Privacy Policy
Last updated: 7 August 2026
Protecting Your Privacy
At Intoware, protecting the information entrusted to us is fundamental to how we do business.
Whether you’re visiting our website, speaking with our team or using WorkfloPlus, we believe you should understand what information we collect, why we collect it and how we protect it. This Privacy Policy explains how Intoware Ltd processes personal information, the choices available to you and the rights you have under applicable data protection legislation.
We are committed to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the EU General Data Protection Regulation (EU GDPR).
Who We Are
Intoware Ltd develops and supports WorkfloPlus, a connected work execution platform that replaces paper-based processes with guided digital work instructions.
For information collected through our website, sales activities, marketing communications and customer support, Intoware Ltd acts as the Data Controller.
When our customers use WorkfloPlus to collect and manage information within their own organisation, Intoware generally acts as a Data Processor, while our customer remains the Data Controller responsible for determining how that information is collected and used.
Information Commissioner’s Office Registration: ZA790255
If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us at:
Email: privacy@intoware.com
What Information We Collect
The information we collect depends on how you interact with us.
Website visitors
When you visit our website, we automatically collect limited technical information such as your IP address, browser type, operating system, device information, pages visited and referral source. This information helps us understand how our website is used, improve performance and maintain security.
If you choose to contact us, request a demonstration, register for a webinar, subscribe to our newsletter or download resources, we will also collect the information you provide, including your name, company, job title, business email address and telephone number.
Customers and WorkfloPlus users
To provide WorkfloPlus and our support services, we process information associated with user accounts and the operation of the platform.
Depending on how WorkfloPlus has been configured by your organisation, this may include user account information, workflow responses, uploaded documents, photographs, videos, digital signatures, timestamps, audit logs, device information and, where enabled by your organisation, location information.
Because every customer uses WorkfloPlus differently, the information processed may vary depending on the services being used.
Sales, marketing and events
If you enquire about our products or services, attend one of our events, download content or engage with our marketing activities, we may record details of those interactions so we can respond to your enquiry, improve our services and communicate information that may be relevant to your business.
As a business-to-business software provider, we may also process publicly available professional information and information supplied by reputable business data providers in order to identify organisations that may benefit from our products and services.
How We Use Your Information
We use personal information to operate our business and deliver our services.
This includes providing access to WorkfloPlus, managing customer accounts, responding to enquiries, delivering customer support, providing training, improving our products and services, maintaining the security of our systems and communicating important service updates.
Where appropriate, we also use personal information to send newsletters, product updates, webinar invitations and other marketing communications relating to our products and services. You can opt out of marketing communications at any time.
We may also process personal information where necessary to comply with legal obligations, investigate security incidents, prevent fraud and protect our legitimate business interests.
Artificial Intelligence
WorkfloPlus includes artificial intelligence features designed to help users work more efficiently.
Current AI functionality can assist with activities such as generating workflow content and supporting multilingual working through AI-assisted translation. As WorkfloPlus continues to evolve, additional AI-powered capabilities may be introduced to assist with analysing operational information, identifying trends and improving decision making.
AI is designed to assist users rather than replace human judgement, and AI-generated outputs should always be reviewed where appropriate before being relied upon.
Customer data is not used to train public artificial intelligence models.
Some AI-powered functionality is delivered through trusted third-party technology providers, including Microsoft Azure AI Foundry. AI-assisted translation features may also use trusted language translation services where appropriate. The underlying AI models used by these services may evolve over time as technology develops, while continuing to operate within our contractual, security and privacy requirements.
As our AI capabilities expand, we will publish additional information explaining how these services operate and how information is processed.
Our Legal Basis for Processing
Depending on the purpose of the processing, we rely on one or more of the following lawful bases:Purpose
Lawful Basis
Providing WorkfloPlus and customer support
Performance of a contract
Responding to enquiries and demonstration requests
Legitimate interests
Business-to-business marketing
Legitimate interests
Email newsletters
Consent where required
Website security and fraud prevention
Legitimate interests
Legal and regulatory compliance
Legal obligation
Business-to-Business Marketing
Intoware provides software and services to businesses rather than consumers.
As part of our sales and marketing activities, we may process publicly available business contact information or information supplied by reputable business data providers to identify organisations that may benefit from WorkfloPlus.
We only process this information for legitimate business purposes and always provide a clear opportunity to opt out of future marketing communications.
Cookies and Website Analytics
Like most websites, we use cookies and similar technologies to improve your browsing experience, understand how our website is used and measure the effectiveness of our marketing activities.
These technologies help us maintain website performance, improve user experience and understand how visitors interact with our content.
Full details of the cookies currently in use, together with information about managing your cookie preferences, are available in our separate Cookie Policy.
Working With Trusted Partners
To deliver our products and services, we work with carefully selected technology providers who process personal information on our behalf where necessary. These organisations operate under contractual obligations requiring them to protect personal information appropriately.
Our technology partners currently include services for cloud hosting, customer relationship management, website analytics, digital advertising, email marketing and AI-powered functionality.
Provider
Purpose
Microsoft Azure
Hosting and cloud infrastructure
Odoo
Customer relationship management
Apollo.io
Sales engagement & business contact management
Constant Contact
Email marketing
Google Analytics
Website analytics
Google Tag Manager
Website tag management
Google Ads
Advertising & conversion measurement
Advertising & campaign measurement
YouTube
Embedded video services
Hosting and International Transfers
WorkfloPlus is hosted on Microsoft Azure. Some customers may choose a private deployment where this forms part of their agreed solution.
Some of the organisations we work with operate internationally, which means personal information may occasionally be processed outside the United Kingdom or European Economic Area.
Where this happens, we ensure that appropriate legal safeguards are in place, including recognised contractual protections where required by law.
Protecting Your Information
Information security is central to how we operate.
Intoware maintains an Information Security Management System certified to ISO/IEC 27001, helping ensure that personal information is managed using internationally recognised security controls and best practices.
We use a combination of organisational and technical measures to protect the confidentiality, integrity and availability of personal information. These measures include secure cloud infrastructure, encrypted communications, role-based access controls, authentication, monitoring, logging, regular backups and ongoing security reviews.
Although no online service can guarantee absolute security, we continually review and improve our security practices to reduce risk and protect the information entrusted to us.
How Long We Keep Information
We retain personal information only for as long as it is necessary to fulfil the purpose for which it was collected, to meet our contractual obligations and to comply with applicable legal or regulatory requirements.
Retention periods vary depending on the type of information involved and the services being provided.
Marketing information is generally retained until you unsubscribe or ask us to remove it, while customer information is retained in accordance with contractual obligations and applicable legal requirements.
When personal information is no longer required, it is securely deleted or anonymised where appropriate.
Automated Decision Making
Intoware does not make decisions that produce legal or similarly significant effects solely through automated processing.
AI-powered features within WorkfloPlus are designed to support users rather than replace human decision making.
Your Rights
Depending on your location and applicable data protection legislation, you may have the right to:
- Access the personal information we hold about you.
- Request that inaccurate or incomplete information is corrected.
- Request the deletion of your personal information in certain circumstances.
- Object to particular types of processing.
- Request that we restrict how your information is processed.
- Receive a copy of your personal information in a portable format where applicable.
- Withdraw consent where processing relies on consent.
To protect your privacy, we may ask you to verify your identity before responding to a request.
Your Rights
Depending on your location and applicable data protection legislation, you may have the right to:
- – Access the personal information we hold about you.
- – Request that inaccurate or incomplete information is corrected.
- – Request the deletion of your personal information in certain circumstances.
- – Object to particular types of processing.
- – Request that we restrict how your information is processed.
- – Receive a copy of your personal information in a portable format where applicable.
- – Withdraw consent where processing relies on consent.
To protect your privacy, we may ask you to verify your identity before responding to a request.
If you wish to exercise any of your rights, you can complete our Data Request Form or contact us directly at privacy@intoware.com.
Data Request Form
Customer Responsibilities
Many organisations use WorkfloPlus to collect information relating to their own employees, contractors, customers or other third parties.
Where this is the case, our customer is responsible for ensuring they have an appropriate lawful basis for collecting and processing that information and for complying with their own obligations under applicable data protection legislation.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our products, technology, legal requirements or business practices.
The latest version will always be published on this page together with the date it was last updated.
Contact Us
If you have any questions about this Privacy Policy or how we process personal information, please contact:
Email: privacy@intoware.com
Postal: The Ingenuity Centre, Jubilee Campus, University of Nottingham, Nottingham, NG7 2TU
If you believe we have not handled your personal information appropriately, we encourage you to contact us first so that we can investigate and resolve your concerns.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
Information about your rights and how to make a complaint is available at https://ico.org.uk.