Servicefront

Privacy Policy

Last Updated: 03/03/2026

This Privacy Policy explains how Optymyse Ltd (“Company,” “we,” “our,” or “us”) collects, uses, processes, and protects information when you use the Servicefront mobile application (“App”).

The App enables authorized users to securely access and manage HubSpot help desk tickets and related customer support information from mobile devices.

This Privacy Policy is intended to comply with:

  • Apple App Store Review Guidelines;
  • UK General Data Protection Regulation (“UK GDPR”);
  • EU GDPR where applicable; and
  • Modern SaaS enterprise data protection expectations.

By using the App, you acknowledge this Privacy Policy.

1. Data Controller

For purposes of applicable data protection laws, the data controller for information processed directly by the App is:

Optymyse Ltd
Email: privacy@optymyse.com
Address: Thursby House, 1 Thursby Road, Bromborough, Wirral, CH62 3PW, United Kingdom

Where Customer Data originates from a HubSpot account, the organization operating that HubSpot account typically acts as the data controller.

2. Scope of This Policy

This Privacy Policy applies to information processed when you:

  • Download or use the App;
  • Authenticate using HubSpot or supported services;
  • Access or manage help desk tickets through the App;
  • Contact us for support.

3. Information We Process

3.1 Information Accessed Through HubSpot Integration

With your authorization, the App may access information available within your connected HubSpot account, including:

  • Help desk tickets;
  • Customer names and contact details;
  • Customer communications;
  • Ticket status and metadata;
  • Internal support notes;
  • Assigned users or agents.

This information (“Customer Data”) is accessed solely to provide App functionality.

The Company does not independently collect this information outside authorized integrations.

3.2 Account and Authentication Information

We may process:

  • User identifiers;
  • Organization or workspace identifiers;
  • Authentication tokens;
  • Session information required for secure access.

Passwords remain managed by HubSpot or authentication providers and are not stored by the Company.

3.3 Device and Technical Information

To operate and secure the App, limited technical data may be processed, such as:

  • Device type;
  • Operating system version;
  • App version;

IP address (temporarily for security purposes);

Diagnostic and crash information.

3.4 Support Communications

If you contact support, we may process:

  • Contact information you provide;
  • Support requests;
  • Troubleshooting information.

4. How We Use Information

Information is processed only to:

  • Provide mobile access to HubSpot tickets;
  • Synchronize authorized data;
  • Maintain security and prevent unauthorized access;
  • Diagnose technical issues;
  • Provide customer support;
  • Improve reliability and performance of the App.

We do not sell personal data.

5. Apple App Store Privacy Disclosure Alignment

For Apple App Privacy reporting purposes:

Data Linked to You

The App may process:

  • Contact Information (via HubSpot tickets);
  • User Identifiers;
  • Customer Support Data.

Purpose:

✅ App Functionality
✅ Security and Fraud Prevention

Data Not Linked to You
We may collect:

Crash Data;

Performance Diagnostics.

Purpose:

✅ App Performance and Stability.

Tracking
The App:

Does not perform cross-app tracking;

Does not use advertising identifiers;

Does not share data with data brokers.

6. Legal Basis for Processing (UK GDPR / GDPR)
Where applicable, processing is based on:

Performance of a contract (providing App services);

Legitimate interests in operating and securing the App;

Compliance with legal obligations.

Customer organizations remain responsible for lawful processing within HubSpot systems.

7. Data Sharing
We do not sell or rent personal data.

Information may be shared only:

With HubSpot as required for integration functionality;

With trusted infrastructure or hosting providers;

With monitoring or diagnostic providers necessary to operate the App;

Where required by law or regulatory obligation.

Service providers act under contractual confidentiality and data protection obligations.

8. Subprocessors
The Company may use subprocessors including:

Cloud hosting providers;

Infrastructure platforms;

Error monitoring and security services.

Subprocessors process data solely on our behalf under appropriate safeguards.

A current list of subprocessors may be provided upon reasonable request.

9. International Data Transfers
Information may be processed in countries outside the United Kingdom or European Economic Area.

Where transfers occur, appropriate safeguards are implemented, including:

UK International Data Transfer Agreements (IDTA);

Standard Contractual Clauses; or

Transfers to jurisdictions recognized as adequate.

10. Data Retention
The Company retains data only as long as necessary to operate the App.

Generally:

Authentication data persists only while accounts remain connected;

Cached synchronization data is temporary;

Diagnostic logs are retained for operational security periods only.

Revoking HubSpot authorization stops further access.

11. Security Measures
We implement appropriate technical and organizational safeguards, including:

Encrypted data transmission (TLS);

Secure API authentication;

Access controls;

Infrastructure monitoring;

Least-privilege access practices.

No system can guarantee absolute security.

12. Artificial Intelligence and Data Usage
Customer Data accessed through the App is not:

Sold;

Used for advertising profiling; or

Used to train generalized artificial intelligence or machine learning systems for unrelated external purposes.

Operational analytics used solely to improve App reliability may occur.

13. Your Data Protection Rights
Depending on your location, you may have rights including:

Access to personal data;

Correction of inaccurate data;

Deletion or restriction of processing;

Data portability.

Because most Customer Data originates from HubSpot systems, requests relating to ticket or customer records should generally be directed to your HubSpot administrator or organization.

Requests relating to Company-controlled data may be sent to:

privacy@email.com

14. Data Breach Notification
If the Company becomes aware of a confirmed personal data breach affecting Customer Data under our control, affected customers will be notified without undue delay where required by law.

15. Children’s Privacy
The App is intended for professional and business use only and is not directed toward individuals under 18 years of age.

16. Third-Party Services
The App depends on third-party platforms including HubSpot and mobile platform providers.

Their handling of data is governed by their respective privacy policies.

17. Account Revocation
Users may revoke App access at any time by:

Disconnecting authorization within HubSpot settings; or

Uninstalling the App.

Where Company-managed accounts exist, deletion requests may be submitted through support.

18. Changes to This Privacy Policy
We may update this Privacy Policy periodically.

Material updates may be communicated through:

The App;

Our website; or

App Store listing updates.

Continued use of the App after updates take effect constitutes acceptance of the revised policy.

19. Contact Information
Privacy inquiries may be directed to:

Optymyse Ltd
Email: privacy@optymyse.com
Address: Thursby House, 1 Thursby Road, Bromborough, Wirral, CH62 3PW, United Kingdom

20. Supervisory Authority
If you are located in the United Kingdom, you have the right to lodge a complaint with the:

Information Commissioner’s Office (ICO)
https://ico.org.uk

End of Privacy Policy