myadminmate.com
myadminmate.com
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the MyAdminMate website, mobile application, and related services. MyAdminMate Limited is the data controller responsible for your personal data under UK GDPR and the Data Protection Act 2018.
1.1.1 Name, email address, contact details, and account credentials.
1.1.2 Business details such as trading name, company number, address, and tax or invoice details.
1.1.3 Customer, quote, invoice, expense, and project data you enter into the app.
1.1.4 Information you submit through forms, emails, or support requests.
1.2.1 IP address and approximate location derived from it.
1.2.2 Device type, operating system, app version, server logs, and interaction events needed to operate and secure the service.
1.3.1 Audio captured when you use voice features.
1.3.2 Images you capture or upload, such as receipts, invoices, and documents.
1.3.3 Text inputs you submit for AI-assisted features.
2.1 Provide, maintain, secure, and improve the services.
2.2 Process and manage your subscription.
2.3 Perform AI-assisted features such as voice-to-quote, expense classification, and document understanding.
2.4 Respond to support requests and send essential service communications.
2.5 Detect, prevent, and investigate fraud, abuse, or security incidents.
2.6 Comply with our legal, tax, accounting, and regulatory obligations.
2.7 Analyse aggregated, non-identifying usage to improve the service.
2.8 We do not sell your personal data and we do not use your personal data for advertising.
3.1 We will always have a lawful basis for processing your personal data. The table below sets out the main purposes for which we process personal data and the lawful basis or bases we rely on for each.
| Purpose | Lawful basis |
|---|---|
| Creating and managing your account; providing, maintaining, and securing the service; managing your subscription | Performance of a contract |
| Providing AI-assisted features (voice-to-quote, expense classification, document understanding) | Performance of a contract; consent for any optional features that ask for it |
| Sending essential service and account communications | Performance of a contract; our legitimate interests in operating the service |
| Detecting, preventing, and investigating fraud, abuse, or security incidents | Our legitimate interests in protecting the service and our users; legal obligation |
| Complying with legal, tax, accounting, and regulatory obligations | Legal obligation |
| Analysing aggregated, non-identifying usage to improve and develop the service | Our legitimate interests in improving and developing the service |
| Sending marketing communications about our products and services | Consent, or our legitimate interests where you are an existing customer and the law permits |
3.2 Where we rely on legitimate interests, those interests are operating, securing, improving, and developing our services, preventing fraud and abuse, and keeping our customers informed about relevant products and services. Where we rely on consent, you may withdraw it at any time.
4.1 We share personal data only with processors and service providers needed to operate the service, each subject to appropriate data-protection terms where required.
4.1.1 Subscription and payments: RevenueCat, Apple App Store, and Google Play.
4.1.2 Authentication: secure authentication operated on infrastructure we control.
4.1.3 Hosting and infrastructure: Hetzner Online GmbH using EU data centres.
4.1.4 AI processing: OpenAI, Anthropic, and Google for speech-to-text, document understanding, and AI-assisted workflows.
4.1.5 Email and transactional messaging: Google Workspace.
4.1.6 Marketing, customer engagement, and CRM: HubSpot, used to manage customer contact, support engagement, and marketing communications.
4.1.7 Legal and regulatory: where required by law, court order, or to protect rights, safety, or property.
4.1.8 Business transfers: in connection with a merger, acquisition, or sale of assets, with equivalent protection for your data.
4.2 AI providers process relevant input such as voice audio, images, or text to return the requested output. Under their standard API or enterprise terms, they do not use your content to train general-purpose models.
5.1 When you use company lookup or postcode validation features, we may send your search query or postcode input to the relevant lookup service so results can be returned to you. The app also uses reference datasets derived from UK company and postcode sources for offline recognition and attribution.
6.1 Our primary hosting is located in the European Union. Some processors, including OpenAI, Anthropic, Google, and RevenueCat, may be based in the United States or process data globally. Where we transfer personal data outside the UK, we rely on appropriate safeguards such as the UK International Data Transfer Agreement, UK Addendum to EU Standard Contractual Clauses, or relevant adequacy frameworks.
7.1 Account and profile data: for the duration of your account, then up to 30 days after closure to allow restoration.
7.2 Invoices, quotes, and expense records: at least 6 years after the relevant tax year where required for UK accounting and HMRC purposes.
7.3 Raw voice audio: we do not store or keep voice recordings.
7.4 Voice transcripts and saved outputs: retained under your control as part of your business records, deleted on request or account closure where legally possible.
7.5 Subscription and billing audit records: 6 years.
7.6 Authentication and security logs: up to 12 months.
7.7 Application and API logs: up to 60 days.
7.8 Support correspondence: up to 3 years from the last interaction.
8.1 We use technical and organisational safeguards including encryption in transit, encryption at rest, secure authentication, access controls, least-privilege staff access, and review of access logs and processing activities. No internet service is completely secure, but we work to protect your data and respond to security incidents appropriately.
9.1 Under UK GDPR, you may have rights to access, rectify, erase, restrict, port, object to processing, withdraw consent, and lodge a complaint with the Information Commissioner's Office. To exercise your rights, contact support@myadminmate.com. We aim to respond within one month.
9.2 There is normally no charge for exercising your rights. If a request is manifestly unfounded or excessive (for example, if it is repetitive), we may charge a reasonable fee to cover our administrative costs, or refuse to act on the request, as permitted by law.
10.1 We use HubSpot to manage customer engagement and to send communications about our products and services.
10.2 We will only send you marketing communications where you have consented to receive them, or where we are otherwise permitted to do so by law, for example where you are an existing customer and we are telling you about similar products or services.
10.3 You can opt out of marketing communications at any time by using the unsubscribe link in any marketing email, by adjusting your preferences in your account, or by contacting us at support@myadminmate.com. Opting out of marketing will not affect the essential service and account communications we need to send you to operate your subscription.
10.4 You may also wish to register with the preference services that operate in the UK, such as the Mailing Preference Service, which may help to reduce unsolicited marketing from other organisations.
11.1 The MyAdminMate mobile app does not use cookies.
11.2 Our website hosts links to download the app from the Apple App Store and Google Play. It does not collect personal data through forms, account registration, or similar means. The only non-essential cookies the website uses are analytics cookies, which help us understand how visitors use the site. A strictly necessary cookie may also be used to remember your cookie preferences; this does not require your consent.
11.3 All cookies used on our website are used in accordance with current Cookie Law (the Privacy and Electronic Communications Regulations 2003, as amended) and UK GDPR. Analytics cookies may process limited information such as your IP address and how you interact with the site, and are only placed with your consent.
11.4 Before any analytics cookies are placed on your device, you will be shown a consent banner requesting your consent. You may refuse them, and you may withdraw or change your consent at any time through the cookie settings on our website. Refusing analytics cookies will not prevent you from using the website. You can also control cookies through your internet browser settings.
11.5 The specific analytics cookies currently in use, including their provider, purpose, and duration, are listed in the cookie settings available on our website.
12.1 The app requests camera access only for explicit, user-initiated actions such as capturing receipts, invoices, or documents. We do not access your camera passively or use captured images for facial recognition, advertising, or unrelated purposes. You may revoke camera access through your device settings.
13.1 The app requests microphone access only for user-initiated voice features such as voice-to-quote and dictated notes. The microphone is active only when you start a voice action. We do not record audio in the background and do not use voice data for advertising, voiceprint identification, or unrelated purposes. You may revoke microphone access through your device settings.
14.1 The website and app may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those services.
15.1 The services are intended for business users and not for individuals under 16. We do not knowingly collect personal data from children. If you believe a child has provided personal data, please contact us and we will delete it where required.
16.1 We may update this Privacy Policy from time to time. When we do, we will revise the effective date and, where the change is material, notify you by email or in-app notice before it takes effect.
17.1 For questions, rights requests, or complaints, contact MyAdminMate Limited at support@myadminmate.com or 2 Tower House, Tower Centre, Hoddesdon, Hertfordshire, England, EN11 8UR.
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