Privacy Policy

1. Definitions and interpretation

2. Who this policy applies to

This policy applies to:

• Visitors to the W3 Connect website
• Account holders and authorised users of the W3 Connect application
• Individuals whose data is processed as part of ERP integrations (acting on behalf of our customers)

3. Your rights

Under applicable data protection laws (including UK GDPR), you have the right to:

• Be informed about how your personal data is used
• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your personal data where legally permissible
• Restrict or object to certain processing activities
• Request data portability
• Withdraw consent where processing is based on consent

Requests can be made using the contact details in section 11.

4. Data we collect

4.1 Account and contact data

When you create or manage a W3 Connect account, we may collect:

• Name
• Email address
• Company name
• Billing contact details
• User credentials and access roles

4.2 Operational and integration data

As part of providing the Service, W3 Connect processes data originating from your ERP system, which may include:

• Order references and delivery information
• Customer names and addresses
• Contact details required for logistics and routing

This data is processed strictly on your instructions and for the purpose of providing the integration service.

4.3 Technical and usage data

We collect limited technical data such as:

• IP address
• Browser and device information
• Server-side log files relating to system access, errors, performance, and security

We do not use client-side analytics or user behaviour tracking.

5. How we use your data

We use personal data to:

• Provide, operate, and maintain the W3 Connect Service
• Authenticate users and manage access control
• Sync data between ERP systems and MaxOptra
• Communicate with you regarding service updates, support requests, and system issues
• Meet legal, regulatory, and contractual obligations

We do not sell personal data.

6. Payments and third parties

6.1 Payment processing

Payments for W3 Connect are handled by Paddle, who acts as our merchant of record. Paddle processes billing and payment information directly. We do not store full payment card details.

Paddle's processing of your personal data is governed by their own privacy policy.

6.2 Other processors and sub-processors

We may share data with trusted third parties who act as data processors, including:

• Hosting and infrastructure providers
• Logging, monitoring, and backup services
• MaxOptra, where required to fulfil the integration

All processors are contractually required to handle data securely and in accordance with data protection law.

7. Data storage and security

Your data is stored in secure data centres using industry-standard technical and organisational safeguards.

Data may be stored in the UK or EEA. Where data is transferred outside these regions, appropriate safeguards are in place.

We retain personal data only for as long as necessary to provide the Service or to comply with legal obligations.

8. Cookies

W3 Connect uses only essential cookies required for authentication, security, and core application functionality. We do not use advertising cookies, tracking cookies, or client-side analytics.

9. Data retention

We retain:

• Account data for the duration of your subscription
• Archived integration data (such as synced orders and related records) for no longer than six (6) months by default
• Logs for security, diagnostic, and compliance purposes

Archived integration data may be retained for longer periods where:

• You have explicitly requested or agreed to extended retention
• Retention is required for contractual, legal, or regulatory reasons

Upon account termination, data is deleted or anonymised within a reasonable period, unless retention is legally required.

10. Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted on the W3 Connect website. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.

11. Contact and complaints

If you have any questions, requests, or complaints regarding this Privacy Policy or your personal data, please contact:

Email: services@w3a.co.uk
Telephone: +44 (0)1702 217771

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).