Privacy Policy
Last updated: 28 August 2026
Allow is an AI governance platform operated by [Registered company name](“we”, “us”). This policy explains what personal data we collect, why, and what you can do about it. It covers [app.yourdomain.com] and the Allow API.
1. Who we are
[Registered company name], company number [Company number], registered at [Registered office address]. For anything in this policy, write to [privacy@yourdomain.com].
When you use Allow as an employee of a customer organisation, that organisation decides what goes into Allow and why. In data protection terms they are the controller and we are the processor. For your own account details — your name, your email, how you sign in — we are the controller. Requests about records inside your organisation’s workspace should go to that organisation first.
2. What we collect
Your account
- Name and email address.
- A password, stored only as a bcrypt hash. If you sign in with Google we hold no password at all.
- When you sign in with Google: the account identifier Google gives us, the email address on that account, and your name. We ask Google for nothing else — no Drive, no Gmail, no calendar.
- Your role in each organisation, and which workspaces you can reach.
- Whether you want emails about plan limits.
What your organisation records
- Organisation name, and the company profile answered during setup: sector, size, region, operating model and governance priorities.
- AI systems your colleagues register or import — name, purpose, vendor, business area, and the application it runs in.
- Names and email addresses of people recorded as owners. These are often entered by a colleague, and the person named may not have an Allow account. If you have been named as an owner and want to know what is held about you, contact the organisation that recorded it, or us at [privacy@yourdomain.com].
Activity
Allow keeps an audit log of material actions, because a governance product that cannot show who changed what is not doing its job. Each entry records who acted, what they did, when, and the IP address and browser the request came from. Sign-ins and failed sign-in attempts are both recorded — failures matter, because repeated ones are how an attack looks.
What we do not do
- No advertising, no ad networks, no data sold or shared for marketing.
- No third-party analytics or tracking scripts.
- No tracking cookies. Your session is held in your browser’s local storage and is sent only to the Allow API.
- No automated decision-making with legal effect. Allow may draft, suggest and explain; a person decides.
3. Why we use it
| Purpose | Data |
|---|---|
| Providing the service | Account, organisation, and the records your organisation enters |
| Signing you in and keeping the account secure | Credentials, sign-in events, IP address, browser |
| The audit trail your organisation relies on | Actor, action, time, IP address |
| Service email — verification, invitations, password reset, plan limits | Name, email address |
| Billing, where a paid plan applies | Email address and a payment reference held by our payment provider |
We do not send marketing email. Every message Allow sends exists because something happened in your account.
4. Who else processes it
We use a small number of sub-processors. Each receives only what its job needs, and none of them is permitted to use it for their own purposes.
| Provider | What for | What they see |
|---|---|---|
| Resend | Sending service email | Recipient name and email address, message content |
| Stripe | Payments, on paid plans | Billing email and payment details, which they hold — we never see a card |
| Sign in with Google, if you choose it | The sign-in itself. We receive your identifier, email and name |
These providers operate outside the [England and Wales]. Transfers rely on the safeguards described in our agreements with them; write to us for details.
We will also disclose data if the law requires it, and would tell you unless legally prevented from doing so.
5. How it is protected
- Encrypted in transit, and encrypted at rest in our database.
- Passwords are hashed with bcrypt and are never recoverable, by us or anyone.
- Each organisation’s data is separated at the query level. Every request is scoped to the organisation making it, and this is covered by automated tests.
- Access inside an organisation is limited by role, and by which workspaces a member has been granted.
- Repeated failed verification attempts are rate limited, and both successes and failures are recorded.
6. How long we keep it
| Data | Kept for |
|---|---|
| Your account and your organisation’s records | As long as the account is open |
| Audit log | 90 days to 2 years, depending on the plan |
| A deleted workspace | Recoverable for 30 days, then permanently erased |
| A closed account | Recoverable for 30 days, then permanently erased |
Deletion in Allow is deliberately not instant. A removed AI system or workspace is kept so that the record of it having existed survives — that history is what a governance product is later asked to produce. Permanent erasure happens at the end of the periods above.
7. Your rights
You can ask us to:
- Give you a copy of the personal data we hold about you.
- Correct anything inaccurate. Your name is editable in your account settings.
- Delete your account. Account settings has the option; it starts a 30-day window in which you can change your mind.
- Restrict or object to how we use it, or ask for it in a portable format.
Write to [privacy@yourdomain.com]. We answer within one month.
One limit worth being straight about: we cannot delete you from an audit trail that belongs to your organisation, because a record of who did what is the thing that makes it an audit trail. If you were named as an owner of an AI system, ask that organisation to remove you.
If you are unhappy with how we have handled a request, you can complain to [the Information Commissioner's Office (ICO)].
8. Changes
When this policy changes we update the date at the top. If a change materially affects what we do with your data, we will email you before it takes effect rather than relying on you noticing.
9. Contact
[privacy@yourdomain.com]
[Registered company name], [Registered office address]