Privacy Policy

Machinence Ltd. - Panel.machinence.io

Effective: 21 November 2023

Last Updated: 19 February 2026

UK GDPR CompliantCCPA Compliant

Company Information

Company Name: Machinence Ltd.

Registration: England and Wales

Marketing Website: https://machinence.io

Application (App): https://panel.machinence.io

Registered Address:

128 City Road London, Greater London England, UK EC1V 2NX

Data Protection Officer: privacy@machinence.io

Legal Enquiries: legal@machinence.io

General Support: support@machinence.io

Introduction

Welcome! At Machinence Ltd. (“Machinence,” “we,” “us,” or “our”), we believe that protecting your Personal Data is very important. This Privacy Policy explains how we collect, use, disclose, retain, and safeguard your personal information when you use our AI-powered business platform available at https://panel.machinence.io, our marketing website at https://machinence.io, and all related services, applications, and integrations (collectively, the “Service”).

If you are a Customer, this Privacy Policy is incorporated by reference into the Machinence Service Agreement between you and Machinence.

By accessing or using our Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with any part of this policy, you must not use our Service.

Scope and Application

This privacy policy applies only to the following persons (collectively “you” or “your”):

Visitors

Any person who contacts Machinence, speaks with a Machinence sales representative, or provides feedback (e.g. responds to a survey), any person who visits www.machinence.io, as well as any other Machinence applications or websites that Machinence uses and where a link to this Privacy Policy is included, such as websites created for contests or promotional purposes (the “Websites”).

Customers

Any business owner or business that subscribes to the Machinence software services or otherwise purchases services from Machinence (the “Services”), either through a paid subscription or a trial.

Partners

Machinence’s third-party business partners, including their employees and representatives.

Third-Party Websites and Applications

This Privacy Policy does not apply to any third-party websites, applications, or services, even if these are accessible through Machinence’s Websites or Services. The linking to a third-party website, service or application is subject to the terms and conditions of the third-party website, service, or application.

Responsibility of Our Customers

Customers are responsible for complying with all applicable laws and regulations concerning the Personal Data of their own customers and employees (the “End-Users”) they process when using our Services. Such processing is governed by the applicable agreement and privacy policy between the Customer and its End-Users. Unless End-Users interact with us directly (e.g. respond to an in-app survey about our products, submit feedback), we only process Personal Data of End-Users on behalf of and at the direction of our Customers.

Customers are responsible for addressing any privacy requests from their End-Users. If you are an End-User who interacts with a Customer using our Services and you have a privacy question or request, please review the Customer’s privacy policy and contact the Customer directly.

1. Definitions

Personal Data

Personal Data means any information that relates to an identified or identifiable natural person. This includes data such as name, home address, email address and phone number, as well as IP-address and data specific to the physical, physiological, genetic, economic, cultural or social identity of natural persons. Information about a business, such as its name or physical address, is not Personal Data.

Platform Data

Information collected from or through social media platforms (Facebook, Instagram, LinkedIn, TikTok, Twitter/X, YouTube) when you connect those accounts to our Service.

Processing

Any operation performed on Personal Data, including collection, recording, organisation, structuring, storage, adaptation, retrieval, use, disclosure, transmission, erasure, or destruction.

2. Information We Collect

2.1 Personal Data We Collect Directly from You

When you use our websites or mobile applications to download a whitepaper, request a trial or ask for any other information, you will be asked to provide contact details which we will then use to deliver the requested information and/or service.

When you contact customer support or speak with a sales representative, we may record the call for training purposes and to improve our service.

If you are using or accessing our Services, whether in connection with a paid subscription, a free trial or purchased service, we may ask for specific information, such as your name, address, email address and phone number for us to be able to perform our obligations under the terms of these Services. In addition, we collect your payment details to be able to process the payment of your subscription fee or purchase price.

Customers may provide Personal Data of End-Users and other third parties by inputting that Personal Data into the Services, for example, when they process a transaction. This Personal Data is collected and used in accordance with the Customer’s privacy policy.

We collect:

2.2 Information We May Collect About You Through Our Websites and Applications

Technologies Used by Us

As part of our Websites, including applications, and Services, we use various technologies such as “session” and “persistent” cookies (small data files that we transfer to your computer), web beacons (tiny image files on web pages that communicate information about the page viewer to the beacon owner), log data, and third-party analytics services, such as Google Analytics, to collect and analyse information about Visitors, Customers, and Partners.

Automatically Collected Information:

Managing Cookies: You may delete or disable certain of these technologies at any time via your browser settings.

2.3 Information We Receive from Third Parties

We may sometimes obtain Personal Data about you from third parties (e.g., Facebook, Twitter, Google) and use it to improve or re-market our Services, or to provide a more tailored experience with our Services.

Social Media Platform Data

When you connect your social media accounts to Machinence, we collect information as authorised by your permissions on each platform:

Facebook & Instagram (Meta Platforms)

LinkedIn

TikTok

Twitter/X

YouTube

2.4 Information Collected in the Last 12 Months

Category of Personal Data Source of Collection Purpose for Collection
First and last name Websites, Account creation, Partner onboarding Account creation, transaction processing, relationship management
Contact information (email, phone, address) Websites, Account creation, Partner onboarding Communications, account management, transaction processing
Language preference Websites, Account settings Localisation and user experience
Date of birth Customer account creation Age verification, account creation
IP address Account creation, Standard use of Services Fraud prevention, security, transaction processing
Call recordings Inbound and outbound calls Training purposes and service improvement
Online identifiers, device identifiers Cookies, Log data User experience improvement, service optimisation
Geolocation data Standard use of Services Account creation, localisation, compliance
Government ID documents Payment account creation, Company formations Identity verification, compliance, KYC requirements
Financial information (bank details, card details) Account creation, Partner onboarding Payment processing, subscription management
Credit score or details Customer account creation (payment verification) Risk assessment, fraud prevention

3. How We Use Your Information

3.1 Service Provision

3.2 Social Media Integration

3.3 Communication

3.4 Improvement and Analytics

3.5 Legal and Safety

Important Notice

We do NOT sell, rent, or trade your personal information to third parties for their marketing purposes. Social media data is used solely to provide the features you have requested and authorised.

4. Legal Basis for Processing (UK GDPR)

Under the UK General Data Protection Regulation (UK GDPR), we process your personal data based on the following legal grounds:

Contractual Necessity (Article 6(1)(b))

Processing necessary to perform our contract with you (providing the Service, processing payments, fulfilling orders)

Consent (Article 6(1)(a))

Where you have given explicit consent (e.g., connecting social media accounts, marketing communications, cookies). You may withdraw consent at any time.

Legitimate Interests (Article 6(1)(f))

Processing necessary for our legitimate business interests (security, fraud prevention, service improvement, product development) where not overridden by your rights

Legal Obligation (Article 6(1)(c))

Processing necessary to comply with legal requirements (tax records, regulatory compliance, KYC/AML laws, court orders)

5. How We Share Your Information

5.1 Service Providers and Processors

We share data with trusted third-party service providers who assist us in operating our Service. All service providers are contractually bound to protect your data and use it only for the purposes we specify:

5.2 Social Media Platforms

When you connect social accounts, we share content with:

We do NOT sell, licence, or purchase Platform Data.

We only share your Platform Data to provide the specific features you authorised: publishing content, retrieving analytics, and managing engagement on your behalf.

5.3 Legal Requirements and Protection

We may disclose your information when required by law or when necessary to:

5.4 Business Transfers

In the event of a merger, acquisition, reorganisation, sale of assets, or bankruptcy, your information may be transferred to the acquiring entity or successor. We will notify you via email or prominent notice on our Service before your data is transferred and becomes subject to a different privacy policy.

5.5 With Your Consent

We may share your information with other parties when you explicitly direct us to do so or give us your specific consent.

Data Protection Safeguards

All third-party service providers must sign written agreements (Data Processing Agreements) requiring them to:

6. Social Media Platform Data Handling

This section provides specific information about how we handle data from each social media platform, in compliance with their respective platform policies.

6.1 Meta Platforms (Facebook & Instagram)

Data We Access and Collect:

How We Use This Data:

Data Storage and Security:

Data Retention and Deletion:

We only retain Platform Data as long as necessary for the purposes you authorised. When you stop using a feature, we delete associated data promptly.

Your Rights and Controls:

We respond to all data requests within 30 days and provide clear methods for you to exercise your rights.

Meta Data Deletion Callback:

In compliance with Meta Platform requirements, when you remove our app from your Facebook account, we automatically receive a data deletion callback and will:

Data Deletion Request URL: https://panel.machinence.io/DataDeletion

Prohibited Practices - We DO NOT:

6.2 LinkedIn

Data We Access and Collect:

Data Retention and Deletion:

6.3 TikTok (ByteDance) — Panel.machinence.io Integration

Data We Access and Collect:

How We Use This Data:

Data Security & Retention:

TikTok Compliance — Machinence Ltd. / Panel.machinence.io:

6.4 Twitter/X

Data Collected: Account information (username, display name, profile image), tweet posting permissions, engagement metrics.

Purpose: To publish tweets and threads on your behalf and retrieve analytics.

Data Retention: OAuth tokens retained until disconnection.

Data Deletion: All Twitter data deleted within 30 days of disconnection.

6.5 YouTube (Google)

Data Collected: Channel information, video upload permissions, video analytics, subscriber data.

Purpose: To upload videos to your YouTube channel and access performance analytics.

Data Retention: OAuth tokens and channel data retained until disconnection.

Data Deletion: All YouTube data deleted within 30 days of disconnection.

7. Data Security

We implement administrative, physical, and technical safeguards that meet or exceed industry standards to protect Platform Data and all personal information:

7.1 Technical Safeguards

7.2 Administrative Safeguards

7.3 Physical Safeguards

Data Breach Notification

In the event of any unauthorised access, destruction, loss, alteration, disclosure, or compromise of Platform Data or personal data, we will notify you and affected platforms within 24-72 hours as required by UK GDPR, notify relevant supervisory authorities (ICO in UK), immediately begin remediation and provide detailed impact information, and keep you informed of corrective actions and compliance with notification requirements.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce our agreements:

Data Type Retention Period Reason
Account Information Duration of account + 90 days after deletion Service provision, dispute resolution
Social Media Access Tokens Until disconnected or account deleted Platform integration functionality
Financial/Payment Records 7 years from transaction date Legal requirement (UK tax law, PCI DSS)
Company Formation Documents 7 years from filing date Legal requirement, regulatory compliance
Usage Analytics 24 months, then anonymised Service improvement, product development
Support Communications 3 years from last interaction Customer service quality, dispute resolution
Marketing Consent Records Duration of consent + 3 years Compliance demonstration, PECR requirements
Backup Data 90 days (rolling backup rotation) Disaster recovery, data protection

After the retention period expires, personal data is securely deleted or permanently anonymised such that it can no longer identify you.

9. Your Privacy Rights

Depending on your location, you have the following rights regarding your personal data:

9.1 UK GDPR Rights (UK and EEA Residents)

9.2 California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

How to Exercise Your Rights

10. International Data Transfers

Machinence Ltd. is based in the United Kingdom. Your data, including Platform Data from Meta, may be transferred to and processed in countries outside the UK and European Economic Area (EEA), including the United States, where Meta Platforms, Inc., our cloud infrastructure, and service providers operate.

10.1 EEA Data Transfers (Meta Ireland Data)

For Platform Data controlled by Meta Platforms Ireland Limited that is transferred outside the EEA, we comply with the Standard Contractual Clauses (Module One - Controller to Controller) as approved by European Commission Decision (EU) 2021/914.

10.2 UK Data Transfers

For Platform Data controlled by Meta Platforms, Inc. (US) subject to UK GDPR that is transferred outside the UK, we comply with the UK International Data Transfer Addendum (IDTA) to the EU Standard Contractual Clauses.

10.3 Other International Transfers

For transfers not covered above, we ensure appropriate safeguards:

11. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience and comply with the UK Privacy and Electronic Communications Regulations (PECR):

11.1 Types of Cookies We Use

11.2 Third-Party Analytics

Managing Your Cookie Preferences

12. Children’s Privacy

Our Websites and Services are NOT intended for or directed to children under 18 years of age, and we do not knowingly collect or store any Personal Data about persons under the age of 18.

If we learn that we have collected Personal Data of a child under 18, we will take steps to delete such information from our files as soon as practicable. If you are a parent or guardian and believe your child has provided us with personal data without your consent, please contact us immediately at privacy@machinence.io.

13. Third-Party Links and Services

Our Service may contain links to third-party websites, services, or applications that are not operated by us. These include social media platforms, payment processors (Stripe, PayPal), domain registrars (Tucows), analytics tools (Google Analytics), email service providers, and external websites linked from your generated content.

Important: We are not responsible for the privacy practices, content, or security of third-party websites or services. We strongly encourage you to review the privacy policies of any third-party sites you visit or services you use.

14. Marketing Communications and Consent

14.1 Types of Communications

14.2 How to Unsubscribe

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes:

Previous versions of this Privacy Policy will be archived and available upon request.

16. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Data Protection Officer / Privacy Enquiries: privacy@machinence.io

Data Deletion Requests: legal@machinence.io

General Support: support@machinence.io

Registered Address

Machinence Ltd. 128 City Road London, Greater London England, UK EC1V 2NX

Supervisory Authority

You have the right to lodge a complaint with a supervisory authority if you believe we have not processed your personal data in accordance with applicable law.

United Kingdom: Information Commissioner’s Office (ICO) Website: ico.org.uk Helpline: 0303 123 1113

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