so that their transactions arrive in your books automatically. A bank is only connected when you choose to connect it and agree to this in WeldBooks. You sign in to your bank in the data provider’s own window: WeldSuite never sees or stores your online banking username or password.

What we receive: the name, type and last four digits of each account you choose to connect, its balance, and its transactions (date, amount, description, and merchant and category where the bank provides them), together with a token that lets us fetch new transactions. We do not receive your full account numbers.

How we use it: only to keep your books. That means importing transactions, matching them to your invoices and bills, reconciling your bank accounts and showing balances. We do not sell this data, use it for advertising, or use it to make credit decisions.

Who processes it: the bank data provider, and the service providers that host WeldSuite (Cloudflare, and Neon on Amazon Web Services). Access tokens are encrypted before they are stored, and all bank data is encrypted in transit and at rest.

Disconnecting and deletion: you can disconnect a bank at any time in WeldBooks, which also revokes our access at the data provider. Transactions that were already imported stay in your books, because they are part of your accounting records, until you delete them or your account. When you delete your account, they are deleted as described under Retention of personal data.

We connect to banks through regulated bank data providers. In the United States we use Plaid Technologies, Inc. (“Plaid”). When you connect a bank through Plaid, Plaid collects and processes your data as described in the Plaid End User Privacy Policy. Where we use another provider, its name and privacy policy are shown to you before you connect.

6. Where we hold and process your personal data

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission, Data Processing Agreements with our service providers, and compliance with applicable data protection frameworks.

Our primary data processing facilities are located in the European Union and the United States. We take steps to ensure that your data is treated securely and in accordance with this Privacy Policy regardless of where it is processed.

7. Security

We implement robust security measures to protect your information, including encryption of data in transit and at rest (AES-256), regular security reviews of our code and dependencies, access controls and authentication mechanisms, employee security training and background checks, and incident response and disaster recovery procedures.

8. Your rights

Depending on your location, you may have the following rights regarding your personal data: the right to access and request a copy of your personal information; the right to request correction of inaccurate or incomplete information; the right to request deletion of your personal information; the right to request transfer of your data in a portable format; the right to request limitation of processing; the right to object to certain processing activities; and the right to withdraw consent where processing is based on consent.

To exercise these rights, please contact us at privacy@weldsuite.org.

9. Retention of personal data

We retain your information for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law. When you delete your account, we will delete or anonymise your personal information within 30 days, except where we need to retain it for legal, regulatory, or legitimate business purposes.

10. General

Our services are not directed to individuals under 16. We do not knowingly collect personal information from children. If we learn we have collected information from a child, we will promptly delete it.

Our services may contain links to third-party websites and services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

11. How to contact us

If you have any questions about this Privacy Policy or our privacy practices, please contact us:

If you are in the EEA and wish to raise a concern about our use of your information, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or your local supervisory authority.