1. Who we are and this policy

RunOps is provided by Yubi Limited (company number 13079780, registered office at Oaklands Cottage, Gorstage Lane, Gorstage, Northwich, England, CW8 2ST) (“Yubi”, “RunOps”, “we”, “us” or “our”). We are the controller of personal data we collect about visitors to our website, people who contact us, and users who administer or use a RunOps account.

This policy explains how we collect, use, share, retain, and protect personal data when you visit runops.pro, book a demonstration, use the RunOps service, contact us, or connect a third-party service. It does not replace a customer organisation’s own privacy notice. Where an organisation uses RunOps to process personal data about its customers, employees, or other contacts, that organisation is normally the controller and we process that Customer Data on its documented instructions.

2. Personal data we collect

The data we collect depends on how you interact with RunOps and the features your organisation enables.

• Account and profile data, such as your name, email address, profile image, password or sign-in provider details, organisation, role, and account activity.
• Customer Data that a customer or its authorised users add to the service, including business-contact details, work records, schedules, notes, messages, files, photos, locations, and other information configured by the customer.
• Service and security data, including IP address, device and browser information, authentication events, pages or features used, timestamps, audit events, and diagnostic logs.
• Communications and demonstration data, including enquiries, correspondence, and information submitted through our Cal.com booking experience.
• Integration data. If an authorised user connects Gmail, SignWell, or BoldSign, we process the permissions, account identifiers, tokens, and data that the user authorises us to access in order to provide the relevant feature. We do not receive a user’s third-party password.
• AI and voice data, including prompts, attached files, agent instructions, tool inputs and outputs, and voice recordings or transcriptions when those features are used.

3. How and why we use personal data

We use personal data to provide, secure, maintain, and improve RunOps; create and administer accounts; respond to enquiries; schedule demonstrations; provide support; communicate service updates; prevent fraud, misuse, and security incidents; comply with legal obligations; and establish, exercise, or defend legal claims.

Where UK data protection law applies, we process account, service, and Customer Data as necessary to perform our contract with the customer or user, to take steps at a user’s request before entering a contract, to comply with a legal obligation, or for our legitimate interests in running, protecting, and improving our business. We rely on consent where the law requires it, and you may withdraw consent at any time.

We use Customer Data only to provide and support the service, follow the customer’s instructions, meet our legal obligations, and protect the service. Customers are responsible for ensuring that they have an appropriate lawful basis and have provided any required notices to the people whose data they add to RunOps.

4. AI features

RunOps may use third-party AI providers, including OpenAI, to generate responses, analyse information, transcribe audio, and operate the AI features selected by a customer. Inputs to those features may include Customer Data and account information. We use those providers to deliver the requested functionality and require them to process data for that purpose under applicable contractual terms.

AI-generated output can be inaccurate or incomplete. Customers and users must review output before relying on it or using it to make decisions or communicate with others. Do not submit special-category personal data or other highly sensitive information to AI features unless the customer has assessed that use and has an appropriate lawful basis and safeguards.

5. Who we share personal data with

We share personal data only where necessary to operate the service, comply with law, or protect our rights. This may include service providers that supply hosting, authentication, databases, file storage, background processing, email, messaging, mapping, demonstration scheduling, analytics-free infrastructure logging, AI, and connected integration services.

Our current service providers may include Vercel, Supabase, Cloudflare R2, OpenAI, Resend, Bird, Inngest, Mapbox, Cal.com, Google, SignWell, and BoldSign. A connected third-party service processes data under its own terms and privacy policy. We may also disclose data to professional advisers, regulators, law-enforcement bodies where required, or a buyer or successor in connection with a corporate transaction.

6. International transfers

Some of our providers process personal data outside the United Kingdom or European Economic Area. When we make an international transfer, we use a recognised transfer mechanism and appropriate safeguards where required, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, an adequacy regulation, or another lawful mechanism.

7. Retention and security

We keep personal data for no longer than necessary for the purposes described in this policy, including to provide the service, meet legal, accounting, and reporting requirements, resolve disputes, and enforce agreements. A customer can request deletion of its organisation data through the service; some information may remain in backups or records where retention is required or permitted by law.

We use technical and organisational measures designed to protect personal data, including access controls, organisation-level separation, encryption for sensitive connection secrets, and safeguards appropriate to the nature of the data. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

8. Your rights and choices

Subject to applicable law, you may have rights to request access to, correction of, deletion of, restriction of, or objection to our processing of your personal data, and to request data portability. You may also withdraw consent where processing is based on consent. To exercise these rights, contact us at legal@runops.pro. We may need to verify your identity and may ask a customer to handle requests concerning Customer Data for which it is the controller.

You can complain to the UK Information Commissioner’s Office at ico.org.uk. We would appreciate the opportunity to address your concerns first.

9. Cookies and third-party content

We use strictly necessary cookies to support sign-in and session security. We do not currently use first-party advertising or analytics cookies on the marketing site. Our demonstration booking page uses Cal.com, which may set cookies or collect data under its own privacy policy. Your browser settings may allow you to control cookies, but disabling necessary cookies may prevent parts of the service from working.

10. Changes and contact

We may update this policy to reflect changes to our service, legal requirements, or data practices. We will publish the updated version here and change its effective date. For privacy questions or requests, email legal@runops.pro or write to Yubi Limited, Oaklands Cottage, Gorstage Lane, Gorstage, Northwich, England, CW8 2ST.