Privacy policy
Last updated:
Lilaflow (“Lilaflow”, “we”, “our” or “us”) respects your privacy and is committed to protecting personal information.
This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, create or use a Lilaflow account, use our platform or browser extension, communicate with us, or otherwise interact with our services.
It also explains how information relating to prospects and business contacts may be processed through Lilaflow.
1. About Lilaflow
Lilaflow provides software that helps businesses and sales teams manage professional outreach. The platform can be used to organise prospecting activity, manage campaigns, prepare personalised communications, track outreach activity and understand campaign performance.
Lilaflow is operated by:
LILAFLOW.IO LIMITED
Company number: 17397634
Registered office: Brulimar House, Jubilee Road, Middleton, Manchester, M24 2LX
For privacy enquiries or requests relating to your personal information, contact:
Depending on how personal information is being processed, Lilaflow may act as either a data controller or a data processor.
We generally act as a data controller for information relating to our users, customers, website visitors, enquiries and our own business operations.
Where a customer uses Lilaflow to process prospect, contact or campaign information for their own business purposes, Lilaflow may process that information on the customer's behalf.
2. Information we collect
The information we collect depends on how Lilaflow is used.
Account and user information
When somebody creates or uses a Lilaflow account, we may collect information including:
name;
business email address;
organisation;
job title or role;
team membership;
account permissions;
account preferences;
campaign assignments;
authentication information; and
information provided when communicating with Lilaflow.
Prospect and business contact information
Lilaflow can process professional information about people that users may wish to contact.
This may include:
name;
job title;
employer;
professional profile information;
professional profile URLs;
business location;
industry;
seniority;
company size;
publicly available professional information;
campaign status;
outreach status;
connection status;
notes;
tags;
message or conversation information;
meetings or opportunities; and
other professional information relevant to an outreach campaign.
Lilaflow is intended primarily for business-to-business use. We do not intentionally collect sensitive personal information about prospects where it is not necessary for providing the service.
3. Where prospect information comes from
Prospect information processed through Lilaflow may come from several sources.
These may include:
information uploaded or entered by Lilaflow customers;
business information and data providers;
publicly available websites;
publicly available professional profiles;
company websites;
professional and business directories;
web-based research;
information supplied directly by the individual; and
information generated or recorded as part of campaign activity.
We may use third-party technology and research services to help identify, collect, verify, structure or enrich professional information.
We do not require customers to obtain prospect information from any particular provider.
4. Campaign and outreach information
When Lilaflow is used to manage outreach, we may process information concerning activities such as:
prospects selected for outreach;
connection activity;
messages prepared through Lilaflow;
messages recorded as sent;
responses and conversation outcomes;
skipped or flagged contacts;
campaign progress;
meetings or opportunities;
campaign performance; and
activity completed by individual users.
This allows Lilaflow to organise workflows and provide customers with information about how their campaigns are performing.
5. Personalised communications and AI
Lilaflow may use artificial intelligence and other software tools to help users prepare personalised professional communications.
Information used for this purpose may include:
information about the prospect's professional background;
their company and role;
publicly available professional information;
the customer's campaign objectives;
the customer's offering or positioning;
messaging preferences;
information provided by the customer; and
previous campaign activity where relevant.
AI-generated content is intended to assist users rather than replace their judgement.
Users remain responsible for reviewing communications and deciding whether and when they should be sent.
Lilaflow does not use its messaging functionality to make solely automated decisions about individuals that produce legal or similarly significant effects.
Where third-party infrastructure or AI providers process information on our behalf, we require them to process information in accordance with applicable contractual and data protection requirements.
6. Browser extension
Lilaflow may provide a browser extension to make accessing the Lilaflow platform more convenient.
The extension acts as a way of displaying and accessing the Lilaflow application within the browser.
It does not itself extract information from websites visited by the user, read private communications, obtain passwords or access authentication credentials for third-party websites.
Links to external services may open separately in the user's browser.
7. Website and technical information
When you access our website or application, we may process technical information necessary to operate and secure the service.
This may include:
IP address;
browser type;
device and operating system information;
login times;
application activity;
session information;
security logs;
error information; and
diagnostic information.
We may use this information to maintain security, prevent misuse, diagnose technical problems and operate Lilaflow effectively.
8. How we use personal information
We may process personal information to:
create and administer accounts;
provide the Lilaflow platform;
manage campaigns and prospect information;
organise daily outreach activity;
prepare personalised communications;
record outreach activity;
provide campaign reporting;
provide team and campaign management functionality;
improve our products and services;
diagnose technical problems;
secure accounts and systems;
prevent fraud, abuse or unauthorised activity;
provide customer support;
communicate with customers;
administer subscriptions and payments;
understand how Lilaflow is being used;
develop new features;
comply with legal requirements; and
establish, exercise or defend legal rights.
9. Our lawful bases
Under UK data protection law, we need a lawful basis for processing personal information.
Depending on the circumstances, we may rely on:
Contract
We process information where this is necessary to provide Lilaflow or another service that has been requested.
Legitimate interests
We may process information where this is necessary for our legitimate business interests or those of our customers, provided those interests are not overridden by the rights and interests of the individual.
These interests may include:
providing and improving our services;
enabling appropriate business-to-business prospecting and outreach;
maintaining the security of Lilaflow;
supporting customers;
understanding product performance; and
operating and developing our business.
Where required, we assess these interests against the rights and expectations of the individuals concerned.
Consent
We may rely on consent for particular activities where appropriate, including certain marketing communications or non-essential tracking technologies.
Where we rely on consent, it can be withdrawn.
Legal obligations
We may process information where necessary to comply with a legal or regulatory requirement.
10. Customer-controlled information
Customers may enter, upload or otherwise process information about prospects, customers and other business contacts through Lilaflow.
Where Lilaflow processes this information solely on a customer's instructions, the customer is responsible for determining the purposes for which the information is used and for ensuring that their use complies with applicable law.
Lilaflow may process that information in order to:
provide the service;
perform functions requested by the customer;
maintain and secure the platform;
provide support;
prevent misuse; and
comply with applicable legal requirements.
Depending on the circumstances and the way a particular service is provided, the respective data protection roles of Lilaflow and its customer may be further described in our contractual terms or data processing agreement.
11. Service providers
We use selected third-party companies to help operate Lilaflow.
These may include providers of:
cloud hosting and infrastructure;
database and storage services;
payment processing;
authentication;
artificial intelligence infrastructure;
email and communications;
customer support;
security;
error monitoring; and
analytics.
We only provide these organisations with information where necessary for the services they provide to us and subject to appropriate contractual and data protection arrangements.
We do not sell or rent personal information.
We may also disclose information:
where a user or customer asks us to;
where necessary within the customer's organisation;
where required by law or a competent authority;
to establish, exercise or defend legal rights;
to protect Lilaflow, our customers or others against fraud, abuse or security threats; or
as part of a merger, acquisition, restructuring, financing or sale of the business.
12. Where information is stored
Our primary customer data infrastructure is hosted in the United Kingdom.
Some companies that provide services to Lilaflow may operate internationally. This means limited personal information may in some circumstances be processed or accessed outside the United Kingdom.
Where an international transfer of personal information is subject to UK data protection restrictions, we use an appropriate legal mechanism. This may include:
UK adequacy regulations;
approved contractual safeguards; or
another transfer mechanism permitted under applicable data protection law.
We also take appropriate steps to assess and protect personal information where international transfers occur.
13. How long we retain information
We retain personal information for as long as it is reasonably necessary for the purposes for which it is being processed.
This means retention periods may differ depending on the type of information and how it is used.
For example, we may retain information while:
a customer account remains active;
information forms part of an active or historical campaign;
a customer may reasonably require access to previous campaign information;
it is needed to provide or improve our services;
it is necessary for security or fraud prevention;
there is an ongoing dispute or potential legal claim; or
we have a legal, regulatory, tax, accounting or contractual requirement to retain it.
Following the end of a customer relationship, some information may continue to be retained where there is a legitimate reason to do so.
We periodically review information we hold and may delete or anonymise personal information where it is no longer reasonably necessary.
Customers and individuals may also request deletion of personal information. We will consider those requests in accordance with applicable data protection law.
Information may remain for a limited period within backups or disaster-recovery systems after deletion from our active systems.
Where information has been irreversibly anonymised so that it can no longer identify an individual, we may retain and use that information for purposes such as product analysis, research and statistical reporting.
14. Cookies and analytics
Lilaflow may use cookies, browser storage and similar technologies that are necessary to:
keep users signed in;
maintain application sessions;
protect accounts;
remember essential settings; and
operate the service.
At present, we do not use non-essential website analytics or advertising tracking technologies.
We may introduce analytics or similar technologies in the future to understand how our website and product are used and to improve Lilaflow.
Where consent is required for those technologies, we will provide appropriate information and controls before they are used.
This Privacy Policy will be updated where our use of tracking technologies changes materially.
15. Marketing
We may send information about Lilaflow to existing or prospective business customers where this is permitted by applicable law.
Where consent is required, we will obtain it.
You can opt out of marketing communications at any time by using the unsubscribe option provided or by contacting:
Opting out of marketing will not prevent us from sending necessary service, account, security or administrative communications.
16. Security
We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, disclosure, alteration or destruction.
Measures may include:
access controls;
authentication;
encryption;
secure hosting;
restricted administrative access;
logging and monitoring;
backups; and
security controls provided by our infrastructure partners.
No internet-based service can guarantee absolute security, and users are also responsible for protecting their account credentials and devices.
17. Your rights
Depending on the circumstances, UK data protection law may give you rights including the right to:
access personal information held about you;
correct inaccurate or incomplete information;
request deletion of information;
request restriction of processing;
object to certain processing;
object to direct marketing;
receive certain information in a portable format; and
withdraw consent where consent is the basis for processing.
These rights are subject to certain legal conditions and exemptions.
To make a request, contact:
We may need to verify your identity before completing a request.
Where Lilaflow holds information solely on behalf of one of our customers, we may refer the request to that customer or assist them in responding.
18. Your right to object to direct marketing
You have the right to object at any time to the use of your personal information for direct marketing.
If you object to direct marketing, we will stop using your information for that purpose.
You may also have a right to object where processing is based on legitimate interests. Where this applies, we will consider the circumstances and whether there are compelling legitimate grounds for the processing to continue.
19. Children
Lilaflow is a business-to-business service and is not intended for use by children.
We do not knowingly design our services to collect personal information from children.
If you believe information about a child has been processed through Lilaflow inappropriately, contact info@lilaflow.io.
20. External services and websites
Lilaflow may contain links to or be used alongside third-party websites and services.
Those organisations operate under their own privacy policies and terms. Lilaflow is not responsible for the privacy practices of unrelated third-party services.
21. Changes to this policy
We may update this Privacy Policy where Lilaflow, our processing activities or applicable legal requirements change.
Where changes are material, we may provide additional notice through the Lilaflow platform, our website, email or another appropriate method.
The date at the top of this page shows when the policy was last updated.
22. Complaints
If you have concerns about how Lilaflow handles personal information, please contact us at:
LILAFLOW.IO LIMITED
Brulimar House
Jubilee Road
Middleton
Manchester
M24 2LX
info@lilaflow.io
If you are in the United Kingdom, you also have the right to complain to the Information Commissioner's Office.
Information about the ICO is available at ico.org.uk.