App privacy notice.

Who is responsible?

ProBizMate is operated by BG NAPPIES LIMITED, registered in Ireland, company number 470115, at Ardcullen, Omeath, Co. Louth, A91 Y7WK, Ireland. Contact me@maebhcollins.com for privacy questions.

This notice covers the ProBizMate app at probizmate-app.pages.dev and these public app pages. We are the controller for our account administration, support and service security. A business using ProBizMate normally controls its own customer, job, review and message records; we process those records to provide the functions it instructs us to perform. Its own privacy notice also applies to its relationship with you.

Data we handle and why

• Account and access details: owner name, business membership, email, linked diary identity, invitation and session records. These let an authorised owner access the right business. When you link or sign in with an existing diary account, your email and password pass to that account's verifier. ProBizMate does not store your password or the source system's login token.
• Connected business records: customer names, contact details, addresses or Eircodes, jobs, dates, notes, prices, quotes and available invoice information. The app reads the connected diary and sends authorised job or project changes back to it. The diary remains the source of those records. When you add or complete a job, ProBizMate also keeps the request, its result and any enquiry link so you can check an interrupted request without booking the work twice.
• ProBizMate invoices and receipts: confirmed supplier and tax details, customer billing details, invoice lines and amounts, linked job references, issue approvals, sequential invoice numbers, received payments, explicit allocations, reversal reasons and accountant export snapshots. These are stored in the ProBizMate database separately from earlier diary invoices. Downloads contain the business information shown in the invoice or accountant pack and remain under your control after download. If you enable invoice email or reminders under saved business rules and the connection is activated, ProBizMate sends the customer billing address, invoice content or outstanding balance to the verified email provider for delivery. We retain the rule version, exact message and sending outcome. Quotes require individual approval; receipt entry itself does not send a message.
• Website reviews: the author's name, general area, rating, title, review text, submission details and moderation decision. All ratings start private. An approved review's name, area, rating, text and date become available on the business's website. Notifications send review details and a private app link to the authorised business recipient.
• Enquiry work: customer requests, contact details, next steps, private notes, follow-up dates and reply drafts. The optional reply writer sends the work request and business name to Anthropic, removing the intake header and known names, contact fields and address values first. Avoid putting sensitive personal details in free-text requests. Draft replies stay private until you choose to use them. Suspected newsletter-only messages are separated into a recoverable Junk view.
• Quotes: customer names, contact details, work addresses, line descriptions, quantities, prices, VAT rates, dates, notes, source references, approval versions and owner-recorded sharing or customer decisions. Quote drafts and their history remain private to the business. Approved PDF and document downloads contain the customer-facing quote details. Downloading or copying does not send the quote to a customer.
• Post packs: the service, general area and work notes you supply, selected job photos, editable captions, approvals and downloads. Starting from a completed job pre-fills its description, area and notes for you to check and remove any private details. Uploaded photos are resized and photo metadata is removed; visible faces, addresses and other identifying details still need your review. Photos and captions remain private in ProBizMate until you download and share them, or approve publication to a connected account. Removing a photo hides it from the pack but does not erase its stored file; deletion requests are handled manually. You choose the connected Page and publication time. Approved Facebook captions and photos are sent directly to Meta, including when you schedule a post. We retain the approved version, selected photos, destination, time, request reference and publication outcome. Disconnecting ProBizMate does not delete posts or cancel posts already scheduled on Facebook. When you choose Write my posts or Rewrite with AI, the business name, service, general area and work notes you submit are sent to Anthropic to write and review separate Facebook, Google and website drafts. Up to three currently approved posts from your business may also be sent as tone examples, with contact details, links and Eircodes removed. Details from those older jobs are not treated as facts about the current job. Uploaded photos, customer records, invoice details and credentials are not included in that writing request. We retain the generated text, model and prompt version, request reference, quality-check outcome and number of style examples for editing and reliable retries. Remove private information from your notes before submitting them.
• Google Business Profile connection, when enabled: Google sign-in lets the app retrieve the business accounts and locations you can manage, including their identifiers, names and business addresses, so you can choose the right location. The app keeps the selected location's identifier and name, connection status, approval history and encrypted access and refresh credentials with any expiry Google supplies. Temporary account choices are also encrypted and expire after ten minutes. Google connection setup is currently pending; linking a location does not publish posts or change its listing. When publishing is enabled, approving a Google post sends its exact caption, selected location and approved photos to Google. Photo links are limited to the approved publication and expire after one hour; anyone holding the exact link can retrieve that photo until expiry or disconnection. We refresh the saved access credential when needed and check whether Google permits posts for that location before sending. We retain the approved snapshot, destination, request reference and provider outcome. Disconnecting does not remove posts Google already accepted. We do not send this Google account data to the AI caption writer or use it for advertising. Disconnecting clears the credentials and outstanding account choices in ProBizMate; the selected location name, identifier and connection history remain until removed through our deletion process. You can also revoke ProBizMate's permission in your Google Account.
• Website job updates: a separate publication approval makes the selected pack's website caption, service, general area and photos publicly available on the configured business website. We keep a copy of that approved version, the owner's approval, destination and publication checks. Later pack edits do not change the published copy. Removing the website update withdraws it from the public feed and photo routes; the private approval record and stored files remain subject to the deletion process. Copies already downloaded or saved elsewhere may remain.
• Instagram, when enabled: the app checks the professional account linked to the selected Facebook Page and asks the owner to confirm its username. We retain its identifiers, permissions, encrypted credential and connection history. A separate publication preview shows the exact approved caption and one selected photo. Publication sends that copy to Meta and retains the approval, container identifier and result for status checks. The photo link is limited to that saved publication and expires after one hour; anyone holding it can retrieve the photo until expiry or disconnection. Disconnecting prevents new app actions but does not delete an Instagram post that Meta already accepted.
• ProBizMate subscription, when activated: continuing to billing sends the business name and internal business and request references to Stripe. You enter billing, tax and payment details on Stripe's hosted checkout or billing portal. ProBizMate stores Stripe customer and subscription identifiers, plan status, billing-period dates, cancellation status, checkout references and signed event records to reconcile your subscription. The app does not collect or store your full card number or security code. This subscription is separate from the customer invoices and receipts in your workspace. See Stripe's privacy policy for its handling of payment information.
• Support and security: messages you send us, request information such as IP addresses and browser details handled by hosting services, hashed sign-in rate-limit identifiers, and records of changes, approvals and delivery attempts. These help us answer questions, protect accounts and investigate faults or misuse.

WhatsApp connection being prepared

The current pilot has no active ProBizMate WhatsApp connection. If enabled after the business's authorisation and Meta onboarding, the direct Meta integration will handle business account and phone identifiers, customer phone numbers and display names, message text, timestamps, business-app message echoes, reply drafts, delivery status and opt-out records. This supports a private conversation inbox and owner-approved replies. It does not import a historical message archive or contact directory into the current app. Unsupported attachments are not downloaded.

Only a new customer message can open the provider's reply window. An owner must check and approve each reply. A message containing only STOP or unsubscribe blocks replies in ProBizMate. Disconnecting does not erase records already received. Contact us to confirm that the connection is disabled and to request deletion. See data deletion instructions.

Our legal grounds

For account administration and support, we process information needed to provide the service under our agreement with you, or to take steps you request before an agreement. Where you act for a company, we rely on our legitimate interest in administering that company's service. We also rely on legitimate interests in securing the service, preventing misuse and keeping an accurate record of authorised actions. We consider the impact on individuals when using these grounds.

We may retain or disclose specific information where necessary to meet a legal obligation or establish, exercise or defend legal claims. The customer business is responsible for the lawful grounds and notices for its customer records, communications and public reviews. Required account details are necessary for access; without them we cannot sign you in. Optional content is supplied when you choose to use a feature.

We do not sell personal data or use this app's records for advertising profiles. The current app does not make solely automated decisions with legal or similarly significant effects on individuals.

Who receives information?

• Cloudflare: app hosting, request processing, security and the D1 database containing account, review, post-pack, audit and any connected WhatsApp records.
• The connected JobDiary service and its NocoDB source: verification of an existing account and the business records the owner opens or edits. ProBizMate does not expose source credentials to other users.
• Anthropic: the Claude API receives the business name, job facts you submit and up to three approved tone examples for caption generation and quality review, and returns draft copy and review results. Its processing may take place outside the EEA.
• Resend: authorised service emails, including the recipient address, notification content and delivery information.
• Stripe, when subscription billing is activated: the business billing account, hosted payment and tax details, subscription status and billing-portal activity described above.
• Support email providers: receiving and responding to messages sent to our contact address.
• Meta/Facebook/Instagram/WhatsApp, when connected: the account permissions, approved Facebook or Instagram captions and photos, publication records, and identifiers, messages and delivery information needed for the direct WhatsApp integration. Meta also processes information under its own applicable terms and privacy notices.
• Authorised people and intended recipients: the business's permitted users, service personnel who need access for support or administration, and recipients selected by the business. Approved website reviews and separately published website job updates are public. We may disclose information to legal advisers or authorities where necessary and lawful.

Google, when connected: Google receives your sign-in and permission choices and ProBizMate's requests to retrieve your Business Profile account and location information. It processes that interaction under its own terms and privacy policy. ProBizMate uses and transfers Google API data in accordance with the Google API Services User Data Policy, including its Limited Use requirements. Access is limited to the business's authorised users and the limited support, security or legal purposes permitted by that policy.

Our app database is configured in Cloudflare's EU jurisdiction. This does not mean every provider operation stays in the European Economic Area. Hosting, email and connected platforms can involve processing outside the EEA, including the United States. Cloudflare's data processing terms and Resend's data processing terms describe their international transfers and EU Standard Contractual Clauses. Contact us for information about the safeguards applicable to your data or a copy of relevant safeguards.

Separate Meta review environment

This notice also covers probizmate-meta-review.pages.dev, our isolated demonstration for Meta's app review. Its Meta test number is connected, separately from the GSD business pilot. It stores the permitted test participant's phone number, messages, reply approvals and delivery records. Template tools store the submitted wording, approval, request result and Meta status. A template submission sends the wording to Meta for review; it does not send a WhatsApp message.

If specifically enabled, an authorised Meta reviewer can use a time-limited access code to view that test conversation, approve a reply to its fixed recipient and exercise the template tools. This access does not open customer businesses, diaries, invoices, photos or owner settings. Access codes and sessions are stored as hashes. We retain grant expiry, revocation and security records, and can disable the grant. Test participants can use the same deletion request process.

Sign-in cookie and browser storage

The app sets pbm_session when you sign in. It keeps you signed in to your business for up to 30 days. It is marked Secure, HttpOnly and SameSite=Strict; the server stores a hash rather than the cookie's secret value. Signing out removes the current server session and expires its cookie. Blocking this necessary cookie prevents sign-in.

The isolated Meta review environment uses a separate pbm_review_session cookie for an authorised review session, lasting up to eight hours. It is also Secure, HttpOnly and SameSite=Strict, and its server record stores a hash. Expiring or revoking the underlying grant prevents continued reviewer access.

We use these cookies to deliver the account access you request. The main workspace has no advertising or analytics cookies and does not use persistent browser localStorage/sessionStorage. The dedicated Meta account-connection page loads Meta's JavaScript SDK for Facebook or WhatsApp sign-in; Meta processes that interaction under its own notice. Account connection flows use a separate Secure, HttpOnly, SameSite=Lax pbm_connect cookie for up to 10 minutes to bind the provider return to the same browser. Connected account credentials are encrypted in ProBizMate and are never included in browser API responses. Loaded work records are held in the page's memory while you use it. A file you deliberately download remains on your device under your control. Public policy pages can be read without signing in.

How long we keep records

The current pilot has no fixed content-retention schedule or automatic account or content purge. Content remains stored until it is manually removed. Cookie expiry, a review-link expiry, signing out or disconnecting a provider does not delete the underlying business records. Deletion requests are handled manually.

During a manual account-closure or deletion assessment, we consider the purpose and continuing necessity of each record: whether account access is still authorised; whether the business still needs operational content for the relevant customer work or publication; whether a support issue is unresolved; and whether security or approval evidence is needed for an incident or legal claim. We identify any specific legal obligation or claim that requires continued retention and explain it in our response.

On account closure or a deletion request, we assess which records can be removed or returned, which belong to the business's source system, and whether any specific retention ground remains. Backup copies and provider records may have a separate lifecycle; a request does not imply instant removal from every backup or a recipient's own records. See how to request deletion.

Your rights and how to use them

Subject to the GDPR's conditions, you can request access, correction, erasure, restriction and portability of your personal data, and object to processing based on legitimate interests. If processing relies on consent, you can withdraw that consent without affecting earlier lawful processing.

Email me@maebhcollins.com. For customer records controlled by a trade business, contact that business or tell us which business is involved so we can help direct your request. We may need proportionate information to confirm your identity and locate the records. Do not send passwords or identity documents unless specifically needed and requested securely.

We respond without undue delay, normally within one month. Where the law permits an extension for a complex or numerous request, we explain the reason within that first month. You can complain to Ireland's Data Protection Commission, or your relevant supervisory authority. You do not have to contact us first.

We update this notice when the app's data handling changes and identify the revision date above.