Legal

Privacy Policy

How Padmina collects, uses, and protects personal data.

Last updated 4 October 2026. For data-subject requests or any privacy questions, email admin@padmina.co.uk. We respond within one month as required under UK GDPR.

Who we are

Padmina is operated by Padmina Ltd, a company registered in England and Wales (company number 17211829), registered office 71-75 Shelton Street, Covent Garden, London WC2H 9JQ. We act as data controller for information we collect from venues subscribing to the Padmina service, and as data processor for end-customer enquiries handled on a venue's behalf — see our Data Processing Agreement for the processor terms.

What we collect

Venue account information: business name, contact email, billing details, venue configuration (packages, hours, voice rules).
Customer enquiries: messages routed through Padmina from web chat, WhatsApp, Instagram, Messenger, and email, plus the metadata required to deliver replies.
Service usage: request logs, error traces, and aggregate metrics for capacity and billing.

Calendar connections (Google and Microsoft user data)

Venues can optionally connect a Google Calendar or Microsoft calendar so Padmina can answer availability questions accurately. When a venue connects Google Calendar, we request the read-only scope (calendar.readonly) and retrieve only busy/free time windows for the calendar the venue chose to connect — never event titles, descriptions, attendees, or contents. This information is used solely to answer availability enquiries for that venue's own conversations, at the time the question is asked.

We do not use calendar data for advertising, profiling, or training AI models.
We do not sell calendar data or share it with third parties, other than the sub-processors needed to run the service (see "Where data is held").
Connection tokens are stored on our UK-based infrastructure and used only to perform these availability checks. Venues can revoke the connection at any time from their Padmina setup page or their Google Account settings, which immediately ends our access.

How we protect calendar data

Encryption in transit: all connections between your browser, our servers, and Google's APIs use HTTPS/TLS. Calendar data is never transmitted unencrypted.
Restricted storage and access: connection tokens are held in a restricted-access database on our UK-based servers, readable only by the service that performs availability checks. They are never placed in logs, URLs, or client-side code.
Least privilege: we request the narrowest scope that supports the feature (read-only), and retrieve only busy/free time windows — never event titles, descriptions, attendees, or attachments.
Minimal retention: busy/free windows are used transiently to answer the enquiry at hand and fall under the same retention limits as conversation records (see "Retention"). Stored connection tokens are deleted when a venue disconnects or on request.
Revocation: revoking Padmina's access from your Google Account settings immediately ends our ability to read the calendar.
Incident response: in the event of a personal data breach we will notify affected venues and, where required, the UK Information Commissioner's Office within the timescales set by UK GDPR.

AI processing and Limited Use

Padmina generates replies using large language models. Busy/free windows from a connected calendar may be included in the context used to answer that venue's enquiry, and for no other purpose. Our AI providers process this data under agreements that prohibit its use for model training. We do not use, transfer, or sell Google user data — raw, aggregated, or derived — to create, train, or improve machine-learning or artificial-intelligence models, whether foundational or otherwise.

Padmina's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Lawful basis

We rely on legitimate interests for routine service operation, contract performance for paid subscriptions, and consent where required (e.g. marketing emails). Our web chat identifies itself as an AI assistant at the top of every conversation.

Where data is held

Our primary infrastructure (databases, web service, file storage, backups) sits in UK and EU data centres. Some sub-processors — currently our AI model provider for inference — process data outside the UK/EEA. Those transfers are safeguarded by the UK Addendum to the EU Standard Contractual Clauses and supported by a Transfer Risk Assessment. A current list of sub-processors and their locations is available on request.

Retention

Conversation transcripts and end-customer enquiries are retained for up to 90 days from when the conversation closes, after which they are automatically purged. Demo / contact-form leads are retained for up to 12 months. Billing records (when applicable) are retained for 7 years to meet UK tax requirements. Customers may request earlier deletion at any time — see "Your rights" below.

Your rights

You have the right to access, correct, delete, or export your personal data, and to object to processing or withdraw consent. To exercise any of these rights, email admin@padmina.co.uk. If you are not satisfied with our response, you may complain to the UK Information Commissioner's Office at ico.org.uk.

Changes to this policy

We will publish a dated revision when this policy changes materially.