Privacy policy

EASEFUL Operations LTD (trading as Easeful Operations) is the data controller — the business that decides what is collected and why. We are registered in England and Wales, company number 16614856, at 86-90 Paul Street, London, EC2A 4NE, United Kingdom.

For anything about your data, including a copy of it or a request to delete it, email chelsea@easefuloperations.com. A person reads it, and you will get a reply within 30 days — usually much sooner.

This notice covers the Easeful Operations client portal and the systems behind it — the place you sign in to see your project, complete a form, or download a file. It also covers what we hold about you from working together: enquiries, bookings, calls, project files and invoices.

Our public website, easefuloperations.com, has its own privacy policy covering things like the Scorecard and The Ops Room.

• Who you are. Your name, email address, phone number, your business and your role — from an enquiry, a booking, or because you told us while we worked together.
• What you told us when you booked. The answers to the questions on the booking form — your website, what you want to focus on, and where you are up to.
• Calls. When a call is recorded, the recording, a written transcript, and a summary. You are told before a call is recorded, and you can say no.
• Your project. Discovery form answers, tasks, comments, and any files either of us uploads.
• Money. Invoices, what was paid and when. Card details go directly to Stripe and never reach us.
• Sign-in and activity.Your portal sign-ins, and a log of changes made to your records so we can explain a record’s history.

We do not buy personal data, we do not sell it, and we do not use it for advertising or profiling.

Under UK GDPR we have to have a lawful reason for holding your data. Ours are:

Performance of a contract

Delivering the work you have engaged Easeful Operations for — your project, its tasks and files, the client portal, and invoicing you.

Legitimate interests

Responding to an enquiry, keeping a record of a conversation so nothing is lost between calls, and running the system securely. Balanced against your interests, and you can object at any time.

Legal obligation

Keeping financial records. HMRC requires business records to be kept for six years, so invoices and payments are retained even after a request to be forgotten.

Consent

Recording and transcribing a call. You are told before a call is recorded and can decline — the work is unaffected.

We keep each kind of data for a set period and no longer, unless the law says otherwise.

Financial records are the one thing we keep even if you ask us to delete everything: HMRC requires businesses to keep them for six years. If you ask to be erased, we remove your name and contact details from those records and keep only the figures.

We use a small number of suppliers to run the system. They act on our instructions only, and none of them may use your data for their own purposes.

Supabase

The database that stores your records, files and sign-in details. Data held in: London, United Kingdom (eu-west-2).

Railway

Hosting — the servers the application itself runs on. Data held in: European Union.

Resend

Sending email — sign-in links, notifications and updates about your project. Data held in: United States.

Anthropic (Claude)

Drafting summaries, proposals and replies. Claude only ever produces a draft for Chelsea to review — it never sends, posts, pays or deletes anything. Data held in: United States.

Cal.com

Scheduling calls and holding what you answered when you booked. Data held in: United States.

Fireflies.ai

Recording and transcribing calls, where you have been told a call is being recorded. Data held in: United States.

Stripe

Taking payments. Card details go straight to Stripe and are never stored by Easeful Operations. Data held in: United States / European Union.

Xero

Accounting. Invoice and payment totals, so the books balance. Data held in: United Kingdom / European Union.

Some of these are based outside the UK, mainly in the United States. Where data leaves the UK it is protected by the standard contractual clauses the UK government recognises, or an equivalent safeguard.

We use Claude, made by Anthropic, to help draft things — a summary of a call, a first pass at a proposal, a suggested reply. It reads what we already hold about your project.

It only ever produces a draft. Chelsea reads and approves everything before it goes anywhere. The system has no ability to let AI send an email, publish anything, take a payment or delete a record — not as a policy, but because those capabilities do not exist in the software. No automated decision is made about you.

The portal sets one kind of cookie: the one that keeps you signed in. There is no analytics, no advertising, and no tracking of any kind here — so there is nothing to consent to, and no banner asking you to.

• sb-<project>-auth-token — Keeps you signed in to the portal. Without it every page would ask you to log in again. Until you sign out, or one hour of inactivity, whichever is first.

Your data sits in a UK-hosted database that enforces, at the database itself, that you can only ever read your own records — not another client’s, and not Chelsea’s private notes. That rule is tested automatically before every change to the software is allowed through.

The portal has no passwords to steal: you sign in with a one-time link sent to your email. Files are private and served through short-lived links.

You can ask us to:

• give you a copy of everything we hold about you
• correct anything that is wrong
• delete it (see above for the financial records we must keep)
• stop or limit what we do with it
• send it to you, or to someone else, in a portable file
• stop relying on legitimate interests, if you object

Email chelsea@easefuloperations.com and say which one. It is free, and we will not ask you to justify it.

If you are not happy with how we handled it, you can complain to the Information Commissioner's Office (ICO). We would rather you told us first so we can put it right.

If this notice changes, the date at the top changes with it. If a change materially affects you, we will tell you rather than expecting you to notice.