Last updated: 27 July 2026
Who this applies to
This notice applies to visitors to CompanyMateHQ, workspace owners, invited members, and people whose information is deliberately added to a tenant workspace. “You” means the person using the service or the organisation they represent.
For most workspace content, the customer organisation is the controller and CompanyMateHQ acts as processor. We are an independent controller for our own account, security, billing, and support records.
Data we process
We process the information needed to provide the service: account and invitation details, tenant and owner profile details, company context, approved documents and brand assets, work records, checklist activity, integration connection metadata, and support messages.
Where a customer connects FreeAgent, QuickBooks, or Microsoft 365, we process only the data made available through the customer's chosen connection and the configured scope. Credentials and OAuth tokens remain server-side and are not exposed to other tenants.
Why we use it
We use data to authenticate users, maintain tenant boundaries, provide the workspace and its agent features, prepare requested work, prevent misuse, maintain an audit trail, respond to support requests, and meet legal obligations.
We do not sell customer data or use tenant content to create a public marketing profile of a customer.
AI-assisted processing
When an authorised user asks an agent to prepare a briefing, draft, analysis, or other AI-assisted output, the relevant task context is sent to the configured AI provider to generate that output. The workspace is designed to send only the context needed for the requested task. Users should not place special-category data or confidential data into a prompt unless they have the authority to do so.
Retention and deletion
Workspace data is retained while the customer keeps an active workspace and for the period necessary to support recovery, security, and legal obligations. A customer may ask to delete its workspace data, subject to legal, security, and backup-retention requirements. Exact retention periods should be confirmed in the customer's agreement before production use.
Your rights and contact
Depending on applicable law, you may have rights to access, correct, delete, restrict, object to, or receive a copy of your personal data. Workspace members should first contact their workspace owner. For CompanyMateHQ account and service data, contact [email protected].