Privacy Policy

1. About Tallyvo

Tallyvo is a business management platform designed for product, e-commerce, manufacturing, wholesale and related businesses.

Depending on the services and functionality available to your account, Tallyvo may provide functionality including:

• inventory management;
• purchasing and purchase orders;
• manufacturing and production planning;
• bills of materials;
• product, variant, bundle and kit management;
• order management;
• warehouse and fulfilment workflows;
• shipping and label generation;
• carrier integrations;
• forecasting;
• profitability and cost analytics;
• marketing reporting and analytics;
• customer and supplier management;
• accounting integrations;
• marketplace and e-commerce integrations;
• reporting and dashboards; and
• other features made available by us from time to time.

The availability of individual features, integrations and services may change as Tallyvo develops.

2. When Tallyvo is a data controller

3. When Tallyvo is a data processor

Businesses using Tallyvo may upload, import, generate or connect personal data concerning their own customers, suppliers, employees or other individuals.

For example, a Tallyvo customer may process:

• customer names;
• delivery addresses;
• billing addresses;
• email addresses;
• telephone numbers;
• order information;
• shipping details;
• purchase history;
• customer notes; and
• other information connected with their business operations.

Where a Tallyvo customer determines why and how that information is processed and Tallyvo processes it on their behalf to provide the Platform, the customer is generally the controller and Tallyvo acts as processor.

We process such information according to the customer's documented instructions, our agreement with them and applicable data protection law.

Additional data processing terms may apply where required.

4. Personal data we collect

The personal data we collect depends on how you interact with Tallyvo.

4.1 Account and contact information

We may collect:

• name;
• work email address;
• telephone number;
• job title;
• company name;
• business address;
• account username;
• account preferences; and
• other information you provide when creating or managing an account.

4.2 Subscription and billing information

We may collect information relating to:

• your subscription plan;
• billing address;
• VAT information;
• invoices;
• payments;
• payment status;
• subscription history;
• trial status;
• promotional offers; and
• transaction history.

Payment card information may be collected and processed directly by our payment service providers.

Tallyvo may receive information such as payment status, the last digits of a payment card, card type or payment provider reference without receiving complete card details.

4.3 Wallet and shipping information

When you use the Tallyvo Wallet or shipping functionality, we may process information including:

• Wallet top-ups;
• Wallet balance;
• shipping charges;
• transaction references;
• shipping labels;
• parcel details;
• parcel weight and dimensions;
• sender and recipient details;
• collection and delivery addresses;
• telephone numbers;
• email addresses;
• carrier selection;
• tracking numbers;
• shipping status;
• carrier adjustments;
• claims and refunds; and
• payment information associated with shipping transactions.

4.4 Order and customer information

When you use Tallyvo to manage orders, fulfilment or inventory, the Platform may process personal data relating to your customers.

This can include:

• names;
• addresses;
• email addresses;
• telephone numbers;
• order details;
• products purchased;
• order value;
• delivery method;
• order status;
• returns;
• refunds;
• customer identifiers; and
• other order-related information.

Where this data belongs to your customers, Tallyvo will generally process it on your behalf as a processor.

4.5 Supplier and business contact information

You may store information relating to suppliers or other business contacts, including:

• name;
• company;
• email address;
• telephone number;
• postal address;
• purchase order information;
• commercial communications; and
• related business records.

4.6 Data from connected services

If you connect Tallyvo to another service, we may receive information from that service.

Depending on the integration, this may include data from:

• Shopify;
• TikTok Shop;
• eBay;
• marketplaces;
• accounting platforms;
• payment processors;
• shipping platforms;
• carriers;
• advertising platforms;
• Google services;
• Meta services;
• Pinterest;
• Snapchat;
• other e-commerce or business systems; and
• other integrations supported by Tallyvo.

The information received depends on the permissions you grant and the information made available by the relevant third party.

4.7 Marketing and advertising data

Where you connect advertising or marketing platforms, Tallyvo may process information including:

• advertising spend;
• campaign names;
• campaign performance;
• impressions;
• clicks;
• conversions;
• attribution information;
• advertising account identifiers; and
• other campaign data.

We may also process information about your own interactions with Tallyvo marketing communications.

4.8 Technical and usage information

When you use our website or Platform, we may automatically collect information such as:

• IP address;
• browser type;
• device type;
• operating system;
• login times;
• pages or features accessed;
• session information;
• error logs;
• diagnostic information;
• application activity;
• security events; and
• general usage information.

We use this information to operate, secure, troubleshoot and improve Tallyvo.

4.9 Support communications

If you contact us for assistance, we may collect:

• your name;
• contact details;
• account information;
• messages;
• screenshots;
• files;
• call notes;
• technical information;
• issue history; and
• other information necessary to understand and resolve your request.

4.10 Demonstrations, waiting lists and enquiries

If you request a demonstration, join a waiting list, download material or contact us before becoming a customer, we may collect:

• name;
• email address;
• telephone number;
• company;
• business size;
• business requirements;
• information about the software you currently use; and
• other information you choose to provide.

5. How we obtain personal data

We may receive personal data:

• directly from you;
• from users within your organisation;
• when you create or configure your Tallyvo account;
• from services you connect to Tallyvo;
• from e-commerce platforms and marketplaces;
• from carriers and shipping providers;
• from payment service providers;
• through support communications;
• through our website;
• through cookies and similar technologies;
• from publicly available business sources; or
• from business partners or referral partners where lawful.

6. Why we use personal data

We use personal data for purposes including the following.

Providing Tallyvo

We process personal data to:

• create and maintain accounts;
• provide subscriptions;
• authenticate users;
• manage permissions;
• process orders;
• provide inventory functionality;
• provide manufacturing functionality;
• provide fulfilment functionality;
• enable shipping;
• operate the Wallet;
• generate shipping labels;
• provide reporting and analytics;
• provide integrations; and
• otherwise deliver the Tallyvo Platform.

Billing and payments

We use information to:

• collect subscription fees;
• process Wallet funding;
• reconcile transactions;
• manage invoices;
• manage refunds;
• recover outstanding amounts;
• deal with carrier adjustments; and
• prevent payment fraud.

Shipping and fulfilment

We use relevant information to:

• obtain shipping rates;
• purchase labels;
• provide recipient information to carriers;
• generate shipping documentation;
• track shipments;
• manage carrier adjustments;
• assist with shipping claims; and
• facilitate refunds where available.

Customer support

We process information to:

• respond to enquiries;
• diagnose issues;
• provide technical support;
• investigate account problems; and
• improve customer service.

Security and fraud prevention

We may process information to:

• authenticate users;
• detect unauthorised access;
• investigate suspicious activity;
• prevent abuse;
• protect Tallyvo infrastructure;
• enforce our Terms; and
• protect Tallyvo, our customers and other people.

Improving Tallyvo

We may analyse how Tallyvo is used to:

• identify problems;
• improve existing functionality;
• understand feature usage;
• develop new features;
• measure Platform performance;
• improve user experience; and
• make the Platform more efficient.

Legal and regulatory purposes

We may process personal data where necessary to:

• comply with law;
• keep accounting and tax records;
• respond to lawful requests;
• establish or defend legal claims;
• investigate fraud;
• comply with court orders; and
• protect our legal rights.

Marketing

Where permitted by law, we may use your business contact information to:

• send information about Tallyvo;
• tell you about new functionality;
• send product updates;
• invite you to demonstrations or events;
• provide educational content; or
• tell you about relevant offers.

You can opt out of marketing communications at any time.

Service communications necessary to operate your account are not marketing and may continue while you maintain a Tallyvo account.

7. Our lawful bases for processing

Under UK data protection law, we must have a lawful basis for processing personal data.

Depending on the processing activity, we may rely on the following bases.

Contract

We process information where it is necessary to enter into or perform a contract with you.

This may include:

• creating your account;
• providing the Platform;
• billing;
• customer support;
• subscription management; and
• providing services you request.

Legitimate interests

We may process personal data where necessary for our legitimate business interests, provided those interests are not overridden by your rights.

Our legitimate interests may include:

• operating and improving Tallyvo;
• protecting the Platform;
• preventing fraud;
• understanding how customers use our services;
• providing relevant business communications;
• maintaining business records;
• protecting our legal rights; and
• developing our business.

Legal obligation

We may process information where necessary to comply with legal obligations, including accounting, taxation, regulatory or law enforcement requirements.

Consent

We may rely on consent where appropriate, including for certain:

• marketing communications;
• cookies;
• advertising technologies; and
• tracking technologies.

Where we rely on consent, you may withdraw it at any time.

Withdrawal does not affect processing that was lawful before consent was withdrawn.

8. Data we process on behalf of Tallyvo customers

Tallyvo customers may use the Platform to process personal data belonging to their customers, employees, suppliers or other individuals.

For this information:

• the Tallyvo customer generally acts as controller;
• Tallyvo generally acts as processor; and
• the customer is responsible for determining the lawful basis for processing the data.

We use this information only as necessary to provide Tallyvo, according to the customer's instructions, our contractual obligations and applicable law.

If you are an individual whose information is held in Tallyvo by one of our customers, you should normally contact that business directly regarding your privacy rights.

We will assist our customers with legitimate data protection requests where required.

9. Who we share personal data with

We may share personal data with carefully selected third parties where necessary to operate Tallyvo.

These may include:

Hosting and infrastructure providers

Providers that host or support the infrastructure used to provide Tallyvo.

Payment providers

Payment processors and financial service providers used to process subscription payments and Wallet funding.

Shipping platforms and carriers

Where necessary to provide shipping functionality, information may be shared with:

• shipping technology providers;
• logistics platforms;
• selected carriers;
• customs service providers; and
• other parties involved in collection or delivery.

This may include recipient names, delivery addresses, contact information, parcel details and customs information.

Connected platforms

Where you choose to connect Tallyvo to another service, we may exchange relevant information with that service according to the permissions you have granted.

Communications and support providers

We may use third-party services to provide:

• email;
• customer support;
• live chat;
• transactional notifications; and
• other communications.

Analytics and security providers

We may use service providers to:

• monitor Platform performance;
• analyse usage;
• detect errors;
• secure our systems;
• prevent fraud; and
• investigate security incidents.

Professional advisers

We may disclose information to accountants, lawyers, insurers, auditors or other professional advisers where reasonably necessary.

Authorities

We may disclose personal data to courts, regulators, law enforcement agencies, tax authorities or other public bodies where legally required or reasonably necessary to protect our legal rights.

Corporate transactions

If Tallyvo or Triostack Ltd is involved in a financing, acquisition, merger, reorganisation or sale of all or part of its business, relevant personal data may be disclosed to professional advisers and prospective or actual participants in the transaction, subject to appropriate safeguards.

10. International transfers

Some of our service providers, connected platforms or other recipients may process personal data outside the United Kingdom.

Where personal data is transferred internationally, we will take appropriate steps required by UK data protection law.

Depending on the destination and recipient, these safeguards may include:

• UK adequacy regulations;
• the UK International Data Transfer Agreement;
• the UK Addendum to approved EU Standard Contractual Clauses; or
• another lawful transfer mechanism.

Where required, we will also assess whether additional safeguards are necessary.

You can contact us if you would like further information about safeguards relating to a particular transfer.

11. How long we keep personal data

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including satisfying legal, accounting, tax, security and contractual requirements.

Retention periods depend on the type of information and how it is used.

For example, we may retain:

• account information while your account remains active;
• contractual and billing records for the period required by applicable tax and accounting law;
• support records for a reasonable period after an enquiry is resolved;
• shipping and transaction records where necessary for reconciliation, claims or legal purposes;
• security logs for a reasonable period to investigate incidents; and
• marketing preferences for as long as necessary to respect your communication choices.

When an account is closed, some data may be deleted while other information may need to be retained for legal, financial, fraud prevention or dispute resolution purposes.

Where Tallyvo processes information solely on behalf of a customer, retention and deletion may also be governed by our agreement with that customer.

12. Data security

We use appropriate technical and organisational measures designed to protect personal data against:

• unauthorised access;
• loss;
• alteration;
• disclosure;
• destruction; and
• misuse.

Measures may include:

• access controls;
• authentication;
• encryption where appropriate;
• monitoring;
• backups;
• security logging;
• infrastructure protections; and
• restrictions on employee and contractor access.

No online system can provide absolute security.

You are also responsible for protecting your own Tallyvo credentials and controlling access to your account.

13. Your data protection rights

Depending on the circumstances, UK data protection law may give you the right to:

• request access to your personal data;
• request correction of inaccurate information;
• request deletion of personal data;
• request restriction of processing;
• object to certain processing;
• request transfer of information in a portable format;
• withdraw consent where processing relies on consent; and
• object to certain forms of direct marketing.

These rights are not absolute and may be subject to legal exceptions.

To exercise a right in relation to personal data for which Tallyvo is controller, contact help@tallyvo.com.

We may need to verify your identity before responding.

14. Personal data belonging to your customers

If you are a Tallyvo customer, you remain responsible for informing your own customers, employees, suppliers and other individuals about how you process their personal data.

Your own privacy notice should explain where appropriate that you use service providers such as inventory, order management, fulfilment, shipping and business management platforms to process their information.

Tallyvo does not replace your own privacy obligations.

15. Marketing communications

We may send marketing communications to business contacts where permitted by applicable law.

Where consent is required, we will obtain it.

You can unsubscribe from marketing communications at any time by:

• using the unsubscribe link included in the communication; or
• contacting us at help@tallyvo.com.

We may retain limited information about your opt-out request so that we can ensure your preference continues to be respected.

Unsubscribing from marketing does not prevent us from sending essential account, security, billing or service-related communications.

16. Cookies and similar technologies

Our website and Platform may use cookies and similar technologies.

These technologies may be used to:

• provide essential functionality;
• authenticate users;
• maintain security;
• remember preferences;
• understand website and Platform performance;
• analyse how our services are used;
• measure marketing effectiveness; and
• support advertising where applicable.

Some technologies are necessary for the operation of our services.

Where consent is legally required for non-essential cookies or similar technologies, we will request consent before using them.

You can manage your preferences using our cookie controls where available.

Additional information about specific technologies we use may be provided in our Cookie Policy or cookie preference centre.

17. Analytics

We may use analytics tools to understand how people use the Tallyvo website and Platform.

Analytics information may include:

• pages visited;
• features used;
• interaction events;
• approximate location;
• device information;
• referral source;
• session information; and
• technical performance data.

Where required, non-essential analytics technologies will only be activated after appropriate consent.

18. Automated processing

Tallyvo may use automated calculations, rules, forecasts and analytics to provide functionality such as:

• inventory recommendations;
• forecasting;
• profitability calculations;
• reorder suggestions;
• production planning; and
• other business insights.

These features are intended to support business decision-making.

Unless expressly stated otherwise, they do not make decisions producing legal or similarly significant effects about individuals on behalf of Tallyvo.

19. Children

Tallyvo is a business service and is not directed at children.

You must be at least 18 years old to create a Tallyvo account.

We do not knowingly collect personal data directly from children for the purpose of establishing a Tallyvo account.

Our business customers may process order information relating to individuals through the Platform, and they remain responsible for ensuring that such processing is lawful.

20. Special category personal data

Tallyvo is not designed for the routine storage of special category personal data such as information about:

• health;
• racial or ethnic origin;
• religious beliefs;
• political opinions;
• trade union membership;
• genetics;
• biometrics used for identification; or
• sex life or sexual orientation.

Customers should not upload special category personal data unless there is a legitimate need to do so, they have an appropriate lawful basis and the use is compatible with Tallyvo's functionality and contractual terms.

21. Links and third-party websites

Tallyvo may contain links to third-party websites or services.

We are not responsible for the privacy practices of organisations we do not control.

You should review their privacy policies before providing personal data to them.

22. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• changes to Tallyvo;
• new functionality;
• changes to service providers;
• legal or regulatory developments; or
• changes in how we process personal data.

The latest version will be published on our website with an updated "Last updated" date.

Where changes materially affect how we use personal data, we may provide additional notice where appropriate.

23. Complaints

If you have concerns about how we use your personal data, please contact us first so that we can investigate.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator responsible for data protection.

Information about your rights and how to make a complaint is available from the ICO.

24. Contact us

If you have questions about this Privacy Policy or how Tallyvo handles personal data, contact:

Triostack Ltd

Trading as Tallyvo

Registered office: Kenstore, Common Lane Industrial Estate, Kenilworth, CV8 2EL, United Kingdom

Company number: 16610998

Email: help@tallyvo.com