Privacy Policy & GDPR

IntelligentWolf is operated by IntelligentWolf Ltd, a company registered in England and Wales under company number 13679809, with its registered office at Figflex Oak House, Reeds Crescent, Watford, WD24 4QP ("we", "us", "our"). We provide a business management platform that combines CRM, project management, marketing automation, financial intelligence and AI-assisted coaching into a single product. This Privacy Policy explains what personal data we collect, how we use it, and what rights you have.

We are the data controller for the personal data we collect about visitors, account holders and end users of our website and application at intelligentwolf.com. Where you use IntelligentWolf to process personal data about your own customers, contacts, staff or suppliers, you are the data controller for that data and we act as your data processor.

Contact: privacy@intelligentwolf.com.

We collect personal data in three ways:

Data you give us directly

• Account data: name, email, password (hashed), company name, industry, country.
• Billing data: billing address, VAT number and subscription tier. Card details are handled directly by Stripe — we never see or store them.
• Content you create: contacts, deals, projects, tasks, documents, emails, campaigns, files and anything else you upload to the platform.
• Support and communications: messages you send us via email, live chat or the AI Coach.

Data we collect automatically

• Usage data: pages visited, features used, clicks, session duration and performance metrics.
• Device data: IP address, browser type and version, operating system, device type, approximate location derived from IP.
• Cookies and similar technologies: see the Cookies section below.

Data we receive from third parties

• Payment processor (Stripe): subscription status, charge history and payment failures.
• Authentication providers: if you sign in with Google or another OAuth provider, we receive your name, email and profile picture.
• Integrations you connect: data from mailboxes, calendars, social accounts, accounting systems or other tools you authorise us to access.

If you connect Facebook or Instagram, we only access the Facebook Pages and Instagram professional accounts you choose on Meta’s permission screen, and only for the features you use:

• Your Pages and Instagram accounts: their names and pictures, so you can choose where posts go.
• Publishing: we publish the posts you approve. Nothing is posted without your approval.
• Post numbers: views, reach and engagement for the posts published through IntelligentWolf, shown to you and in your reports.
• Page messages: messages sent to your Page, so you can read and reply to them in your IntelligentWolf inbox.
• Your profile: your name, email address and picture when you sign in with Facebook.

We use this data only to provide these features to you. We never sell it, never use it for advertising, and never share it with anyone except the sub-processors listed below that run the service. Access tokens are stored encrypted.

Removing access and deleting your data

• Disconnect: in IntelligentWolf go to Settings → Connections → Social and disconnect the account. Its access tokens are deleted immediately and we can no longer reach it.
• On Facebook: you can also remove IntelligentWolf at any time in your Facebook settings under Business integrations.
• Delete everything we received from Facebook or Instagram: email sales@wolf.uk.com from the address on your account and ask us to delete it. We delete it, including stored posts, post numbers and messages, within 30 days and confirm by email.

We use personal data to:

• Create and manage your account and subscription.
• Provide, operate and secure the platform and its features.
• Process payments and send invoices.
• Send transactional emails (receipts, security alerts, password resets, service notifications).
• Send product updates and marketing, where you've opted in or where permitted by law. You can unsubscribe any time.
• Provide AI-assisted coaching and automation features, powered by third-party large language models (see "Sub-processors").
• Detect, prevent and investigate fraud, abuse and security incidents.
• Understand how the platform is used so we can improve it.
• Comply with legal obligations and enforce our Terms.

We rely on the following lawful bases under UK GDPR and EU GDPR:

• Contract: to deliver the service you've signed up for.
• Legitimate interests: to secure the platform, prevent fraud, understand product usage, and send relevant updates to existing customers. We balance this against your rights and you can object at any time.
• Consent: for marketing to prospects, non-essential cookies and specific optional integrations. Consent can be withdrawn at any time.
• Legal obligation: to comply with tax, accounting and regulatory requirements.

IntelligentWolf includes AI-assisted features — the Wolf Coach, smart suggestions, content generation, document drafting and automations. These features send the minimum content necessary to trusted third-party AI providers (such as Anthropic and OpenAI) in order to produce a response.

• We do not permit our AI providers to train their foundation models on your prompts or content.
• You can disable AI features for your workspace in Settings.
• AI-generated output can be inaccurate — always review before acting on it, especially for legal, tax, financial or clinical decisions.

We use a small number of cookies and similar technologies:

• Strictly necessary: authentication, session security, load balancing. These are always on.
• Analytics: Google Analytics 4 to understand aggregate usage. Loaded only with your consent.
• Marketing: optional advertising cookies, loaded only with your consent.

You can manage your preferences any time via the cookie banner or your browser settings. Blocking strictly necessary cookies will prevent the app from working.

We don't sell your personal data. We share it only with vetted sub-processors who help us run the service, and only to the extent necessary. Current sub-processors include:

• Stripe — payment processing.
• Amazon Web Services / Cloudflare — hosting, CDN and DDoS protection.
• Anthropic & OpenAI — AI model providers for coaching, drafting and automation features.
• SMTP / transactional email provider — sending account and notification emails.
• Google (Analytics, Search Console) — product analytics and SEO performance.
• Sentry / error-tracking provider — error and performance monitoring.

A current list of sub-processors is available on request. We execute data processing agreements with each sub-processor and require them to meet equivalent security and privacy standards.

We may also share data when required by law, in response to valid legal requests, to protect our rights, or as part of a corporate transaction such as a merger or acquisition (in which case you will be notified).

IntelligentWolf is based in the United Kingdom and primarily processes data in the UK and EU. Some sub-processors (such as AI providers) may process data in the United States or other countries outside the UK and EEA. Where this happens we rely on appropriate safeguards, including UK International Data Transfer Agreements and EU Standard Contractual Clauses, to ensure your data remains protected to UK/EU standards.

• Account and content data: retained for as long as your account is active.
• After cancellation: we keep your data for 30 days so you can reactivate. After that, we delete or anonymise it within 90 days unless we're required by law to keep it longer.
• Billing records: retained for 7 years to satisfy UK tax and accounting obligations.
• Marketing preferences and suppression lists: kept indefinitely so we honour your opt-outs.
• Backups: purged on a rolling basis, typically within 35 days.

If you're in the UK, EEA or Switzerland you have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate or incomplete data.
• Erase your data ("right to be forgotten"), subject to legal retention obligations.
• Restrict or object to processing.
• Withdraw consent at any time where consent is the basis.
• Data portability — receive your data in a structured, machine-readable format.
• Lodge a complaint with the UK Information Commissioner's Office (ico.org.uk) or your local supervisory authority.

To exercise any of these rights, email privacy@intelligentwolf.com. We will respond within one month. Most account-level rights can also be exercised directly from Settings in the app.

We take security seriously. Our safeguards include:

• Encryption in transit (TLS 1.2+) and at rest (AES-256).
• Passwords hashed with bcrypt; optional two-factor authentication.
• Role-based access controls and least-privilege principles for staff.
• Continuous monitoring, vulnerability scanning and third-party penetration testing.
• Encrypted, geographically-redundant backups.
• A formal incident-response plan — if a breach affects your data we will notify you and the ICO within 72 hours where required.

IntelligentWolf is not intended for children under 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

We may update this Privacy Policy as the service evolves. Material changes will be communicated via email or an in-app notice before they take effect. The "Last updated" date at the top of this page indicates when the policy was most recently revised.

For any privacy-related question, data subject request or complaint, contact our privacy team:

• Email: privacy@intelligentwolf.com
• Postal: IntelligentWolf, United Kingdom

You also have the right to complain to the UK Information Commissioner's Office at ico.org.uk.