Webmasters LDN · WM HQ
Staff Privacy Notice
Effective 18 September 2026 · Version 2026-09-18
What personal information WM HQ and the WM HQ app hold about you as a member of staff, why, who else handles it, how long it is kept and the rights you have over it.
1. Who we are
WM HQ is the internal business system of Dapper Trading Ltd, trading as Webmasters LDN, a company registered in England and Wales with number 08800299 and registered office at Oak House, Reeds Crescent, Watford, WD24 4QP, United Kingdom ("Webmasters LDN", "we", "us"). It is used through the web at our staff address and through the WM HQ app for iPhone. We are the controller of the personal information described in this notice.
This notice is for the people who work with us and use WM HQ: employees, directors, contractors and anybody else we give a staff account. It explains how we handle information about you as a user of the system. Information about our clients and their customers held in the CRM is handled under our client privacy notice and our contracts with those clients.
If you have any question about this notice or about your information, write to build@webmastersldn.com.
2. The information we hold about you
We hold only what the system needs to give you an account and let you do your job:
- Account details: your name, your work email address, your role and permissions, the businesses you work in, and whether your account is active.
- Profile details you choose to add: a profile picture, job title, team, phone number, where you work, time zone, skills, a short biography and your availability status. Colleagues can see these in the staff directory.
- Sign-in and security information: a scrambled (hashed) form of your password and of your PIN, never the password or PIN themselves; the encrypted secret and backup codes for your authenticator app if you turn two-factor sign-in on; your sessions, when you last signed in and a scrambled form of the network address you signed in from; and your lock preferences.
- Messages and shared content: the messages you send in WM HQ, the photos, videos and files you attach, polls you create or vote in, reactions and pinned messages, and when you last read a conversation.
- Work records: the tasks, projects, notes, documents, emails and other records you create or change, and an audit trail of who changed what and when.
- Device information: the type of device and browser you use, recorded with your sessions so you can see and end sessions you do not recognise.
- Policy records: which version of this notice and of the Acceptable Use Policy you accepted, and when.
3. Face ID, Touch ID and your PIN
If you use Face ID or Touch ID to unlock the WM HQ app, the check happens entirely on your iPhone using Apple's own security features. We never receive, see or store your face, your fingerprint or any biometric data. The app only learns whether the check succeeded.
Your PIN is sent to us over an encrypted connection when you set it or use it, and we store it only in a scrambled form that cannot be turned back into the PIN. After five wrong attempts the PIN is locked for fifteen minutes, and after ten the session is signed out for your protection.
4. What we do not do
- We do not sell your information, or share it with anybody for their own marketing.
- We do not show advertising in WM HQ or the app, and we do not use advertising or cross-site tracking tools.
- We do not track your location. "Where you work" is only what you type into your profile.
- We do not use your information to make decisions about you by automated means alone.
5. Why we use it, and our lawful basis
Data protection law requires a lawful basis for each use. Ours are:
| What we do | Lawful basis |
|---|---|
| Create and run your account, and let you sign in | Contract: it is needed for your employment or engagement with us |
| Keep accounts secure: passwords, PINs, two-factor sign-in, session records, locking and lockouts | Legitimate interests: protecting our systems, our clients and you |
| Show your profile to colleagues and let staff message each other | Legitimate interests: running a business where staff can find and reach each other |
| Keep an audit trail of changes to records | Legitimate interests and legal obligation: accountability, security and meeting our duties to clients |
| Send you system emails such as invitations, password resets and security notices | Contract and legitimate interests |
| Keep records of your acceptance of our policies | Legitimate interests: showing that staff were told how the system works |
| Respond to legal claims, regulators or law enforcement | Legal obligation and legitimate interests |
6. Who else handles your information
We use a small number of trusted service providers who handle information only on our instructions, under written data processing terms, and who must keep it secure:
- Colleagues can see your profile, the messages you send them and the records you work on, according to the permissions of their role.
- We may share information with professional advisers, insurers, auditors, regulators, courts or the police where the law requires it or where it is needed to establish or defend a legal claim.
- If our business, or part of it, is sold or reorganised, information may pass to the new owner, who must use it in line with this notice.
| Provider | What they do | Where |
|---|---|---|
| Supabase | Hosts the WM HQ database and the private storage for files, photos, videos and profile pictures | European Union (Ireland) |
| Brevo | Delivers the emails WM HQ sends, such as invitations, password resets and messages you send to contacts | European Union |
| Our hosting provider | Runs the WM HQ web application | United Kingdom or European Union |
| Apple | Distributes the WM HQ app and provides Face ID and Touch ID on your device | Your device; Apple's own privacy policy applies to Apple services |
7. Transfers outside the United Kingdom
Our database, file storage and email delivery are located in the European Union. The United Kingdom recognises the European Economic Area as providing an adequate level of protection, so no further safeguards are needed for those transfers. If we ever use a provider elsewhere, we will use the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, and update this notice.
8. How long we keep it
| Information | How long |
|---|---|
| Your account and profile | While you work with us, then up to 6 months after your account is closed |
| Messages, files and work records you created | As long as the business needs them for the work they relate to; business records up to 6 years to meet legal and tax duties |
| Sign-in records and sessions | Sessions end after 7 days without use; sign-in history up to 12 months |
| Audit trail | Up to 6 years |
| PIN, password and two-factor secrets | Until you change or remove them, or your account is closed |
| Policy acceptance records | For as long as your account exists and 6 years after |
9. How we keep it safe
- Everything travels over encrypted connections (HTTPS and TLS).
- Passwords and PINs are stored only as scrambled hashes; authenticator secrets are encrypted.
- Files, photos and videos are kept in private storage and opened only through short-lived signed links.
- Row-level security in the database means each business's records, and each conversation, can be read only by the people who are allowed to.
- Two-factor sign-in, automatic locking, PIN lockouts and the ability to see and end your own sessions protect your account.
- Access to systems is limited to the people who need it, and changes are recorded in the audit trail.
10. Your rights
Under the UK GDPR and the Data Protection Act 2018 you have the right to:
- ask for a copy of the information we hold about you (a subject access request);
- ask us to correct information that is wrong or incomplete (you can change most of your profile yourself);
- ask us to delete information, including your account;
- ask us to restrict how we use your information;
- object to our use of your information where we rely on legitimate interests;
- ask for information you gave us in a portable, machine-readable form;
- complain to the Information Commissioner's Office.
11. Deleting your account
You can ask for your account to be deleted at any time from Settings, Privacy and security, "Delete my account", in the app or on the web, or by writing to build@webmastersldn.com. We will confirm who you are, close the account and delete or anonymise your personal information within 30 days, keeping only what the law requires us to keep, such as financial records. Records you created for clients may be kept without your name where the business still needs them.
12. Making a request or a complaint
To use any of your rights, write to build@webmastersldn.com. We will answer within one month, and tell you if we need longer for a complex request. There is normally no charge.
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
13. Changes to this notice
When we change this notice in a way that matters, we will show you the new version the next time you open WM HQ and ask you to read it before carrying on. The date at the top shows when it last changed, and earlier versions are available on request.