Privacy Policy — SetForWork

Effective Date: September 2026

This policy explains what SetForWork does with your information, in plain English. If anything here is unclear, ask and we will explain it.

Who Controls Your Data

The data controller is Joshua Keen, a sole trader based in the United Kingdom, trading as SetForWork. For anything in this policy, contact support@setforwork.com.

1. What We Collect

Your account — email address, password (stored only as a one-way hash, never in readable form), your trade, and when you signed up. If you sign in with Google or Apple, we receive your email address and name from them.

Your business details — anything you choose to add for your paperwork, such as business name, address and logo.

Your work — what you type into the Gaffer and the replies it gives, photos you upload for analysis, checklists, quotes, invoices, shopping lists, saved jobs, calculator results and time entries.

Your customers’ details — if you add clients, we store the name, company, email, phone, address and notes you enter. See section 4.

How you use the app — feature usage and event logs, so we can enforce plan limits and see what is worth improving.

How you found us — campaign tags from the link you arrived on, and the page you landed on, recorded once when you sign up.

Payment status — your Stripe customer and subscription reference, your plan, and whether payment succeeded. We never see or store your card number. Stripe handles the card and we only get the result.

2. Why We Use It, And Our Legal Basis

UK data protection law requires us to have a specific reason for each use. Ours are:

To provide what you signed up for — running your account, generating checklists and quotes, storing your work, taking subscription payments. Basis: performance of a contract with you.
To keep the service working and honest — enforcing plan limits, preventing abuse and fraud, fixing errors, and understanding which features earn their place. Basis: our legitimate interests in running a functioning, sustainable service.
To send you tips and offers — only if you ticked the box. Basis: your consent, which you can withdraw at any time using the unsubscribe link or by emailing us. Withdrawing does not stop essential service emails such as receipts or password resets.
Non-essential cookies and analytics — Basis: your consent, given through the cookie banner.
To keep financial records — payment and invoice records are kept for as long as tax law requires. Basis: legal obligation.

We do not sell your personal data, and we do not train any AI model on your work. What you send to the Gaffer is processed by the AI providers listed in section 5 under their own terms. We have asked our supplier for written confirmation of how those providers treat it, and we will say so here once we have it.

3. Analytics

We keep internal event logs — for example that a checklist was generated or an upgrade button was clicked — to understand how the app is used. Where analytics involve non-essential cookies, they run only after you accept them in the cookie banner. You can change that answer at any time:

4. Your Customers’ Details

If you store client records, quotes or invoices in SetForWork, that information is about your customers, not ours. For that data you are the controller and we act as your processor: we hold and process it only to provide the service to you, and we never use it for our own purposes — no marketing, no profiling, nothing of ours at all.

The one time we send anything to your customer is when you tell us to. If you use Email Invoice, we send that invoice to the address you entered, from our email provider, because you asked us to. We do not contact them for any other reason and we never add them to anything.

Everything in this policy about where data is stored, who it is shared with and how long it is kept applies to that information too, so please read those sections before you put your customers’ details into the app.

5. Who We Share It With

We share data only with the suppliers that make the service work. Each one gets only what it needs:

Emergent — hosting for the app and the database, and the gateway through which AI requests are sent.
AI providers (OpenAI, Anthropic and Google, reached through Emergent) — the text and photos you send to the Gaffer, so it can reply.
ElevenLabs — if you tap Listen on a Gaffer answer, the text of that answer is sent to ElevenLabs to be turned into speech.
Stripe — payments, cards and subscriptions.
Resend and SendGrid — sending our emails.
Sentry — error reports, so we can find crashes.
PostHog — product analytics.
Meta — advertising measurement, where you have consented.
Google and Apple — only if you choose to sign in with them.
Tolt — referral and affiliate tracking.

We may also disclose information if the law requires it, or to establish or defend a legal claim.

6. Where Your Data Is Stored

We want to be straight with you about this, because it matters and it is the kind of thing most apps bury.

SetForWork runs on infrastructure provided by Emergent. Your data — including your account, your work, and any customer details you enter — is stored and processed on servers in the United States and India. It is not held in the UK or the EU. Our AI providers may also process your requests outside the UK.

That means your information leaves the UK. We are working with our hosting provider on formal transfer safeguards and a written data processing agreement, and we are actively looking at moving the database to a UK-hosted provider. We will update this policy when that changes. In the meantime, we would rather you knew and could decide for yourself than found out later.

Payments are handled by Stripe to PCI DSS standards and never touch our servers.

7. How Long We Keep It

Your account and your work — for as long as your account is open.
After you ask us to delete — removed from the live service promptly. Because our host keeps rolling backups, copies can persist in those backups for up to twelve months before they age out. They are not used for anything in the meantime.
Payment and invoice records — kept for six years after the end of the relevant tax year, because UK tax law requires it. This applies even if you close your account.
Spoken Gaffer answers — if you tap Listen, the audio is cached so the same words do not have to be generated twice. That cache is stored against the words themselves rather than your account, so it cannot be looked up and deleted per person. It deletes itself 30 days after it is created instead.
Marketing consent and unsubscribe records — kept for as long as needed to prove we had your permission and to make sure we do not email you again after you opt out.

8. Your Rights

If you are in the UK or EU, you have the right to:

Ask what we hold about you, and get a copy
Have inaccurate information corrected
Have your data deleted
Ask us to restrict how we use it, or object to us using it
Receive your data in a portable format, or have it sent to another provider
Withdraw consent at any time, where we rely on consent

Email support@setforwork.com and we will respond within one month, as the law requires. There is no charge.

9. Contact

For privacy enquiries, contact:

support@setforwork.com

10. Complaints

If you are unhappy with how we have handled your data, please tell us first and we will try to put it right.

You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office, at ico.org.uk.