Privacy Policy

Last updated: 8 March 2026  ·  Checkd Development Ltd trading as The Back Office

1. Who we are

The Back Office is a product of Checkd Development Ltd (company number to be confirmed), registered in England and Wales. When we say "we", "us" or "our" in this policy, we mean Checkd Development Ltd.

If you have questions about this policy or how we handle your data, contact us at hello@thebackoffice.ai.

2. What data we collect

We collect the following information when you sign up for or use The Back Office:

• Account information — your name, email address, phone number, and business name
• Business data — client details, job information, quotes, invoices, and scheduling data that you create or manage through the service
• Messaging data — messages you send to and receive from our AI assistants via WhatsApp or Telegram, used to process your requests and provide the service
• Payment information — billing details processed securely through our third-party payment provider (we do not store full card numbers)
• Usage data — how you interact with the service, feature usage, and performance data to help us improve the product
• Device and technical data — browser type, IP address, and device information when you access our website or dashboard

3. How we use your data

We use your data to:

• Provide and operate The Back Office service — generating quotes, sending invoices, managing your schedule, and running your AI crew
• Process payments and manage your subscription
• Send you service-related communications (e.g. payment confirmations, feature updates)
• Improve and develop the product based on usage patterns
• Provide customer support
• Comply with legal obligations

We will never sell your personal data to third parties. We do not use your business data to train AI models.

4. Legal basis for processing (UK GDPR)

We process your data under the following legal bases:

• Contract — processing necessary to provide you with the service you've signed up for
• Legitimate interests — improving our product, preventing fraud, and ensuring security
• Consent — where you've opted in to marketing communications (you can withdraw this at any time)
• Legal obligation — where we're required to retain data by law

5. Who we share your data with

We share data only with trusted third parties who help us deliver the service:

• WhatsApp / Telegram — to deliver messages between you and your AI assistants
• AI providers — to process your requests (your data is not used to train their models)
• Payment processors — to handle subscription billing securely
• Hosting providers — to store and serve your data securely
• CRM and email providers — to send service communications

All third parties are bound by data processing agreements and are required to handle your data in accordance with UK GDPR.

6. Data retention

We keep your data for as long as your account is active and for a reasonable period afterwards in case you decide to re-activate. If you ask us to delete your account, we will remove your personal data within 30 days, except where we are legally required to retain it (e.g. financial records for HMRC purposes, which we keep for 6 years).

7. Your rights

Under UK GDPR, you have the right to:

• Access — request a copy of the data we hold about you
• Rectification — ask us to correct inaccurate data
• Erasure — ask us to delete your data ("right to be forgotten")
• Restriction — ask us to limit how we use your data
• Portability — receive your data in a structured, machine-readable format
• Object — object to processing based on legitimate interests
• Withdraw consent — where processing is based on consent, withdraw it at any time

To exercise any of these rights, email us at hello@thebackoffice.ai. We will respond within 30 days.

8. Cookies

Our website uses essential cookies to keep the site functioning properly. We may also use analytics cookies to understand how visitors use the site. You can manage your cookie preferences through your browser settings. We do not use advertising or tracking cookies.

9. Data security

We take the security of your data seriously. We use encryption in transit (TLS) and at rest, access controls, and regular security reviews to protect your information. However, no system is 100% secure, and we cannot guarantee absolute security.

10. International transfers

Some of our service providers may process data outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions, to protect your data to the same standard as UK GDPR requires.

11. Children

The Back Office is a business tool designed for tradespeople and sole traders. It is not intended for use by anyone under 18. We do not knowingly collect data from children.

12. Changes to this policy

We may update this policy from time to time. If we make significant changes, we'll let you know by email or through the service. The "last updated" date at the top of this page will always reflect the most recent version.

13. Complaints

If you're unhappy with how we've handled your data, please contact us first at hello@thebackoffice.ai and we'll do our best to resolve it. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.