Privacy Policy

Last Updated: 3rd September 2026

1. Introduction

At Lead Formatter, we value your privacy and are committed to protecting your personal information. This Privacy Policy explains:

• What data we collect.
• How we use and safeguard your data.
• Your rights regarding your personal data.

By using our website, app, or purchasing our services, you agree to this Privacy Policy. For further details about service terms, please refer to our Terms of Service.

2. Definitions

• Personal Data: Any information that identifies you as an individual (e.g., name, email, payment details).
• Services: Includes access to the Lead Formatter web application, associated tools, AI-powered lead processing, and any related digital products.
• Lead Data: Any prospect data you upload to the platform for processing (e.g., names, emails, LinkedIn URLs, phone numbers, company data).
• Processing: Any action taken with your data, such as collection, storage, sharing, or deletion.

3. Information We Collect

When you use our website, sign up for the app, or engage with our services, we may collect the following data:

Personal Information

• Name, email address, and payment details.

Usage Data

• IP address, browser type, location, pages visited, time spent on the site and app, feature usage, and workflow activity.

Uploaded Lead Data

• CSV files you upload to the app for processing. This may include prospect names, emails, LinkedIn URLs, phone numbers, company names, job titles, and any other data present in your uploaded files.

API Keys (BYOK Model)

• Lead Formatter uses a "Bring Your Own Key" (BYOK) model. If you choose to connect your own API keys (for OpenAI, Anthropic, Lead Magic, Million Verifier, or other supported providers), we store these keys securely so we can run your workflows on your behalf. Keys are encrypted at rest and are used solely to execute the workflows you initiate.

Communication Data

• Any correspondence via email, in-app support, or other support channels, including messages and interactions necessary for delivering services and improving your experience.

4. How We Use Your Information

We process your personal data for the following purposes:

• To deliver the service: Process payments, provision your account, run the workflows you initiate on your uploaded lead data, and provide customer support.
• To improve our services: Analyse site and app usage, workflow patterns, and feature engagement to enhance user experience and develop new capabilities.
• To communicate with you: Send updates, product announcements, and marketing materials (with your consent).
• To comply with legal obligations: Respond to lawful requests or protect our rights.

Legal Basis for Processing (UK/EU Users):

• Consent: When you opt into updates or communications.
• Contractual Necessity: To deliver the services you have subscribed to.
• Legitimate Interest: For analytics, fraud prevention, and improving service delivery.

5. Uploaded Lead Data and Your Responsibilities

You are solely responsible for the Lead Data you upload to the platform. By uploading Lead Data, you represent and warrant that:

• You have the legal right to process the personal data contained in your uploads.
• Your use of the platform complies with all applicable laws, including GDPR, CAN-SPAM, CASL, UK Data Protection Act, and any other applicable data protection or anti-spam legislation.
• You will not use the platform to process data belonging to individuals who have opted out of receiving communications from you.

Lead Formatter acts as a data processor in relation to your Lead Data. You are the data controller. We process this data only to execute the workflows you initiate.

We do not sell your Lead Data. We do not use your Lead Data to train AI models. We do not share your Lead Data with any party other than the third-party service providers you have chosen to integrate with via BYOK.

6. Payment Data and Subscriptions

• Payment details are securely processed through third-party providers (Stripe).
• Lead Formatter offers a 7-day free trial for new subscribers. A valid payment method is required at signup, and your subscription will automatically convert to a paid subscription at the end of the trial period unless you cancel before the trial ends.
• For recurring subscriptions, billing details will be stored for the duration of your active subscription.
• Dispute and refund processes are handled according to our Refund Policy and Terms of Service.

7. Data Retention

We retain your data only as long as necessary:

• Account and Payment Data: For the duration of your active subscription and up to 12 months after subscription cancellation to manage disputes and comply with tax and accounting obligations.
• Uploaded Lead Data: Retained for the duration of your active subscription so you can access historical workflows. You can delete uploaded Lead Data at any time from your dashboard. Upon subscription cancellation, uploaded Lead Data will be deleted within 30 days unless there are outstanding compliance, dispute resolution, or legal obligations requiring retention.
• Stored API Keys: Deleted immediately upon subscription cancellation or user request.
• Usage and Analytics Data: Retained for up to 24 months in aggregated form for product improvement.

Once the retention period ends, your data will be securely deleted or anonymised.

8. Sharing Your Information

We do not sell your data. We share personal data only with trusted third parties strictly necessary to provide our services:

• Payment Processors: Stripe (secure payment handling).
• Hosting Providers: For website, application, and database hosting.
• AI Providers (routed via your BYOK keys): OpenAI and Anthropic, for AI-powered email personalisation and enrichment. Your Lead Data is transmitted to these providers only when you initiate a workflow that uses them, and only through your own API keys.
• Enrichment Provider (routed via your BYOK key): Lead Magic, for prospect data enrichment lookups.
• Email Validation Provider (routed via your BYOK key): Million Verifier, for email deliverability validation.
• LinkedIn Data Sources: Publicly available LinkedIn data may be accessed via our data infrastructure to extract prospect insights as part of your workflows.
• Communication Tools: Email and support platforms for customer service.

All third parties are contractually bound (or bound via their own terms of service) to keep your data secure and comply with applicable privacy regulations.

9. International Data Transfers

If you access our services outside the United States or the United Kingdom, your data may be processed in regions with different privacy laws. We use Standard Contractual Clauses or equivalent safeguards to protect your data during international transfers.

10. Cookies and Tracking Technologies

We use cookies to improve your browsing experience.

Types of Cookies We Use:

• Essential Cookies: Required for website and app functionality.
• Performance Cookies: Help us monitor site performance and user behaviour.
• Advertising Cookies: Allow us to display tailored content and offers.

You can manage or disable cookies in your browser settings.

11. Automated Decision-Making and AI Processing

The Lead Formatter service uses automated systems and AI models to process your uploaded Lead Data (e.g., generating personalised emails, scoring leads, extracting prospect insights from LinkedIn or website content). These processes are initiated by you and execute the workflows you configure. They do not involve any significant decisions about you as a user without human oversight. Other automated processes (e.g., subscription reminders, account notifications) operate similarly to deliver services efficiently.

12. Your Rights

You have the following rights regarding your data:

• Access: Request a copy of your personal information.
• Rectification: Correct inaccurate or incomplete data.
• Erasure: Request deletion of your personal data.
• Restriction: Limit how your data is processed.
• Portability: Request your data in a structured format.
• Withdraw Consent: Opt out of receiving marketing communications.

To exercise any of these rights, email us at support@leadformatter.com. We will respond within 7 business days.

13. Children's Privacy

Our services are not intended for individuals under 16 years of age. If we become aware of any data collected from children, it will be deleted immediately.

14. Dispute Resolution

If you have concerns or disputes regarding this Privacy Policy or your data, please contact us at support@leadformatter.com. We will work with you to resolve any issues promptly.

15. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. Updates will be posted on this page with a revised "Last Updated" date.

It is your responsibility to review this policy periodically. Continued use of our services signifies your acceptance of any updates.

16. Contact Us

If you have questions or requests regarding this Privacy Policy, contact us at:

Email: support@leadformatter.com