Privacy Policy
Last updated: 24th January 2026
At Peepsio, your privacy is important to us. This Privacy Policy explains how we collect, use, store, disclose, and protect personal data when you access or use our website, platform, and related services (collectively, the “Services”).
This Privacy Policy should be read together with our Terms of Service. Capitalised terms not defined here have the meaning given in the Terms of Service.
By using the Services, you acknowledge that you have read and understood this Privacy Policy.
1. Who We Are
Peepsio is a business-to-business employee relations platform operated by Peepsio Limited, a company registered in the United Kingdom.
Email: [email protected]
For the purposes of applicable data protection laws, Peepsio Limited acts as:
a data controller in relation to account, website, and marketing data; and
a data processor in relation to personal and case data processed on behalf of client organisations within the platform.
2. Scope and B2B Use
The Services are provided for business use only by organisations, HR teams, and HR consultants. Peepsio does not knowingly collect personal data directly from consumers or children.
Client organisations are responsible for ensuring that employees, workers, or other individuals whose data is entered into the platform are provided with appropriate privacy information.
3. Personal Data We Collect
a. Information You Provide
Name, email address, and contact details
Company name, role, and organisation details
Account login credentials
Profile and user preferences
Support requests, communications, and feedback
Case data
b. Information Collected Automatically
IP address and approximate location
Browser type, device type, and operating system
Usage data (such as pages viewed, features used, and interaction logs)
Cookies and similar tracking technologies
c. Platform and Case Data
When using the platform, you or your organisation may upload or generate information relating to employee relations cases, which may include special category personal data under applicable law. This data is processed solely on the instructions of the relevant client organisation.
d. Third-Party Integrations
Peepsio does not currently integrate with third-party platforms. If integrations are enabled in the future, data will be received and shared only in accordance with your configuration, permissions, and applicable agreements.
4. How We Use Personal Data
We use personal data to:
provide, operate, and maintain the Services;
manage user accounts and subscriptions;
communicate with users about service updates, security, and support;
monitor usage, performance, and platform security;
improve and develop the Services, including AI-assisted features;
comply with legal, regulatory, and contractual obligations.
We do not sell or rent personal data.
5. Legal Bases for Processing (UK / EU Users)
Where applicable, we process personal data under one or more of the following legal bases:
performance of a contract;
compliance with legal obligations;
legitimate interests (such as service improvement, fraud prevention, and security);
consent, where required.
6. AI Features and Data Use
The platform includes AI-assisted features such as summaries, drafting, policy guidance, and suggestions.
Personal data and customer content are not used to train public or third-party AI models, including OpenAI models.
AI features operate only on data provided within your account and solely to deliver the Services.
Outputs are generated automatically and must be reviewed and validated by qualified professionals.
7. Data Sharing and Disclosure
We may share personal data with:
Service providers (such as hosting, infrastructure, analytics, and support providers) acting under contractual confidentiality and data protection obligations;
Professional advisers (legal, financial, or insurance) where necessary;
Regulators or authorities, where required by law;
Authorised personnel within Peepsio, subject to strict access controls.
We do not share personal data with third parties for marketing purposes.
8. International Data Transfers
Your data may be processed in countries outside your country of residence. Where international transfers occur, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or equivalent mechanisms.
9. Data Retention
We retain personal data only for as long as necessary for the purposes described in this Privacy Policy and our Terms of Service.
In particular:
account and subscription data is retained for the duration of the customer relationship;
active case data is retained during the subscription period;
closed case data is retained for up to seven (7) years from case closure, unless otherwise agreed;
data is securely deleted or anonymised following termination and applicable export periods, subject to legal requirements.
10. Data Security
We implement appropriate technical and organisational measures to protect personal data, including:
Encryption: Data encrypted in transit (TLS 1.2+)
Access controls: Role-based access and strong authentication mechanisms;
Secure infrastructure: Hosting with reputable cloud providers aligned with recognised security standards (such as ISO 27001 and SOC 2);
Data isolation: Logical separation of customer data between accounts.
While we take security seriously, no system can be guaranteed to be completely secure.
11. Your Rights
Depending on your jurisdiction, you may have rights to:
access, correct, or update your personal data;
request deletion or restriction of processing;
object to processing;
withdraw consent, where applicable;
request data portability.
Requests can be made by emailing [email protected]. Where Peepsio acts as a data processor, requests may be redirected to the relevant client organisation.
12. Cookies
We use cookies and similar technologies to:
enable core functionality;
analyse platform usage;
remember user preferences.
You can manage cookies through your browser settings. Additional details are provided in our Cookie Policy.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Material changes will be posted on our website or within the platform and, where appropriate, notified by email.
14. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact:
Email: [email protected]