Privacy Policy

1. Who We Are and What This Policy Covers

Function Labs Limited ("Function Labs", "we", "us", "our") is a company registered in England and Wales under company number 17129741. Our registered office is Unit 13 Freeland Park, Wareham Road, Lytchett Matravers, Poole, England, BH16 6FA. We build and operate digital products and provide software and development services to customers internationally.

Function Labs is the data controller for its website enquiries, waitlists and support. That means we decide why and how we use that information. This policy explains how the main Function Labs website at fl.functionlabs.co.uk handles personal information submitted through website enquiries, waitlists, support and related website features. This policy also explains our general approach to selecting technology providers as we develop and operate our services. Individual products and customer deployments have their own privacy information where they process different types of information. Those notices and the relevant customer arrangements explain the providers, purposes and data locations for the particular service.

2. Information We Collect

Project and business enquiries

• name and email address;
• optional company name and telephone number;
• the product or development service you are interested in;
• your project message, budget range, timescale and existing website/app information where provided;
• how you heard about Function Labs, where provided;
• the page used to submit the enquiry and optional campaign attribution where analytics consent has been given; and
• a generated enquiry reference.

You can browse without sending an enquiry. If you would like a reply, we need a way to contact you and enough detail to understand your question. Please keep passwords, payment details and staff records out of website forms and support chat.

Waitlists and product-interest forms

• name and email address;
• the product you expressed interest in;
• an optional message; and
• consent and source information needed to manage the requested notification.

Support

• the content you send to the Function Labs support assistant;
• name and contact email when an issue is escalated;
• product/service, issue type, platform and description;
• an account email where you choose to provide one; and
• support conversation/session identifiers required to continue the requested support session.

Security and technical information

Our server functions may use limited technical information such as a one-way fingerprint derived from an IP address for short-lived rate limiting and abuse prevention. The website also uses browser storage as described on our Cookie Settings page.

3. Why We Use Personal Information and Our Lawful Bases

Depending on the context, we rely on one or more of the following lawful bases under UK data-protection law:

• Steps at your request before entering into a contract, and performance of a contract — when you ask for a quotation for yourself or enter into a contract with us personally.
• Legitimate interests — to communicate with people acting for a business customer, respond to ordinary support requests, administer enquiries, protect the website from abuse, maintain security/audit records and understand broad service demand where our interests are not overridden by your rights.
• Consent — for optional analytics/storage and for marketing or product notifications where consent is required. You can withdraw consent at any time.
• Legal obligation — where we need to keep or disclose information to comply with applicable law, accounting, regulatory or legal requirements.

4. How We Use Information

• respond to enquiries and discuss projects, products and services;
• provide support and escalate issues that need human attention;
• send enquiry acknowledgements and requested product notifications;
• manage enquiry and support records through restricted internal tools;
• protect our website, forms and support services against spam, abuse and unauthorised use;
• measure anonymous or pseudonymous website activity when analytics has been allowed; and
• meet legal, accounting and dispute-resolution obligations where relevant.

We do not sell personal information. We do not use website enquiry data for unrelated advertising profiles. A waitlist or product-interest request does not automatically sign you up for unrelated marketing.

5. Automated Tools and AI Support

The Function Labs support page uses an AI support assistant to answer general questions and gather information for support. Serious account, billing, legal, privacy, security and complex support matters can be escalated to human support. The main Function Labs website does not use the support assistant to make solely automated decisions that produce legal or similarly significant effects about you.

6. Service Providers and Recipients

We use specialist service providers to operate our website and services. As we develop our products, we select the provider combination appropriate to each service. Our current providers and those selected or being considered for future deployments include:

• Cloudflare — a possible future provider for traffic delivery, security, hosting, database or storage services. Any use will be described in the relevant service information before it begins.
• Civo — selected for planned application and database hosting, including UK services where UK hosting is required.
• EODATA Cloud / Extraordinary Managed Services Limited — selected for planned private object storage and backup storage in UK locations.
• Base44 — our current managed platform for website hosting and delivery, with databases, authentication, functions and support-agent infrastructure where used.
• Google/Gmail — email delivery for enquiry and support notifications where configured.
• Other technical providers used for a particular project or service where disclosed or contractually agreed.

The main website currently uses Base44 for website hosting, delivery and managed platform services. We do not currently use Cloudflare. Civo and EODATA are selected providers for future deployments; the relevant product notice or customer arrangement will identify when they process information for that service. We document the processing purpose, data locations and applicable contractual safeguards for each deployment.

We may also disclose information where required by law, to establish or defend legal rights, or to protect people, systems or property from serious misuse.

7. International Processing

Function Labs is UK-registered and works internationally. UK hosting is available through selected services, including Civo and EODATA, but the location and processing arrangements depend on the service in use. Hosting location, support access, traffic delivery, authentication and other processing are considered separately. Some technology providers may process information outside the UK. Where UK data-protection law requires safeguards for an international transfer, we rely on an applicable adequacy arrangement, approved contractual safeguards or another lawful transfer mechanism provided by the relevant service arrangement. Email us using the contact details below to ask which countries and safeguards apply to your service or to request a copy of the relevant safeguards.

8. How Long We Keep Information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected. The period depends on factors such as whether an enquiry becomes a customer relationship, whether support is still active, whether a waitlist notification is still requested, whether consent has been withdrawn, and whether legal, accounting, security or dispute records need to be retained. We periodically review records and remove or anonymise information when there is no longer a reasonable need to keep it.

9. Cookies, Analytics and Browser Storage

The website does not use third-party advertising trackers or social-media pixels. Optional Function Labs analytics is off by default. We deliberately exclude names, email addresses, telephone numbers and message content from analytics event properties. Optional first-touch/UTM attribution storage is only written after analytics has been allowed. See Cookies & Browser Storage to see the current storage list and change your analytics preference.

10. Security

We use technical and organisational measures appropriate to this website, including restricted access to enquiry and waitlist records, server-side validation, bounded input lengths, rate limiting and privacy-focused analytics controls. More detail is available on our Security page.

We consider providers' security controls, processing terms and independent assurance when selecting and reviewing them. The following published assurance is relevant to the selected or possible future providers described above, within the scope of the relevant certification or report:

• Cloudflare — possible future provider: ISO/IEC 27001 certification and SOC 2 Type II assurance.
• Civo: publishes ISO 27001, SOC 2 Type II and Cyber Essentials Plus credentials.
• EODATA Cloud / Extraordinary: ISO/IEC 27001:2022 certification covering its stated cloud, hosting, backup and related managed-service activities.

These credentials apply to the named providers and the controls within their stated scope. They do not confer certification on Function Labs or its products. Function Labs remains responsible for its own application configuration, access controls and data-protection obligations. Security is a shared responsibility and no internet service can be guaranteed completely secure.

11. Your Data-Protection Rights

Depending on the circumstances and lawful basis, you may have rights to:

• access personal information we hold about you;
• correct inaccurate or incomplete information;
• ask for information to be erased;
• ask us to restrict how information is used;
• object to certain processing;
• receive or transfer information in a portable format where the right applies; and
• withdraw consent at any time where processing is based on consent.

You do not normally have to pay to exercise these rights. We may need to verify your identity before acting on a request and will normally respond within one month, subject to the rules that apply to the request.

13. Complaints

To raise a data protection complaint, describe what happened and how we can contact you. Email support@functionlabs.co.uk or write to our registered office below. We will acknowledge your complaint within 30 days, look into it, keep you informed of progress and explain the outcome without undue delay. You also have the right to complain to the UK Information Commissioner's Office (ICO). Information about making a complaint is available at ico.org.uk.

14. Children

This main business website and its enquiry/support services are not directed at children under 16. Individual consumer products may have different intended audiences and product-specific privacy information where appropriate.

15. Changes to This Policy

We may update this policy when our website, services, providers or legal obligations change. The latest version and update date will be shown on this page.

16. Contact

Function Labs Limited

Company No. 17129741

Registered in England and Wales

Registered office: Unit 13 Freeland Park, Wareham Road, Lytchett Matravers, Poole, England, BH16 6FA

support@functionlabs.co.uk