How Jool Cloud handles personal information.

This policy explains how Jool Cloud collects, uses, stores, and protects information when you visit the website, request a demo, contact us, or use the product.

Information we collect

We only collect what the site and the product need in order to work. The information below is organised by where it comes from, so you can see exactly what is given to us and what the product generates on its own.

Information you give us: your name, work email address, company, team size and the content of any message you send through the contact or demo forms.

Information created by your account: your workspace, the quotes, invoices, orders and delivery notes you create, the contacts you add, and the activity needed to keep that data consistent.

Technical information: your IP address, browser and device type, the pages you visit and the errors you encounter, collected to keep the service running and to find faults.

Commercial information: your plan, its billing period and your payment status. We never see or store your full card number — that is handled by our payment provider.

How we use information

Every use of your information is tied to a purpose below. If we ever want to use it for something that is not on this list, we will ask you first.

To answer you: reply to a demo request, a support message or a sales enquiry.

To run the product: authenticate you, load your workspace, save your documents and process the transactions you create.

To bill you: maintain your subscription, issue invoices and keep accounting records.

To improve the service: understand which features are used, prioritise fixes and measure performance after a release.

To keep the service safe: detect abuse, investigate security incidents and enforce our terms of use.

To communicate: send service announcements or replies to your requests. Marketing email is sent only with your consent, and every message carries an unsubscribe link.

Legal basis for processing

Under data protection law we must name a legal basis for each processing activity. Ours are the following, and they apply to the purposes listed in the previous section.

Performance of a contract: the processing needed to give you access to the product and to bill you for it.

Legitimate interests: securing the service, understanding its usage, improving it and defending our legal position. We balance this against your interests and freedoms.

Consent: marketing email, and any optional analytics that is not required to run the product. You may withdraw it at any time.

Legal obligation: retaining invoices, tax records and any other document the law requires us to keep.

Security

We apply the technical and organisational measures below to protect the information in our care. We review them regularly, and we design the product so that the person who administers a workspace sees only what that role requires.

Data in transit is encrypted with TLS, and data at rest is encrypted on the servers and databases that hold it.

Access to production systems is granted on a need-to-know basis, authenticated, and limited to people who need it to do their job.

Backups are taken regularly and tested, so that data can be restored if a system fails.

We log administrative actions so that changes to an account can be traced.

No method of transmission or storage over the internet can be guaranteed to be completely secure. If a breach affects your information, we will notify you and the relevant authority as the law requires.

Data retention

We keep information only for as long as it is needed, and then we delete or anonymise it. In practice:

Commercial documents such as invoices and quotes are kept for the period required by tax and accounting law.

Account data is kept while your subscription is active, then deleted or anonymised after a short recovery window so that an accidental cancellation can be undone.

Support conversations are kept while the request is open and for a limited period afterwards.

Technical logs are kept for a short, fixed period and then deleted automatically.

Backups age out on a fixed rotation, so deleted data disappears from them too.

Where a legal obligation requires us to keep something longer, we keep only that data, and only for as long as it is required.

Cookies

The site uses a small number of cookies and similar technologies, all of which serve a purpose described below. Nothing is used for advertising.

Strictly necessary: keeping you signed in and protecting forms against automated abuse. These work without your consent because the site cannot function without them.

Preferences: remembering your language and other choices so the site behaves as you left it.

Analytics: understanding which pages are used, in aggregate, so we can improve them.

You can block or delete cookies in your browser settings. Blocking the strictly necessary ones will prevent you from signing in.

Your rights

Depending on where you live, you may hold some or all of the following rights over your personal information. To exercise any of them, contact us and we will respond within a reasonable period.

Access: ask for a copy of the personal information we hold about you.

Correction: ask us to fix information that is inaccurate or incomplete.

Deletion: ask us to erase your information where we have no overriding reason to keep it.

Restriction: ask us to pause the use of your information while a dispute is resolved.

Portability: ask us to export your information in a structured, machine-readable format.

Objection: ask us to stop using your information for a particular purpose.

Withdraw consent: change your mind about any processing that relies on your consent.

Complain: contact your local data protection authority if you believe we have handled your information improperly.

Third-party links

This policy applies to this website only. The site may contain links to external websites that we do not operate, such as a social network or a payment provider. Once you follow such a link, your information is governed by that site's own policy and we have no control over it. We are not responsible for the privacy practices of those sites.

Changes to this policy

We update this policy from time to time, and every version is published on this page with its date at the top. If a change materially affects how we use your information, we will tell you before it takes effect. Continuing to use the product after a change means the updated policy applies from that date.

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