Privacy Policy
1. Who we are
The Back Office is a product of T5C Technology Limited (company number 11034162), registered in England and Wales. Registered office: 125 Deansgate, Manchester, M3 2BY. When we say "we", "us" or "our" in this policy, we mean T5C Technology Limited.
If you have questions about this policy or how we handle your data, contact us at support@thebackoffice.uk.
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
- Prize draw entries — if you enter a prize draw we run, your registration details and product activity (such as completing setup or creating a quote or invoice) are used to check eligibility, select and contact the winner, and meet our advertising-rule obligations. See the prize draw terms.
- Payment information — once paid subscriptions begin, 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, or accepted marketing cookies on our website (you can withdraw either 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 and Telegram — to deliver messages between you and your AI assistants, depending on which you choose
- 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
- Meta Platforms Ireland Limited — only if you accept marketing cookies on our website, to measure our Facebook and Instagram advertising (see Cookies below)
- Google LLC — only if you accept analytics cookies on our website, to measure how the site is used via Google Analytics (see Cookies below)
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 support@thebackoffice.uk. We will respond within one month.
8. Cookies
Our website uses three kinds of cookies and similar technologies.
- Essential — these keep the site working and don't need your consent. They remember your dark/light mode choice, your cookie choice, and run the security check (Google reCAPTCHA) on our sign-up form. They store nothing that identifies you to us.
- Marketing (Meta Pixel) — set only if you click Accept on our cookie banner. The Meta Pixel, provided by Meta Platforms Ireland Limited, tells us which of our Facebook and Instagram ads lead to visits and sign-ups, and lets us show our ads to people who have visited the site. It sets a cookie called
_fbp(kept for up to 90 days) and shares your IP address, browser details and the pages you visit with Meta, which may link them to your Meta account if you have one. Meta's own privacy policy is at facebook.com/privacy/policy. If you choose Essential only, none of this loads. - Analytics (Google Analytics) — set only if you click Accept on our cookie banner. Google Analytics 4, provided by Google LLC, measures how the site is used: which pages people visit, how they got here and whether they sign up. It sets cookies called
_gaand_ga_Q4HDNMSJ4B(kept for up to 2 years) and shares your IP address, browser details and the pages you visit with Google. Google's privacy policy is at policies.google.com/privacy. If you choose Essential only, none of this loads.
You can change your mind at any time — use Cookie settings here or in the footer of any page, and we'll ask you again. Withdrawing consent stops the pixel and analytics from loading on future visits; you can clear the cookies it has already set through your browser.
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 support@thebackoffice.uk 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.
