Privacy Overview

Privacy Overview

Version: 1.0 · Owner: Pocket PMO Ltd · Approval status: Approved · Review date: quarterly

Purpose

This overview explains what personal data Pocket PMO processes, why, on what lawful basis, for how long, and with whom it is shared. It complements the customer-facing Privacy Notice at /privacy and the contractual Data Processing Agreement (DPA).

Data controller

Pocket PMO Ltd, a company registered in England and Wales under company number 16982857, with registered office at 6 Salesbury Drive, Billericay, United Kingdom, CM11 2JG. Registered with the UK Information Commissioner's Office under ICO reference ZC137312. Contact: admin@pocketpmo.co.uk.

For personal data processed on behalf of customers (customer employees, project stakeholders and any personal data placed by customers inside project records), Pocket PMO acts as processor. The customer is controller.

For personal data processed for our own purposes (account holders, marketing leads, sales enquiries, support tickets), Pocket PMO acts as controller.

Categories of personal data

• Account data: name, email, avatar URL, chosen persona and language, authentication metadata.
• Organisational data: organisation name, branding assets, membership.
• Project content the customer uploads: task titles and descriptions, RAID items, meeting notes and transcripts, uploaded documents, images and screenshots.
• AI conversation history (owner-scoped).
• Payment metadata via Stripe (name, billing address, subscription state; no card data touches our servers).
• Support tickets and content submitted through public forms.
• Notes submitted to the public AI RAID generator for transient processing; these are not written into a customer workspace. Contact details optionally submitted before an export are stored as marketing leads only where the visitor provides them.
• System-generated data: audit logs, rate-limit records, session information.

Lawful bases

• Contract (Art. 6(1)(b)) for account creation, subscription management, delivery of the service.
• Legitimate interests (Art. 6(1)(f)) for product analytics, service integrity, fraud prevention, and security telemetry (security_events, failed_login_attempts).
• Consent (Art. 6(1)(a)) for optional marketing communications, cookies beyond strictly necessary, and specific AI-assisted features where indicated in-product.
• Legal obligation (Art. 6(1)(c)) where record-keeping is required (payments, tax).

Where personal data belongs to the customer's data subjects (their employees or stakeholders), the customer is the controller and Pocket PMO processes on their documented instructions per the DPA.

Retention

Retention periods are set out in the Data Retention and Deletion Policy. Retention runs while the account is active. Following account closure, personal data is deleted within 30 days, except where retention is required by law (financial records) or by outstanding security investigations. Backups may retain a copy for a further period defined by the managed database platform.

Data subject rights

Data subjects have all rights under UK GDPR: access, rectification, erasure, restriction, portability, and objection. Self-serve tools are provided at /data-privacy. Requests via email to admin@pocketpmo.co.uk are logged in data_deletion_requests and completed within the statutory period.

International transfers

Where transfers outside the UK/EEA are strictly necessary (for example, some AI-model providers accessed through the Lovable AI Gateway), transfers are covered by UK IDTA or EU SCCs with the sub-processor. The current sub-processor list, and the region each sub-processor operates from, is in the Sub-Processor Register.

Automated decision-making and AI

AI features are explicitly advisory. They do not make solely automated decisions that produce legal effects or similarly significant effects on data subjects. Every AI suggestion is human-reviewed before it becomes a fact in the project record or leaves the platform. See the AI Transparency and Responsible AI Policy for detail.

The public RAID generator is the narrowly scoped unauthenticated exception. It accepts pasted notes only, has no access to customer data, and cannot write to a workspace. Browser-side use counters and server-side IP rate limiting enforce the free allowance and fair use.

Contact

Privacy queries: admin@pocketpmo.co.uk. Security queries: admin@pocketpmo.co.uk. Data-subject requests may also be raised via the in-product path at /data-privacy.

Owner confirmation required

• L-03 privacy-lead identity; L-06 insurance; D-01 retention periods per category; D-03 meeting recording retention; D-05 model provider no-training statements.

Document history