CloudPerfect Limited – Privacy Policy

Effective date: 01 October 2025

CloudPerfect Limited (“we”, “us”, “our”) is committed to protecting your privacy and ensuring your personal information is handled in a safe and responsible way. This Privacy Policy explains how we collect, use, store and share your personal data when you interact with us.

1. Who We Are

CloudPerfect Limited is a UK-registered company providing services to help simplify your business by migrating all your data from all your applications and spreadsheets into Zoho CRM, followed by automating all areas of your business from your website to your accounts.

Registered office: Mocatta House, Trafalgar Place, Brighton, BN1 4DU

Company number: 07462367

Data Protection contact: [email protected]

We are the data controller for the personal data we process.

2. What Information We Collect

We collect information from three primary sources: (A) Data Synchronization (Platform Data), (B) Direct User Input (Administrative Data), and (C) Automated Means (Technical Data).

Data received from your connected systems (Zoho and Xero) is processed in-memory only, meaning it is not written to permanent storage (such as hard disks or persistent cloud databases) as a synchronisation record. Once the synchronisation task is completed—either successfully or with a failure—the data is immediately cleared from memory.

2.A. Data Synchronization (Platform Data)

This data is sourced directly from your connected Zoho and Xero accounts. We process this data strictly on your behalf and instructions as a Data Processor during a live synchronisation event.

Identifiers and Contact PII: Data elements like Full Name, Email Address, Billing/Shipping Address, Phone Number, and Company Name are transferred temporarily in-memory to identify and match corresponding Customer, Supplier, or Contact records between the two systems. This information is not retained after the synchronisation is complete.
Financial Transaction Data: Critical financial details, including Invoice/Bill Numbers, Line Item Details (Product/Service, Quantity, Unit Price), Transaction Dates, Currency, and Tax Rates, are transferred in-memory for the sole purpose of creating or updating the related transaction in the target system. This transactional data is not retained by our application once the transaction is finalised.
Ledger and Account Data: General Ledger Account Codes, Payment Terms, and associated Tax Identifiers are used in-memory to ensure the financial classifications are correctly mapped and applied during the real-time transfer. This operational data is not retained.
Operational Metadata and Credentials: System Identifiers () from Zoho/Xero and Access Tokens are necessary for the App’s function. The tokens are encrypted credentials used only to establish and maintain the secure connection and are stored securely and separately from any synchronised data. The mapping () between synchronised records is the only synchronization-related data retained persistently to prevent duplicate record creation in future syncs.

2.B. Direct User Input (Administrative Data)

This information is collected directly from you when you sign up for and manage your subscription. We act as the Data Controller for this information, and it is stored persistently to maintain your service account.

Account Creation Information: We store your Name, Business Email, your Company Name, and your Account Password (hashed) to create and administer your Service account.
Billing and Payment Information: We store your Billing Address and certain payment instrument information (e.g., the last four digits of the credit card). Full payment card numbers are collected and processed directly by our secure third-party payment processor and are not stored on our servers.
Customer Support and Communication: We store the content of correspondence (emails, chat transcripts, etc.) to provide customer service and resolve technical issues.

2.C. Automated Means (Technical Data)

This data is automatically collected when you interact with the App’s interface and is retained on disk as log files for security, auditing, and troubleshooting purposes. We act as the Data Controller for this information.

Log Files and Error Records: Our systems generate log files that may contain technical data, including:
- Address
- Request Timestamps
- Synchronization Status Codes (Success/Failure)
- System Error Messages (excluding full customer data payloads)
- User and Session
Retention of Log Files: These log files are essential for security and auditing the Service’s operation, as they represent the only persistent record of the synchronisation attempts. These logs are securely stored and automatically purged on a rolling basis, typically after 30 days, unless a longer period is legally required for compliance or to investigate a specific security or support incident.

We only collect what is necessary to provide our services or comply with the law.

3. How We Use Your Information

We process your personal data to:

Provide and manage our services and accounts.

Communicate with you about products, updates, and support.

Handle payments, invoicing, and accounting.

Meet our legal and regulatory obligations.

Improve and secure our websites, apps and services.

Send you marketing you’ve opted into (you can opt out at any time).

We always rely on a lawful basis (contract, legitimate interests, consent, or legal obligation).

4. Sharing Your Information

We do not sell your personal data. We may share it with:

Service providers who process data on our behalf (e.g. cloud hosting, email platforms).

Professional advisers (lawyers, accountants).

Authorities where required by law or to enforce our agreements.

We require all third parties to keep your information secure and to use it only as instructed.

5. International Transfers

If we transfer personal data outside the UK/EEA, we ensure an adequate level of protection (e.g. UK adequacy decisions, standard contractual clauses).

6. Data Retention

We keep your personal data only as long as necessary for the purposes described in this Policy or to comply with legal obligations. When data is no longer needed, we securely delete or anonymise it.

7. Cookies & Tracking

Our websites use cookies and similar technologies to improve your experience and analyse traffic.

8. Your Rights

You have the right to:

Access a copy of your personal data.

Correct inaccurate data.

Request deletion (where applicable).

Restrict or object to processing.

Withdraw consent for marketing at any time.

Lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk.

To exercise your rights, contact us at [email protected]

9. Security

We implement appropriate technical and organisational measures to protect your personal data from loss, misuse or unauthorised access.

10. Updates to This Policy

We may update this Privacy Policy from time to time. We will post any changes on our website and, where appropriate, notify you by email.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact:

Data Protection Officer
CloudPerfect Limited
Mocatta House, Trafalgar Place, Brighton, BN1 4DU
Email: [email protected]
Phone: 07941231117