Privacy Policy
Effective Date: August 20, 2024
Company Name: Beespoke Services Ltd (trading as Backona)
Website: backona.com
Contact Email: info@backona.com
Company Address: Union House, 111 New Union Street, Coventry, England, CV1 2NT
At Beespoke Services Ltd, trading as Backona (“Backona,” “we,” “us,” or “our”), we are committed to safeguarding the privacy and security of your personal data. This Privacy Policy outlines how we collect, use, and protect the personal data of users who interact with our website and use the Backona AI tool, in compliance with the General Data Protection Regulation (GDPR).
1. Data Controller Information
Beespoke Services Ltd is the data controller for the personal data processed through the Backona AI tool and our website. For any inquiries regarding data protection, please contact us at info@backona.com.
2. Personal Data We Collect
We collect and process the following categories of personal data:
2.1 Data Collected via the Backona AI Tool
- User Input Data: Information you provide when interacting with the Backona AI tool, including queries, commands, and other text inputs. This data is processed in real-time to generate responses and insights.
- Interaction Logs: Data related to your usage of the tool, such as interaction history, frequency of use, and session duration. This information helps us improve the tool’s functionality and user experience.
- Technical Data: Information about the device and software you use to access the Backona AI tool, including IP address, device type, browser information, and operating system.
2.2 Data Collected via the Website
- Identification and Contact Data: Information you provide through forms on our website, such as name, email address, and other contact details, typically during registration, inquiries, or newsletter sign-ups.
- Usage Data: Information about your interaction with our website, including pages visited, time spent on the site, and navigation patterns. This data is collected through cookies and similar technologies.
- Technical Data: Information related to the device you use to access our website, such as IP address, browser type, and operating system.
3. Purpose and Legal Basis for Processing
We process your personal data for the following purposes:
3.1 Backona AI Tool
- Performance of a Contract: To provide the Backona AI services you request, including processing your inputs and delivering tailored insights and recommendations.
- Legitimate Interests: To analyze usage patterns, improve the tool’s functionality, and develop new features based on user interactions.
3.2 Website
- Performance of a Contract: To manage your account, respond to inquiries, and provide you with information and services.
- Legitimate Interests: To monitor and improve our website, personalize your experience, and conduct marketing activities.
- Consent: For sending marketing communications and storing non-essential cookies on your device. You can withdraw your consent at any time by contacting us at info@backona.com.
4. Cookies and Similar Technologies
We use cookies and similar tracking technologies on our website and in the Backona AI tool to collect data and improve user experience.
4.1 Types of Cookies
- Essential Cookies: Necessary for the operation of our website and the Backona AI tool. These cookies enable core functionalities like security, network management, and accessibility.
- Analytical/Performance Cookies: Help us understand how you interact with our website and tool, enabling us to improve functionality and performance. Tools used include Google Analytics, Matomo, and HotJar.
- Functionality Cookies: Remember your preferences and settings to enhance your experience on our website and when using the Backona AI tool.
- Targeting/Advertising Cookies: Used to deliver relevant advertisements and track the effectiveness of our marketing campaigns. Tools used include Google Ads, Facebook Pixel, and LinkedIn Marketing.
4.2 Overview of Tools and Data Processing
We use various tools and infrastructure to support our website and the Backona AI tool. Below is an overview of the tools, their purposes, and how they handle your data:
| Tool / Infrastructure | Purpose | Frontend / Backend / Other | Integration Type | Cookies | Data for AI Model Training? |
| DigitalOcean | Managed Kubernetes infrastructure for solution hosting | Infrastructure | Permanent | N/A | N/A |
| DockerHub | Application code Kubernetes images distribution | Infrastructure | Permanent | N/A | N/A |
| OpenAI | LLM models integration (gpt-4o, gpt-4o-mini) | Backend | Based on application setup | No | No |
| Anthropic Claude | LLM models integration (sonnet-3.5) | Backend | Based on application setup | No | No |
| LangChain | LLM models interaction logging and testing | Backend | Permanent | N/A | N/A |
| GCP – Google Analytics API | Integration with Customer GA4 API to interact with model | Backend | Permanent | N/A | N/A |
| HotJar | Track user interactions with the tool | Frontend | Permanent | Yes | N/A |
| Matomo | Track user purchase path from Landing Page to the Tool | Frontend | Permanent | Yes | N/A |
| GA4 Analytics | Track user purchase path from Landing Page to the Tool | Frontend | Permanent | Yes | N/A |
| Google Ads | Marketing tool to gather people’s interest to Landing Page | Frontend | Permanent | Yes | N/A |
| Facebook Pixel | Marketing tool to gather people’s interest to Landing Page | Frontend | Permanent | Yes | N/A |
| LinkedIn Marketing | Marketing tool to gather people’s interest to Landing Page | Frontend | Permanent | Yes | N/A |
| ClickUp | Keeps configuration setup | External Tool | Separate from application | N/A | N/A |
| Mailer Lite | Allowing contact and SignUp for application usage | External Tool | Separate from application | N/A | N/A |
| GitHub | Storing source code and some configuration files in private repo | External Tool | Permanent | N/A | N/A |
This table provides an overview of the tools and services we use, highlighting whether they involve cookies and if any data is used for AI model training purposes.
4.3 Managing Cookies
You can manage your cookie preferences through our cookie consent. Please note that disabling certain cookies may affect the functionality of our website and the Backona AI tool.
5. Data Sharing and Transfers
We do not sell your personal data. We may share your data with trusted third-party service providers who process data on our behalf, including:
- Infrastructure Providers: Such as DigitalOcean for hosting and DockerHub for code distribution.
- AI Model Integrations: Including OpenAI and Anthropic Claude for AI processing, and LangChain for interaction logging.
- Analytics and Marketing Tools: Such as Google Analytics, Matomo, HotJar, Google Ads, Facebook Pixel, and LinkedIn Marketing.
When transferring data outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs).
6. Data Retention
We retain your personal data for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, and reporting obligations.
- User Input Data and Interaction Logs: Retained for a period consistent with our data retention policy to support tool improvement and user experience.
- Website Usage Data: Retained as long as necessary for analysis and optimization purposes.
7. Data Security
We implement robust security measures to protect your personal data from unauthorized access, alteration, disclosure, or destruction. These measures include:
- Zero Vulnerabilities Policy: Ensuring that our applications are free from known vulnerabilities.
- Minimal Dependencies: Using essential and secure third-party services and tools.
- Up-to-Date Infrastructure: Maintaining the latest versions of infrastructure components.
- Custom Hosting: Offering secure hosting options on your infrastructure under custom premium plans.
8. Your Rights Under GDPR
You have the following rights concerning your personal data:
- Right to Access: Obtain a copy of your personal data.
- Right to Rectification: Correct any inaccurate or incomplete personal data.
- Right to Erasure: Request deletion of your personal data under certain circumstances.
- Right to Restrict Processing: Limit the processing of your data under specific conditions.
- Right to Data Portability: Receive your data in a structured, commonly used format.
- Right to Object: Object to processing based on legitimate interests or direct marketing.
- Right to Withdraw Consent: Withdraw your consent at any time for processing based on consent.
To exercise these rights, please contact us at info@backona.com. We will respond to your request within one month, in accordance with GDPR requirements.
9. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our data practices, legal obligations, or the services we offer. Any changes will be posted on this page, and where appropriate, notified to you by email. We encourage you to review this policy regularly to stay informed about how we are protecting your data.
10. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us at:
Beespoke Services Ltd (trading as Backona)
Union House, 111 New Union Street, Coventry, England, CV1 2NT
info@backona.com