CharleOS Data Policy

Applies to: the operational data behind your engagement with Charle, and the client portal that surfaces it in CSignal Data controller: Charle London Limited Version: 1.0 Last updated: 1 July 2026

1. About this policy

This policy explains how CharleOS handles data. CharleOS is Charle's central operations system, where we plan, deliver and manage the work we do for you. Through CSignal you get a client portal onto your own information in CharleOS: your quotes, planner, tasks, projects, billing, support tickets and company details.

Read this together with the CSignal Platform Privacy & Data Policy (the umbrella policy). Where this policy refers to how we secure data, international transfers, your rights, or how to contact us, it means the corresponding sections there.

2. Our role

For the operational data described here, Charle London Limited is the data controller. This is our own business record of the services we provide to you and the relationship we manage, similar to a project-management and CRM system. (This is different from the Convert pixel data, where you are the controller and we act as your processor.)

3. What CharleOS stores

CharleOS holds the information needed to run and deliver your engagement:

• Company and contact information: your organisation's details and the business contact details of the people we work with (such as name, work email, role).
• Projects, planner and tasks: the work scheduled and delivered for you, its status and progress.
• Quotes and approvals: quotes we've issued and your responses to them.
• Billing and invoices: invoices, billing status and related financial records.
• Support tickets (HelpDesk): the requests you raise and our responses.
• Communications and notes: comments, messages and internal notes relating to your work.

This is operational and business information. It is not about your website's shoppers, and CharleOS does not use the CSignal pixel. The only personal data involved is the business contact details of the people on both sides of the engagement, plus anything you choose to submit (for example the content of a support ticket or comment).

4. Why we process it (lawful bases)

We rely on:

• Performance of a contract: to deliver the services you've engaged us for and manage the relationship.
• Legitimate interests: to run our operations, plan and improve delivery, and keep accurate records.
• Legal obligation: for example keeping financial and tax records for the period the law requires.

5. Security

CharleOS data is protected using the measures in the Security section of the Platform Policy, encryption in transit and at rest, least-privilege access controls, per-client isolation, and reputable infrastructure. Clients see only their own project(s) through the portal.

6. How long we keep it

We keep operational records for as long as we are working with you and for a reasonable period afterwards. Financial records (such as invoices) are kept for as long as the law requires, typically six years. Other records are deleted or anonymised once they are no longer needed.

7. Sub-processors specific to CharleOS

In addition to the platform-wide sub-processors in the Platform Policy, CharleOS relies on:

Each is bound by contract to protect the data and process it only on our instructions.

8. International transfers

Where CharleOS data is transferred outside the UK/EU, the safeguards described in the Platform Policy's International Transfers section apply.

9. Your rights and contact

Your rights, and how to exercise them, are set out in the Platform Policy. For any question about how CharleOS handles data, contact us at hello@charle.co.uk.