Wovex Privacy Statement
August 2026
This statement explains how Wovex Limited uses personal information when you visit our website, enquire about our services, work with us as a customer or supplier, or use a Wovex account. It explains your choices and how to contact us. When a customer enters information into the Wovex service for its own purposes, that customer normally decides how the information is used, and Wovex processes it on the customer’s instructions. The customer’s own privacy notice explains that use.
Who we are and how to contact us
Wovex Limited provides software for managing benefits and value. For the business activities described in this statement, Wovex is generally the controller of your personal information. For privacy enquiries, requests or complaints, email contact@wovex.com.
Information we use and where it comes from
We use the information you give us when you contact us, book a call, request a demonstration, register for an account, buy a service or ask for support. This may include your name, work email address, job title, organisation, contact details, correspondence, account details and billing information. We may also receive your business contact details from your organisation or someone who introduces us.
When you use our website or service, we may process technical information such as your IP address, device and browser details, log-in and usage records, and records needed to protect and support the service. Cookies and similar tools may collect further information about website use; see the cookie section below.
The Wovex service mainly uses names and work email addresses to identify and support users. A customer may enter other personal information into free-text fields. The customer controls that content and is normally the controller; Wovex processes it under the customer agreement. Much of the other customer content concerns benefits, finances, programmes and strategy and may be commercially confidential even when it is not personal information.
Why we use information
We use contact, account and correspondence details to answer enquiries, arrange demonstrations, manage our relationship with your organisation, provide access to the service and support users. Our lawful basis is our legitimate interest in running and supporting a business service, or performance of a contract where you are personally a party to it.
We use billing and transaction records to administer subscriptions and payments, meet accounting and tax obligations, and deal with contractual matters. The lawful basis is, where applicable, performance of a contract and compliance with legal obligations. We use security and service logs to prevent misuse, investigate faults and protect customers and the service on the basis of our legitimate interests in security and service operation and, where applicable, legal obligations.
We may send relevant product news or other business marketing where the law allows. Depending on the recipient and channel, we rely on legitimate interests or consent. Each marketing email gives you a way to opt out. You can also ask us to stop by emailing contact@wovex.com. We honour objections to the use of your personal information for direct marketing.
We use personal information to handle privacy requests and complaints where required by law. If we ask for information needed to set up an account, deliver a contracted service or issue an invoice, we may be unable to provide that service without it. Other information you choose to provide is generally optional.
Cookies and website analytics
Our website uses cookies and similar technologies for site functions and, with your choice where required, statistics or marketing. You can manage or withdraw your cookie choices through the website’s consent controls. Details of the cookies and their purposes are in our Cookie Policy.
Who we share information with
We share information only where needed for the purposes above. Recipients may include our cloud and IT providers, including Microsoft Azure for the Wovex service; providers of billing, payments, customer relationship management, email, support and website services; professional advisers; and public authorities where disclosure is required by law. Providers acting for us must handle information under appropriate contractual and security controls. Customers control who may access their content in Wovex, subject to their agreement with us.
Where information is processed
Wovex hosts customer service environments in the region agreed with each customer. UK hosting is available, and another region may be agreed by contract. Access by support personnel or suppliers may involve processing outside the UK. Where a restricted transfer of personal information takes place, we use a permitted route such as UK adequacy regulations or appropriate contractual safeguards, with any required transfer assessment. You can ask contact@wovex.com for information about applicable safeguards.
How long we keep information
We keep personal information for as long as it is needed for the relevant relationship and purpose, then for any period required by law or reasonably needed to deal with claims and disputes. Our retention schedule sets periods or criteria for different records, taking into account the last relevant interaction, customer contracts, and legal record-keeping duties. We keep customer-controlled content for the period and deletion process set out in the customer agreement, subject to legal requirements. Backup copies follow the documented backup and deletion process. We keep a limited record of a marketing opt-out so we can respect it.
Your rights and choices
Depending on the circumstances, you may ask for access to your personal information, correction, deletion, restriction of its use or transfer of information you provided. You may object to processing based on legitimate interests. Where we rely on consent, you may withdraw it at any time without affecting earlier lawful use.
You have the right to object at any time to our use of your personal information for direct marketing.
Email contact@wovex.com to exercise a right. We may need to check your identity where reasonable. If your request concerns information your organisation entered into Wovex, we will usually refer it to that organisation and assist it under our contract. We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.
Questions and complaints
Please email contact@wovex.com with any privacy question or complaint. We will acknowledge a data protection complaint within 30 days, investigate it without undue delay and tell you the outcome and any action taken. You also have the right to complain to the Information Commissioner’s Office.
Information Commissioner’s Office: ico.org.uk/make-a-complaint
Changes to this statement
We review this statement when our processing or legal obligations change. The date at the top shows when we last updated it. We will bring material changes to your attention where appropriate.