Privacy
Policy.

1. Who We Are

Digitsflow LTD is the data controller for personal information processed through Freshmate. We are a private limited company registered in England & Wales (Company No. 16330711) with our registered office at 3rd Floor, 86‑90 Paul Street, London, EC2A 4NE, United Kingdom.

2. Information We Collect

We collect and process the following categories of personal data:

• →Account Information: name, email address, telephone number, country, currency preference, password (encrypted).
• →Inventory Data: food items, expiration dates, quantities, locations, categories, waste records, shopping lists.
• →Organization Data: organization names, team member details, roles, multi-location information.
• →Payment & Billing: processed securely by Stripe; we store subscription status, plan details, billing history. Full card details are never stored by us.
• →Communication Data: email correspondence, support messages, contact form submissions, feedback, notification preferences.
• →Usage & Analytics: IP address, device type, browser information, pages visited, features used, session recordings (via Microsoft Clarity), heatmaps, click patterns.
• →Marketing Data: newsletter subscriptions, marketing preferences, campaign engagement.

3. How We Use Your Data

We process your personal data only where we have a lawful basis under UK GDPR:

4. SMS Notifications

If you opt-in to SMS notifications, we will send text messages to your provided phone number to alert you about expiring inventory items. Message and data rates may apply. You can opt-out at any time by updating your notification preferences or replying STOP to any message. SMS data is processed by our third-party SMS provider in compliance with UK GDPR.

5. Third‑Party Processors

We work with trusted third-party processors who help us deliver Freshmate. All processors are bound by GDPR-compliant data processing agreements:

We may also disclose data when required by law, to protect our legal rights, prevent fraud, or in connection with business transfers (e.g., merger, acquisition). We do not sell, rent, or trade your personal data to third parties for their marketing purposes.

6. International Data Transfers

Some of our third-party processors (e.g., Stripe, Google, Microsoft) may transfer your data outside the UK and EEA. We ensure such transfers comply with UK GDPR through adequacy decisions, Standard Contractual Clauses (SCCs), or equivalent safeguards. Your data is protected to the same standard regardless of where it is processed.

7. Data Retention

We retain your personal data only as long as necessary:

8. Security Measures

We implement industry-standard security measures to protect your data:

In the event of a data breach affecting your rights and freedoms, we will notify you and the ICO within 72 hours as required by UK GDPR.

9. Your Data Protection Rights

Under UK GDPR, you have the following rights:

To exercise any of these rights, email our privacy team at privacy@digitsflow.co.uk. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

10. Children's Privacy

Freshmate is not intended for children under 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately at privacy@digitsflow.co.uk.

11. Automated Decision-Making

We use automated processes to send expiration notifications and generate shopping lists based on your inventory data. These processes do not involve profiling or decisions that produce legal effects. Payment fraud detection by Stripe may use automated risk assessment, subject to Stripe's privacy policy.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified via email or prominent notice on our website. Continued use of Freshmate after changes constitutes acceptance of the updated policy. Last updated: February 2026.