Privacy Policy
Last Updated: September 2026 • WebWMS Logistics Technologies Ltd
1. Introduction & Data Controller
WebWMS ("we", "our", or "us") is committed to safeguarding your privacy and protecting the personal data of our website visitors, sales prospective clients, and platform tenant organizations.
This Privacy Policy explains what personal information we collect, why we collect it, how it is processed and secured, and your legal rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Information We Collect
We collect and process the following categories of information:
- AI Sales Assistant & Lead Data: Name, work email address, company name, phone number, warehouse size, current software, and conversation transcripts voluntarily provided during AI chat interactions.
- Account & Tenant Provisioning Data: Organization name, administrator credentials, staff user profiles, contact details, and tenant workspace configurations.
- Warehouse & Operational Data: Inventory SKUs, warehouse location codes, vendor details, barcode mappings, purchase orders, and fulfillment activity logs necessary to deliver the WMS software.
- Telemetry & Cookie Analytics: First-party analytics cookies (
_webwms_vid), session timestamps, browser type, referral URLs, IP hashes, and landing page views. - Billing & Transaction Records: Invoicing contact details, VAT numbers, and Stripe payment charge references. (Credit card numbers are processed directly by Stripe PCI-DSS Level 1 compliant gateway and never stored on our servers).
3. Lawful Bases for Processing
We process your personal information under the following lawful bases:
To provision your tenant workspace, manage trial accounts, and operate warehouse fulfillment workflows.
To answer sales inquiries, secure platform integrity, track anonymous website performance, and prevent fraud.
Where you have opted in to receive promotional email broadcasts and non-essential analytical cookies.
To maintain accurate financial, VAT, and accounting audit records in compliance with UK tax law.
4. Sub-Processors & Data Sharing
We do not sell your personal data. We share information only with trusted third-party infrastructure service providers essential for platform operations:
- Cloud Hosting: Dedicated secure VPS infrastructure in UK/EU data centers with SSL encryption.
- Payment Processing: Stripe Payments UK Ltd (PCI-DSS Level 1 certified).
- AI Language Model Processing: OpenRouter & LLM inference endpoints (anonymized conversational query processing without model training on your private inventory).
- Email Infrastructure: Encrypted SMTP relays for automated transactional notifications and invoice delivery.
5. Your Rights Under UK GDPR
Under UK data protection law, you have the right to:
- Request access to copies of your personal data held by WebWMS.
- Request correction of inaccurate or incomplete information.
- Request deletion / erasure of your personal data ("Right to be Forgotten").
- Object to or restrict the processing of your data for direct marketing.
- Request data portability in standard machine-readable CSV format.
To exercise any of these rights, please contact our Data Protection team at privacy@webwms.co.uk.