24 October 2026
Covers the quickler website, the contact form, and the quickler workflow product (WhatsApp and Telegram capture, dashboard, generated reports).
Quickler Ltd operates quickler.co and the quickler workflow product. The company is registered in Scotland under company number SC882439 and with the UK Information Commissioner's Office under registration number ZC124993. This page explains what personal data is handled, why it is used, and who it is shared with.
Covers the quickler website, the contact form, and the quickler workflow product (WhatsApp and Telegram capture, dashboard, generated reports).
Contactable at hello@quickler.co for privacy requests, corrections, access requests, deletions, or any question about how data is handled. Quickler is not required to appoint a statutory Data Protection Officer under Article 37 UK GDPR; the named Data Protection Lead is Philip Ross.
The website handles direct enquiries and analytics. The workflow product handles names, phone numbers, email addresses, messages, photos, voice notes, transcripts, locations, uploaded documents, and the Records and reports produced from them.
Quickler may collect your email address, the contents of your message, and any other information you choose to include when you contact the business. If you email directly, the same applies to the information in that email thread.
The site also uses Google Analytics, Google Ads conversion measurement and Microsoft Clarity, which may collect information such as pages viewed, approximate location, device/browser information, referral source, and general usage patterns. Clarity also records heatmaps and session replays.
For customers using the quickler workflow product, quickler also handles the names, phone numbers and email addresses of the customer's managers and of the people on the job, their messages, uploaded report examples and documents, project identifiers, photos, voice notes, transcripts, the location and time of each Record, generated Records and reports, and routing information needed to deliver finished outputs to the correct destination. For paying customers, billing details (name, email, bank-mandate identifiers) are also processed via the payment provider.
Quickler uses a small local setting in your browser to remember whether you accepted or declined analytics cookies. If you accept, Google Analytics, Google Ads and Microsoft Clarity may set cookies. If you decline, Clarity is not loaded and Google runs only in its cookieless, anonymised mode. A separate Cookie Policy explains this in more detail.
Your enquiry details are used to reply to you, understand the workflow problem you describe, assess whether quickler is a good fit, and if appropriate prepare next steps for a potential project.
Website analytics are used to understand which pages are useful, where visitors are coming from, and how the site can be improved.
For workflow product customers, the data is used to generate report drafts, ask follow-up questions, route finished outputs, maintain auditability, support the customer, and improve the reliability of the product. Aggregated and de-identified usage data may be used to improve the platform.
For enquiries, the main basis is taking steps at your request before entering into a possible contract, together with legitimate interests in responding to business enquiries and running the business sensibly.
For website analytics, quickler uses a cookie-consent prompt and only loads analytics after you actively allow them. Site security and basic hosting operations are handled under legitimate interests in protecting and operating the site.
For the workflow product, quickler acts as processor for the paying customer firm. The customer firm relies on performance of its contract with the person on the job (or its legitimate interests in administering its work) as the basis for sending WhatsApp or Telegram check-ins. Quickler's own processing is carried out on documented instructions from the customer firm under Article 28 UK GDPR. For billing data, quickler relies on performance of contract and compliance with legal obligations (tax and accounting records).
Where you are the person on the job receiving WhatsApp or Telegram check-ins from a customer firm using quickler, your name and phone number were provided to quickler by that firm, not collected from you directly. The customer firm is the controller for that data. If you would like the source firm identified, or wish to object to the processing, contact hello@quickler.co and quickler will route the request to the relevant customer firm.
Quickler currently uses the following third-party services as processors or infrastructure providers:
Finished reports are delivered by email, through Resend, to the recipients the customer chooses.
Data may also be shared where reasonably necessary with email providers, professional advisers, or law-enforcement bodies where disclosure is required by law.
Enquiry data is kept only as long as it is useful for handling the enquiry, any follow-up discussions, and ordinary business record-keeping. As a working rule, non-client enquiry records are normally not kept longer than 24 months after the last meaningful contact unless there is a good reason to keep them longer.
For workflow product customers: messages from the people on the job, photos, voice notes, and transcripts are kept while they are in active use and are automatically deleted three years (1,095 days) after the last activity on that record. Filed Records and their report PDFs are kept for three years (1,095 days) and then deleted automatically, or sooner if the customer deletes them. Application logs are operational only and are not kept as a long-term record; they roll over when the service is updated and are not retained on a fixed schedule. Database backups are retained for 30 days. Removing a person from the Contacts list in the dashboard stops their conversations and cancels their scheduled messages, and takes them off the active roster within a 30-day restore window. It deliberately keeps their filed reports and records, so the customer's compliance history stays intact. Each Record has a shared link, which is also printed in its PDF, Word and HTML files; anyone who has the link can open the Record, its photos and its downloads for 365 days, and the link stops working early only if the Record is deleted. Full erasure of an individual's captured data - their WhatsApp and Telegram conversations, photos, voice notes and transcripts - is carried out on request by emailing hello@quickler.co.
Some sub-processors are based outside the UK (notably in the EEA and the United States). Where personal data is transferred internationally, quickler relies on the following mechanisms, as appropriate to the destination country:
Messages, photos, voice notes and uploaded documents captured through the workflow product are processed by third-party AI services (Anthropic and OpenAI) and speech-to-text services (ElevenLabs, with OpenAI as the fallback) to understand replies, extract structured information, describe photos and draft the Record and report. These services process your content under their business and API terms and do not use it to train their models. Quickler does not make any solely automated decisions producing legal or similarly significant effects about you within the meaning of Article 22 UK GDPR. Each report is checked by the user who files it, who is the customer's own person, not Quickler, and the customer can edit it afterwards, so the AI output never stands on its own as a binding decision. If you would prefer your data not to be processed by these services, contact hello@quickler.co; in practical terms the workflow product cannot function without them, so the alternative will be discontinuation of the service rather than a non-AI variant.
Some customers use the workflow product to keep care and welfare records. When they do, the content they capture can include special-category data within the meaning of Article 9 UK GDPR - for example health information about a named person, such as weight, food and fluid intake, medication, or personal-care notes.
In these cases the customer is the data controller and decides what to record and why; quickler is the data processor and handles that data only on the customer's documented instructions, under Schedule 1 of the Customer Terms. A customer who intends to capture special-category data must agree that in writing with quickler in advance, including the categories involved and the safeguards that apply, before that data is processed.
If you are a person written about in these records - for example a resident of a care service that uses Quickler - the service you receive care from is the controller of your data. Requests to see, correct, or erase your information are usually made to them, and they can pass an erasure instruction to quickler. You can also contact quickler directly at hello@quickler.co and we will route your request to the right controller.
Depending on the circumstances, you may have rights to access, correct, erase, restrict, or object to the use of your personal data, and to ask for a copy of the data held about you. These are the UK GDPR rights set out in Articles 15 to 22.
To exercise those rights, email hello@quickler.co. Quickler will acknowledge within 72 hours and respond in full within one calendar month, as required by Article 12. Where you are a customer, the dashboard provides self-service export at Dashboard → Data Export at any time. Removing a person from your Contacts list stops their conversations and schedules but retains their filed reports and records, so your compliance history stays intact. Full erasure of an individual's data, including sessions, photos, voice notes and transcripts, is available on request by emailing hello@quickler.co.
You also have the right to complain to the UK Information Commissioner's Office if you believe your data has been handled improperly. The ICO's helpline is 0303 123 1113 and its website is ico.org.uk.
This page may be updated when the site, services, or data flows change. The latest version will always be published here. Customers are given at least 14 days' notice by email before a sub-processor is added or replaced, as set out in clause S1.6 of the Customer Terms.