NeatSilo Privacy Policy
Effective date: 30 October 2026. Last updated: 2 November 2026
1. Who we are
NeatSilo is an inventory management service for trade contractors, provided through our website, web app and mobile apps (together, the "Service").
The Service is operated by Swiftlink L.L.C-FZ, a company registered in the Meydan Free Zone, Dubai, United Arab Emirates, under licence number 2654602.01, with its registered office at Meydan Grandstand, 6th floor, Meydan Road, Nad Al Sheba, Dubai, United Arab Emirates ("NeatSilo", "we", "us").
For any privacy question or request, email support@neatsilo.com.
We have not appointed a representative in the United Kingdom or the European Union. Where the law requires one, we will appoint one and list their details here.
2. Our role: controller or processor
We play two different roles depending on the data.
| Data | Our role | Who decides how it is used |
|---|---|---|
| Account, billing, support and website data about people who sign up, visit our website or contact us | Controller | NeatSilo, as set out in this policy |
| Data a customer's organisation puts into the Service: team members, stock movements, jobs, customer names, supplier contacts, product photos, activity history | Processor | The customer organisation, under our Data Processing Agreement |
If you use NeatSilo because your employer invited you, your employer controls your work data. Contact them first about access or deletion requests; we will help them respond.
3. Personal data we collect
| Category | Examples | Source |
|---|---|---|
| Account | Name, email address, password (stored only as a secure hash), profile picture, role (Admin or Member) | You, or the admin who invited you |
| Organisation | Company name, plan, trial and subscription status | The person who signs up |
| Terms acceptance | The date and version of the terms you accepted at sign-up | Automatically, when you create an account |
| Work activity | Stock taken out or returned, transfers, corrections, stock takes, jobs assigned, the time of each action and the user who performed it | Your use of the Service |
| Customer content | Job names and customer names entered by your organisation; product photos uploaded or taken with the mobile app by admins | Your organisation |
| Suppliers | Supplier names and their contact details (contact name, email address, phone number) and notes, entered by your organisation | Your organisation |
| Invitations | Email address and role of people invited | The inviting admin |
| Referrals | Which referral link an organisation signed up with, and the referral's status | Automatically, at sign-up and payment |
| Notifications and preferences | Alerts sent to you, the types you switched off, and your language | Your use of the Service |
| Push notifications | A push token that identifies your device for notifications, the device type (Android or iOS), and when it was last used | Automatically, when you allow notifications in the mobile app |
| Billing | Billing name, country, tax ID, subscription and payment status. Card details are handled by Paddle; we never see or store full card numbers | You, via Paddle |
| Support | Messages you send us and our replies | You |
| Technical | IP address, browser and device type, app version, sign-in times, error and server logs | Automatically, from your device |
| Website | Pages visited and how you arrived, collected by our website platform's analytics | Automatically, through cookies on neatsilo.com |
The mobile app uses your camera in two ways, only when you use these features:
- Scanning barcodes. While the scanner is open, camera images are processed on the device and are not stored or sent to us.
- Product photos. When an admin chooses to take a photo or pick one from the device's library for a product, only that photo is uploaded and stored with the product, like any other product image. The app does not access other photos in your library.
We do not collect precise location. Avoid including people or personal information in product photos.
4. How we use your data and our lawful bases
Where data protection laws require a lawful basis (such as the GDPR in the EU and UK), we rely on the following.
| Purpose | Lawful basis |
|---|---|
| Create and run accounts, sign you in, provide the Service, send account emails (confirmation, invitations, password reset) | Contract |
| Send in-app and push notifications you can control in Settings and on your device | Contract |
| Take payment, apply discounts and referral rewards, keep tax and accounting records | Contract; legal obligation |
| Record which version of our terms you accepted | Legitimate interests; legal obligation |
| Keep the Service secure, prevent fraud and abuse, enforce plan limits and our Terms of Service | Legitimate interests |
| Fix errors and improve the Service and our website using technical, usage and website analytics data | Legitimate interests (website analytics cookies: consent where the law requires it) |
| Answer support requests | Contract; legitimate interests |
| Send product news or marketing emails | Consent (you can withdraw at any time) |
| Respond to lawful requests from authorities | Legal obligation |
We do not sell personal data, use it for advertising, or make decisions about you based solely on automated processing.
5. Who we share it with
We share personal data only with service providers that help us run NeatSilo (sub-processors), under contracts that require them to protect it.
| Provider | What they do | Data location |
|---|---|---|
| Supabase | Database, sign-in and file storage | EU (Ireland) |
| Vercel | Hosting of the web app, server logs | EU (Ireland) for app servers; global edge network for delivery |
| Resend | Sending account and notification emails | United States |
| Squarespace | Hosting of our website neatsilo.com and its analytics | United States and other locations |
| Google Workspace | Our business email for support | Various |
| Google Firebase Cloud Messaging | Delivering push notifications to the mobile app (device push token and the notification's title and text) | United States and other locations |
| Apple and Google | Distribution of our mobile apps through the App Store and Google Play | Various |
Paddle. Our order process is conducted by our online reseller Paddle.com, the Merchant of Record for all our orders. Paddle collects and processes your payment and billing details as an independent controller, under its own privacy policy. Paddle shares with us the details we need to manage your subscription, such as your billing country and subscription status.
Referrals. If your organisation signs up through another organisation's referral link, that organisation's admins can see your organisation's name and referral status (for example signed up or paying). We record which referral link was used to apply discounts and rewards.
Within your organisation, admins can see the activity, stock and job data of all members. Members see their own activity and the jobs and vehicles assigned to them.
We may also share data with professional advisers, a buyer of our business (with notice to you), or authorities where the law requires it.
6. International transfers
Your data is stored mainly in the EU (Ireland). Some providers, and NeatSilo itself as a company based in the United Arab Emirates, access or process it outside the UK and EU, including in the United States and the United Arab Emirates.
Where data leaves the UK, the EU or another country with transfer rules, we rely on an adequacy decision or on safeguards such as the EU Standard Contractual Clauses and the UK International Data Transfer Addendum. You can ask us for a copy of the relevant safeguards at support@neatsilo.com.
7. How long we keep it
| Data | Retention |
|---|---|
| Account and organisation data | While the account is active, then deleted within 90 days of the organisation closing its account |
| Work activity and stock history | While the account is active. History is kept as an append-only audit trail for the organisation and deleted with the organisation |
| Read notifications | 90 days |
| Push tokens | Until you sign out on that device, delete your account, or the token stops working |
| Expired or cancelled invitations | 90 days |
| Payment event records received from Paddle | Full details 90 days; a summary is kept with billing records |
| Billing and invoice records | As long as tax and accounting laws require, currently up to 7 years |
| Support messages | 2 years after the conversation ends |
| Technical and server logs | Up to 30 days |
| Backups | Rolling, up to 7 days, then overwritten |
After a free trial or subscription ends without renewal, the organisation becomes read-only. We delete it if it stays inactive for 12 months, after emailing its admins first.
Deleting your account. You can delete your account at any time in Settings → Security on the web, or in Settings → Account in the mobile app. We then delete your login, profile and profile picture, your membership of your organisation, and your notifications and preferences.
- If other people still use your organisation, it continues. Stock and job history you recorded stays in the organisation's records, because that history belongs to the organisation and is kept as an accurate audit trail. Your name remains on those entries, but they are no longer linked to an account.
- If you are the only member of your organisation, the organisation and all its data are deleted too, and any subscription is cancelled.
- We keep a record that an account was deleted, containing only internal reference numbers and the date, not your name or email address.
- Copies in our backups are overwritten within 7 days.
8. Security
We protect data with encryption in transit (HTTPS) and at rest, hashed passwords, and access rules enforced in the database so each organisation sees only its own data. Admin-only actions are checked on the server, not just hidden in the app. Stock history cannot be edited or deleted by users, only reversed.
No system is perfectly secure. If a breach is likely to put you at risk, we will tell you and the relevant regulator as the law requires.
9. Your rights
Depending on where you live, you have the right to:
- access the personal data we hold about you
- correct inaccurate data
- have your data deleted
- restrict or object to our use of it, including for legitimate interests
- receive your data in a portable format
- withdraw consent at any time, where we rely on it
Email support@neatsilo.com. We reply within one month, or sooner if your local law requires. If your data is held for your employer's organisation, we may pass your request to them.
If you are unhappy with how we handle your data, you can complain to the data protection authority in your country (for example the ICO in the UK). We would appreciate the chance to resolve it first.
10. Cookies, device storage and app permissions
Website (neatsilo.com). Our website runs on Squarespace, which uses cookies that are needed for the site to work and, where you allow it, analytics cookies that tell us how visitors use the site. You can manage these through the cookie banner on the website and in your browser settings.
Web app (app.neatsilo.com). We use only strictly necessary cookies to keep you signed in. We do not use advertising or analytics cookies in the app. Our hosting provider records standard server logs, such as IP addresses, to run and secure the Service.
Mobile app. The app stores on your device: your sign-in session, your chosen job and vehicle, a cache of stock and product images so it works offline, and take-outs waiting to sync. Signing out clears your session and stops push notifications to that device; uninstalling the app removes everything.
| Permission | Why |
|---|---|
| Camera | Scanning barcodes while the scanner is open, and taking product photos when you choose to |
| Photos | Choosing a product photo from your library, only the photo you pick |
| Flashlight | Torch for scanning in dark vans |
| Notifications | Alerts about your jobs, vehicles and stock, only if you allow them. You can turn them off at any time in your device settings |
| Internet | Syncing with your organisation's data |
11. Additional information for your region
Some countries give you extra rights or require extra information. Where these apply, they add to this policy.
| Region | Additional information |
|---|---|
| EU and UK | The rights in section 9 apply in full; transfers as described in section 6 |
| United States | We do not sell or share personal information for advertising or cross-context behavioural advertising |
| United Arab Emirates | We process personal data in line with the UAE Personal Data Protection Law where it applies |
12. Children
NeatSilo is a business tool and is not intended for anyone under 18. We do not knowingly collect children's data.
13. Changes
We may update this policy. We will post the new version here with its effective date and, for significant changes, notify account admins by email or in the app before they take effect.
14. Contact
Email support@neatsilo.com, or write to Swiftlink L.L.C-FZ, Meydan Grandstand, 6th floor, Meydan Road, Nad Al Sheba, Dubai, United Arab Emirates.
See also our Terms of Service, Refund Policy and Data Processing Agreement.