SimplyPIM ("we", "us") provides AI-native product information management software at simplypim.co.uk. This policy explains what personal data we collect, why, and the rights you have over it. It is written to meet the UK GDPR and the Data Protection Act 2018.
Who is responsible for your data
SimplyPIM is the data controller for the personal data described on this page. You can reach us about anything privacy-related at privacy@simplypim.co.uk or hello@simplypim.co.uk.
For the product data your business loads into SimplyPIM — your catalogue, pricing, stock and related records — you are the controller and we are a processor, acting only on your instructions and on the terms of service.
What we collect
Account data
When you sign up we collect your name, work email address, company name, an optional phone number and a password (stored only as a salted hash). We use this to run your account, to help you get set up during the trial, and to invoice you when you choose a plan.
Catalogue data
The products, attributes, media, pricing, stock, supplier and relation records you import or create. This may incidentally include personal data (for example a contact name inside a supplier record); we process it solely to provide the service to you.
Usage and log data
Standard server logs (IP address, request path, timestamps, user agent) kept for security and troubleshooting, and per-account activity records (the audit log) that exist so your own team can see who changed what.
Storefront pixel data
If you install the accessory pixel on your shop, it reports product views, widget clicks and order lines to your account. It is keyed to your products, not to your shoppers: it sets no advertising identifiers and builds no cross-site profiles.
Support and correspondence
Emails and messages you send us, kept so we can answer you and see the history of the conversation.
Why we are allowed to process it
- Contract — running your account, providing the software, invoicing.
- Legitimate interests — securing the service, preventing abuse, improving the product, contacting you about your trial.
- Legal obligation — keeping accounting records.
- Consent — optional analytics cookies, if you accept them (see the cookie policy).
AI features
AI enrichment sends the relevant product's existing data (and, if you point it at one, the content of a supplier page) to a large-language-model provider to draft copy and attributes. We send what the feature needs and nothing more — never your account credentials, and never your customer lists. Drafts are returned to you for review before anything is saved.
Who we share data with
We do not sell personal data. We share it only with the service providers needed to run SimplyPIM — hosting in the United Kingdom, email delivery, and the AI provider described above — each bound by contract to process it only for us. Where a provider is outside the UK, transfers rely on adequacy regulations or standard contractual clauses. We will disclose data if the law requires it.
How long we keep it
- Account and catalogue data — for the life of your account, then deleted within 90 days of closure (you can export everything first, and backups age out on their own cycle).
- Server logs — up to 12 months.
- Invoicing records — 6 years, as UK accounting law requires.
Your rights
You can ask us for access to, correction of, deletion of, or a portable copy of your personal data, and you can object to or ask us to restrict processing. Email privacy@simplypim.co.uk and we will respond within one month. If you are unhappy with our answer you can complain to the Information Commissioner's Office at ico.org.uk.
Changes
If this policy changes materially we will note it here and email account owners. The date at the top is always the date of the current version.