Effective date: 1 January 2025  ·  Last updated: 1 January 2025

RepU Limited ("RepU", "we", "us", or "our") is committed to protecting your personal information and your right to privacy. This Privacy Policy explains what information we collect, how we use it, with whom we share it, and what rights you have in relation to it.

This policy applies to all information collected through our website (www.repu.me), the RepU Workspace web application, any associated mobile applications (including the RepU Workspace iOS application), and any related services, sales, marketing, or events.

1. What information do we collect?

1.1 Information you provide to us

We collect personal information that you voluntarily provide to us when you:

• Register for or use the RepU Workspace platform
• Express interest in or purchase our products or services
• Participate in activities on our website (e.g. submitting the contact form)
• Contact us for support or general enquiries

The personal information we collect may include: name, email address, job title, company name, phone number, postal address, and billing/payment information.

1.2 Information collected automatically

When you visit our website or use our applications, we automatically collect certain information, including:

• Device information: IP address, browser type and version, operating system, device identifiers
• Usage data: pages visited, time and date of your visit, time spent on pages, referring URLs
• Analytics data: aggregated usage statistics collected via Google Analytics 4

We collect this data using cookies and similar tracking technologies. Please see Section 7 for more detail.

1.3 Information from third parties

We may receive information about you from third-party sources including social networks (if you interact with our social media presence), analytics providers, and advertising partners.

2. How do we use your information?

We use the information we collect or receive to:

• Create and manage your account on the RepU Workspace platform
• Provide, operate, and maintain our services
• Process transactions and send related information (e.g. purchase confirmations, invoices)
• Respond to enquiries, comments, or questions submitted via our contact form or support channels
• Send administrative and technical notices, updates, and security alerts
• Send marketing and promotional communications (only where you have opted in)
• Monitor and analyse usage and trends to improve user experience
• Detect, prevent, and address fraud and other illegal activities
• Comply with applicable legal obligations

3. Legal bases for processing (GDPR)

Where we process personal data of individuals in the UK or European Economic Area (EEA), we do so under one or more of the following legal bases:

• Contract performance: processing necessary to perform a contract with you or to take steps at your request before entering into a contract
• Legitimate interests: processing necessary for our legitimate business interests, such as improving our services and preventing fraud, where these interests are not overridden by your rights
• Legal obligation: processing necessary to comply with applicable law
• Consent: where you have given explicit consent (e.g. for marketing communications)

4. Sharing your information

We do not sell your personal information. We may share your information in the following circumstances:

• Service providers: we share data with trusted third-party vendors who assist us in operating our website, applications, and business (e.g. cloud hosting, payment processing, analytics). These providers are contractually obligated to protect your data.
• Business transfers: in connection with any merger, sale, or acquisition, your information may be transferred as part of business assets.
• Legal requirements: we may disclose your data where required by law, court order, or to protect our rights, property, and safety or the safety of others.
• With your consent: we may share your data for other purposes with your explicit consent.

Our primary third-party service providers include:

• Google Firebase — authentication and database infrastructure
• Google Analytics 4 — website and app analytics
• Apple App Store — iOS application distribution (subject to Apple's own privacy terms)

5. International data transfers

Our primary data processing infrastructure is hosted in the United Kingdom. Where we engage third-party providers based outside the UK or EEA, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses) to protect your personal data in accordance with applicable data protection law.

6. Data retention

We retain personal information for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. When we no longer need your personal data, we securely delete or anonymise it.

For RepU Workspace accounts, your data is retained for the duration of your account and for a period of 90 days following account deletion, after which it is permanently purged from our systems.

7. Cookies and tracking technologies

We use cookies and similar tracking technologies on our website to improve your browsing experience and to understand how visitors use our site. The types of cookies we use include:

• Essential cookies: necessary for the website to function properly
• Analytics cookies: help us understand how visitors interact with the website (via Google Analytics 4)
• Preference cookies: remember your settings and preferences

You can control or disable cookies through your browser settings. Please note that disabling certain cookies may affect your ability to use some features of our website.

8. iOS application data collection

The RepU Workspace iOS application may collect certain data in connection with your use of the app, including:

• Account credentials (email address) for authentication purposes
• Device identifiers and push notification tokens (for in-app notifications)
• Usage analytics to improve app performance and user experience
• Crash reports and diagnostic data

The iOS app does not collect precise location data, access your contacts, camera, or microphone unless you explicitly grant permission for a specific feature. We do not sell data collected through the iOS app to third parties. For Apple's data practices in relation to the App Store, please review Apple's Privacy Policy.

9. Your privacy rights

Depending on your location, you may have the following rights with respect to your personal data:

• Right of access: request a copy of the personal data we hold about you
• Right to rectification: request correction of inaccurate or incomplete data
• Right to erasure: request deletion of your personal data ("right to be forgotten")
• Right to restrict processing: request that we limit how we use your data
• Right to data portability: receive your data in a structured, machine-readable format
• Right to object: object to our processing of your data based on legitimate interests
• Right to withdraw consent: withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

10. Children's privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected data from a minor, please contact us immediately at [email protected].

11. Security of your information

We implement appropriate technical and organisational security measures to protect your personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include encryption in transit (TLS), encryption at rest, access controls, and regular security reviews. However, no electronic transmission or storage system is 100% secure, and we cannot guarantee absolute security.

12. Links to third-party websites

Our website and applications may contain links to third-party websites. This Privacy Policy does not apply to those websites. We encourage you to review the privacy policies of any third-party sites you visit.

13. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically. Continued use of our services after changes constitutes acceptance of the updated policy.

14. Contact us

If you have questions, comments, or concerns about this Privacy Policy or our data practices, please contact us: