WS Insights — Privacy Policy

1. Introduction

Williams Stanley & Co (“WS Insights”, “we”, “us”, “our”) provides the WS Insights platform (the “Service”) at wsinsights.com. This Privacy Policy explains what personal data we collect, how we use and share it, and the rights available to individuals in connection with the Service.

This Policy applies to individuals who use the Service on behalf of our business customers (“Customers”), and to any other individuals whose data we process in connection with providing the Service.

2. Who we are

Williams Stanley & Co, The Yard Halecat, Witherslack, Grange-Over-Sands, England, LA11 6RT, is the data controller for the personal data described in this Policy, except where stated otherwise. Where we process accounting, sales, or other business data on behalf of a Customer under a services agreement, we do so as a data processor acting on that Customer's instructions.

Contact: support@williamsstanley.co

3. About the Service

WS Insights is an interactive platform for the viewing, presentation, and analysis of financial data. We connect to accounting data from our Customers' enterprise resource planning (ERP) systems and sales data from their electronic point-of-sale (EPOS) systems to produce Profit & Loss reports, Balance Sheets, Daily Sales reporting, and trend analysis.

4. Personal data we collect

We collect and process the following categories of personal data:

• Account data: name, email address, and login credentials for individuals who access the Service, together with the organisation name and site/location names associated with their account.
• Data from connected financial systems: accounting data from ERPs and sales data from EPOS systems. This is predominantly organisation- and transaction-level financial data, but it may incidentally include the names or contact details of individuals recorded within those source systems (for example, staff or contacts named in accounting records).
• Usage data: log-in times, pages and reports viewed, and device, browser, and IP address information collected automatically through use of the Service.
• Support communications: correspondence you send us, for example when contacting our support team.

5. How we collect data

• Directly from users and Customers during registration and onboarding.
• Automatically from connected accounting/ERP and EPOS systems, via integrations that the Customer authorises us to establish.
• Automatically through use of the Service, including cookies, analytics, and log files.

6. How we use personal data

We use personal data for the following purposes and on the following legal bases under UK data protection law:

• To provide, operate, and maintain the Service, including generating reports and analysis - performance of a contract with the Customer.
• To create and manage user accounts and authenticate access - performance of a contract and our legitimate interests in securing the Service.
• To run scheduled reporting and background data-processing jobs - performance of a contract and legitimate interests.
• To communicate with you about the Service, including operational and support messages - legitimate interests.
• To maintain the security of the Service, prevent fraud, and enforce our Terms of Service - legitimate interests and, where applicable, legal obligation.
• To comply with legal and regulatory obligations - legal obligation.
• With your consent, for optional communications such as product updates - consent, where required.

7. Third-party access to Customer data

Third-party access to Customer data is limited to service providers we engage to deliver the Service. We do not sell personal data or Customer data, and we do not permit any of the third parties described below to use Customer data for their own marketing purposes. Access is granted solely for hosting, service delivery, and authorised integrations, under our instructions and the agreements we hold with each provider.

Cloud infrastructure providers

We use cloud infrastructure and database hosting providers, including Neon and Render, to host, operate, and secure the Service and its underlying database. These providers process data strictly to deliver hosting, storage, and infrastructure services on our instructions.

Email and workflow service providers

We use email delivery and workflow/automation services to send operational communications, such as scheduled reports and notifications, and to run background jobs required to process and deliver data within the Service.

Accounting, payments, and integration partners

Where a Customer connects an accounting, ERP, point-of-sale, or payments system to the Service - for example Xero, NetSuite, or Modulr - we exchange only the data needed to synchronise, post, or process the relevant transactions or records on that Customer's behalf, for as long as the integration remains active.

These providers act as our processors or sub-processors (or, in the case of a Customer's own connected systems, as independent controllers of the data held in those systems) and are contractually restricted to using data for hosting, service delivery, and the specific authorised integration.

We may also disclose data to professional advisers, regulators, or public authorities where required by law, or in connection with a corporate transaction such as a merger, acquisition, or asset sale, subject to appropriate confidentiality protections.

8. International data transfers

Some of our service providers, including our cloud infrastructure providers, may process or store data outside the UK or European Economic Area. Where this occurs, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Addendum, the EU Standard Contractual Clauses, or reliance on an applicable adequacy decision.

9. Data retention

We retain personal data and Customer data for as long as necessary to provide the Service, and for a reasonable period afterwards to meet legal, accounting, or regulatory obligations, resolve disputes, and enforce our agreements. Retention of Customer data is also governed by our services agreement with each Customer.

10. Data security

We use appropriate technical and organisational measures designed to protect personal data and Customer data, including encryption in transit, access controls, and restricting access to data on a need-to-know basis. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11. Your rights

Subject to applicable law, you may have the right to:

• Request access to the personal data we hold about you;
• Request correction of inaccurate or incomplete data;
• Request erasure of your data, in certain circumstances;
• Request that we restrict or object to certain processing;
• Request a copy of your data in a portable format; and
• Withdraw consent, where processing is based on consent.

To exercise any of these rights, contact us at support@williamsstanley.co. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ico.org.uk) or your local data protection authority.

12. Cookies

We use cookies and similar technologies to operate the Service and understand how it is used. This includes essential cookies required for the Service to function (such as keeping you logged in), and analytics cookies that help us understand how the Service is used so we can improve it. We do not use cookies for third-party advertising. You can control or disable non-essential cookies through your browser settings, though this may affect how the Service functions.

13. Children

The Service is intended for business use by our Customers' authorised personnel and is not directed at children. We do not knowingly collect personal data from children.

14. Changes to this Policy

We may update this Policy from time to time to reflect changes to the Service or our data practices. We will post the updated Policy on wsinsights.com and update the “Last updated” date above.

15. Contact us

If you have any questions about this Policy or our data practices, please contact us at:

Williams Stanley & Co
The Yard Halecat
Witherslack
Grange-Over-Sands
England
LA11 6RT
Email: support@williamsstanley.co