Last updated 5 November 2026
Privacy policy
The short version
- We collect what we need to run your account.
- Advertising cookies from Google Ads, only if you accept them. No analytics.
- We never sell your data, or your clients' data.
- Card payments are handled by Stripe. We never see card numbers.
- Email info@freelance-ops.com to see, fix or delete your data.
Who we are
Freelance Ops is run by Freelance Ops Ltd (company number 17443707), registered office 8 Ladyship Terrace, Belvoir Road, London, SE22 0QQ. In this policy, "we" and "us" means that company. We're the data controller for the personal data described here, apart from the case below.
Your clients' details
When you add your clients to Freelance Ops (their names, emails, addresses, bookings, photos and so on), you decide what goes in and why. For that data, you're the controller and we're your processor: we only store and use it to provide the service to you, as set out in our terms. If one of your clients asks us about their data, we'll pass the request on to you.
What we collect
When you create an account
- Your name, email address and password. The password is stored scrambled (hashed), so nobody can read it, us included.
- The type of business you run, which we use to tailor the app and to understand who uses it.
- Business details you choose to add: business email, address, phone, website, logo and signature.
- How you found us: the website or link you arrived from, any campaign tag in that link, the first page you saw, and your answer to "How did you hear about us?" if you give one. Your browser holds this until you sign up, then we keep it with your account.
If you invite someone, or someone invites you
We record who invited whom. Anyone who opens your invite link sees your first name on the sign-up page, and their welcome email mentions it. When you earn a free month, we email you the first name of the person you invited.
What you add while using it
- Clients, proposals, contracts, invoices, bookings, products, galleries and the photos in them.
- Expenses, receipts and budgets.
- Invoices and contacts you import from other tools.
Payments
- Your subscription: Stripe takes the payment. We keep your Stripe customer reference, your plan and whether payments have gone through, but never your card details.
- Getting paid by your clients: when you connect your own Stripe account, we keep its account reference so we can create payment links on your behalf. Your clients pay Stripe directly.
Tools you connect
If you connect Xero, QuickBooks, Square, Zoho, HubSpot, Pipedrive or Google Contacts, we store the access keys you give us (encrypted) and the records we import. We only read from those tools, and only when you ask us to.
When your clients use a link you send
When a client accepts a proposal, signs a contract or confirms a booking, we record their name, their signature (if they draw one), the time, their IP address and their browser. This is the evidence that they agreed, and it appears on the signed document.
Support and feedback
Messages you send us through the app or by email, so we can reply and fix what's wrong.
Technical information
Our server records IP addresses and the pages requested, which we use to keep the service secure and to find faults.
Why we use it
| What for | Legal basis |
|---|---|
| Running your account and the features you use | Contract: we need it to provide the service you signed up for |
| Taking subscription payments and keeping billing records | Contract, and legal obligation (tax records) |
| Emails about your account: password resets, reminders about what's due, payment problems | Contract |
| Getting-started emails after you sign up, a monthly summary of your money, and invite rewards | Legitimate interests: helping you get value from the service. Every getting-started and summary email has a link to stop them |
| Showing Google Ads and seeing which ones work | Consent: only if you accept the cookies, and you can withdraw it any time |
| Keeping the service secure and preventing misuse | Legitimate interests |
| Understanding which kinds of business use the app and how people find us, to decide what to build and where to spend time | Legitimate interests |
| Answering support messages | Legitimate interests |
The getting-started emails and monthly summary can mention paid features and offers, such as the beta. Stopping them doesn't affect the emails your account needs. We don't send other marketing emails.
Who we share it with
We don't sell personal data. We use a small number of providers to run the service, who only handle data on our instructions. Google Ads is the exception, as described in the table:
| Provider | What they do |
|---|---|
| Our hosting provider (managed through Laravel Forge) | Runs the server and database that hold your account (UK or EU) |
| Stripe | Subscription payments, and the payments your clients make to you |
| Postmark | Sends our emails, such as password resets and reminders |
| Cloudflare | Stores gallery photos |
| Google Fonts | Serves the fonts the site uses, which means your browser's IP address reaches Google |
| Google Ads | Only if you accept the cookies, on our public pages and never on client links. Google learns which page you visited and can link that to its own ad data. It decides how it uses that data, under its privacy policy. |
The tools you connect (Xero, QuickBooks and so on) get the requests needed to read your data. We may also share data if the law requires it, or with a buyer if the business is ever sold, in which case this policy would still apply.
Data outside the UK
Some of these providers are based in, or use servers in, the US or EU. Where data leaves the UK, we rely on the protections UK law recognises, such as the UK–US data bridge, adequacy decisions or the standard contract clauses approved by the Information Commissioner.
How long we keep it
- For as long as your account is open.
- When you close your account, we delete your data and your clients' data within 30 days. Records of your subscription payments are kept for 6 years, because UK tax law requires it.
- Server logs are kept only for as long as needed to keep the service secure.
Cookies and browser storage
Only if you accept
Advertising cookies from Google Ads, on our public pages, so we can see which ads bring people here. We ask before any are set, and rejecting them changes nothing else about the site. We don't use analytics cookies. You can change your mind at any time: .
Needed for the site to work
- When you log in, your browser stores a sign-in token so you stay logged in. It's removed when you log out.
- Your browser remembers your answer about advertising cookies, so we don't keep asking.
- Your browser keeps a note of how you first arrived until you sign up (see above). It isn't sent anywhere unless you sign up, and it's ignored after 90 days.
- When you pay through Stripe, Stripe's pages set their own cookies to prevent fraud. See Stripe's privacy policy.
Keeping it safe
- Everything travels over an encrypted (HTTPS) connection.
- Passwords are hashed and the keys for connected tools are encrypted.
- Client links use long random codes that can't be guessed, and pages behind them are hidden from search engines.
No system is perfectly secure. If a breach puts your data at risk, we'll tell you and the Information Commissioner's Office as the law requires.
Your rights
Under UK data protection law you can ask us to:
- give you a copy of your data
- correct anything that's wrong
- delete your data
- limit or stop how we use it
- send your data to you or another service in a usable format
Email info@freelance-ops.com. We'll reply within one month and it's free. If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113, though we'd appreciate the chance to put it right first.
Children
Freelance Ops is for businesses. You need to be 18 or over to create an account.
Changes to this policy
If we change this policy, we'll update the date at the top. If the change is significant, we'll email account holders before it takes effect.
Contact
Freelance Ops Ltd, 8 Ladyship Terrace, Belvoir Road, London, SE22 0QQ. Email info@freelance-ops.com.