Privacy Policy

1. Who we are

MyPA is a product of Nineworks Ltd ("Nineworks", "we", "us"). For the purposes of UK data protection law, Nineworks Ltd is the data controller for the personal data described in this policy.

• Company: Nineworks Ltd, registered in England and Wales, company number [company number]
• Registered address: [registered address]
• Privacy contact: privacy@nineworks.co.uk

2. What this policy covers

This policy applies to the software Nineworks makes — currently MyPA, our Outlook add-in — together with our licensing service and this website. If we release further products, this policy covers them too unless we say otherwise. It does not cover Microsoft Outlook, Microsoft 365, Exchange or any other third-party service you use alongside MyPA — those are governed by their own privacy policies, and your relationship with those providers is your own.

In short: our software is installed and run on your own computer, not a service you send your data to. That single fact shapes most of what follows.

3. Data we collect

Data you give us

• Licence and trial details — the name, email address and organisation you provide when you download a trial, register a licence or buy MyPA.
• Support correspondence — the messages, screenshots and log files you send us when you contact support, and our replies.
• Payment details — where you purchase a licence, payment is processed by Stripe. Your card details are entered on Stripe's payment form and go to Stripe, not to us. We receive confirmation of the transaction and the associated billing details, and we never see or store your full card number. Stripe processes that data as its own controller, under Stripe's privacy policy.

Data MyPA sends us

• Licence checks — a licence identifier and the product version, sent so we can validate your trial or licence. This is the only information MyPA transmits to us, and it contains nothing from your mailbox, calendar or task list.

MyPA has no account to sign in to, no cloud service behind it and no analytics that report your activity back to us.

Website

• Our hosting provider keeps standard web server logs for this site, including IP addresses, for security and troubleshooting.
• Fonts on this site are loaded from Google Fonts, which means your browser makes a request to Google and Google receives your IP address.

4. Your Outlook mail, calendar and task data

This is the most sensitive data MyPA touches, so we want to be completely explicit about it.

MyPA runs on your computer and processes your data there. It is an add-in for Outlook classic on Windows, and everything it does — reading your tasks and calendar, working out a plan, writing scheduled work back, sorting your inbox with Smart Sweep, recording time in the Time Log — happens locally on your machine, through Outlook itself.

We never receive your mail, calendar or task content. We do not operate a service that takes your data in and processes it for you. There is nothing to opt out of, because that content does not reach us in the first place. It follows that we cannot read it, cannot share it, cannot sell it, and could not produce it if someone asked us to.

• MyPA reads calendar events, tasks and email in your Outlook profile in order to plan your day.
• Planned work is written back to your Outlook calendar as ordinary calendar items.
• Those items then sync to your other devices through Microsoft's own Outlook and Exchange services, exactly as any other calendar entry you create would. That sync is between you and Microsoft; we are not part of it.
• Because MyPA works entirely through Outlook, it can be used with any account type Outlook itself supports. You do not connect a mailbox to us, and there is no separate MyPA account.

The one exception to "nothing leaves your machine" is the licence check described in section 3, which carries a licence identifier and product version and no content of any kind. And if you choose to send us a screenshot or log file with a support request, we obviously receive whatever you put in it — so please redact anything sensitive before you send it.

5. Why we use your data

• To issue, validate and administer trials and licences, and to prevent licence misuse.
• To provide customer support and respond to your enquiries.
• To diagnose faults you report to us.
• To send service messages such as trial expiry reminders, licence information and important product notices.
• To meet our legal, accounting and tax obligations.

Note what is not on this list. We do not use your data to train models, to profile you, to target advertising, or to build a picture of how you work — none of which would be possible, since your mail, calendar and task content never reaches us.

6. Legal basis for processing

• Performance of a contract — providing the software and services you have installed, subscribed to or purchased.
• Legitimate interests — securing our products, preventing licence abuse, diagnosing faults and improving MyPA, balanced against your rights.
• Consent — for optional analytics or marketing email, where we ask for it. You can withdraw consent at any time.
• Legal obligation — for records we are required to keep, such as financial records.

7. Who we share data with

We do not sell personal data. Because your mail, calendar and task content never reaches us, there is nothing of that kind for us to share. What we do hold — licence records and support correspondence — is shared only with service providers who process it on our behalf under contract, and only as far as necessary:

• Hosting and infrastructure providers for this website and our licensing service.
• Stripe, which processes card payments and invoicing for licence purchases.
• Email and support tooling used to correspond with you.
• [List your hosting and support providers here, e.g. Microsoft Azure and your support desk.]

We may also disclose data where we are required to do so by law, or to establish or defend legal claims.

8. How long we keep data

• Licence and purchase records: for the life of the licence and then as required for tax and accounting purposes.
• Support correspondence, including anything you attach to it: [retention period] after the enquiry is closed.
• Licence check records: [retention period].

When data is no longer needed we delete it or anonymise it.

9. Security

We take appropriate technical and organisational measures to protect the personal data we hold, including encryption of data in transit, access controls, and limiting access to those who need it. No system is completely secure, but we work to keep the risk low and to respond quickly if something goes wrong.

The strongest security measure here is architectural: your mail, calendar and task content stays on your own computer, so a breach of our systems could not expose it. Keeping that data safe on your device is a matter of your own machine's security — disk encryption, a locked screen and your organisation's IT policies.

10. International transfers

Where personal data is transferred outside the UK or European Economic Area, we rely on appropriate safeguards such as UK adequacy regulations or standard contractual clauses. This applies only to the limited data described in section 3 — licence records, support correspondence and website logs. [Confirm where your infrastructure and providers are located.]

11. Your rights

Subject to the conditions in data protection law, you have the right to:

• Ask for a copy of the personal data we hold about you.
• Ask us to correct data that is inaccurate or incomplete.
• Ask us to delete data, or to restrict how we use it.
• Object to processing carried out on the basis of legitimate interests.
• Ask us to transfer data you gave us to another provider, where technically possible.
• Withdraw consent at any time, where we relied on consent.

To exercise any of these rights, email privacy@nineworks.co.uk. If you are not satisfied with our response you can complain to the UK Information Commissioner's Office at ico.org.uk.

12. Cookies on this website

This website sets no cookies of its own and carries no advertising or tracking. Fonts are loaded from Google Fonts, which means your browser makes a request to Google's servers and Google receives your IP address. [If you later add analytics, advertising or embedded media, update this section and add a cookie banner.]

13. Children

MyPA is a workplace productivity tool intended for adults. It is not directed at children, and we do not knowingly collect personal data from children.

14. Changes to this policy

We may update this policy as the product changes or the law changes. The date at the top of this page shows when it was last revised. Where changes are significant we will make that clear in the application or by email.

15. Contact us

Questions about this policy, or about how we handle your data: privacy@nineworks.co.uk, or see the contact page for other ways to reach us.