Legal
Last updated: 1 August 2026
What Adestio records, why, who it is shared with, and the rights you have over it. Clause 4 sets out exactly what is captured when someone clocks in, and what is not.
Adestio is an enterprise resource planning and material requirements planning platform for manufacturers, fabricators and distributors, available on iOS, Android and the web.
Adestio is a service of Provolve Ltd, a company registered in England and Wales under company number 05300480, whose registered office is at 12 Willowdale Close, Petersfield, GU32 3PS. Provolve Ltd is the data controller referred to in clause 2.
Provolve Ltd is registered with the UK Information Commissioner's Office as a data controller, registration number 00015868852. You can contact us about anything in this policy at hello@adestio.com.
This distinction matters, because it decides who you should approach about your data.
We are the controller for the account and billing information of the businesses that buy Adestio, for our website analytics, and for support correspondence sent directly to us.
We are a processor for everything a customer business puts into the Service. That includes its product, stock, order, supplier, customer and personnel records. The customer business is the controller of that data and decides what goes in and why.
If you are a worker whose employer uses Adestio, your employer is the controller of your records. Please raise access, correction and deletion requests with them first. We will help them respond, and we will not act on your records without their instruction unless the law requires us to.
Account and profile data. Name, email address, phone number where given, the organisation you belong to, your module permissions, whether you are an administrator, and where an administrator has set one, a Slack user ID used to deliver password resets.
Authentication data. Credentials handled by our authentication provider, and sign-in metadata. We never see your password.
Attendance data. Where your employer enables clocking: clock-in and clock-out events with their timestamps, a photograph captured at each event, latitude and longitude captured at clock-in, and any automatic clock-out written by the scheduled sweep together with its explanatory comment and credited hours. See clause 4.
Business records. The operational data your business enters: facilities and locations, products, bills of materials, stock levels and movements, work orders, purchase orders, quotes, sales orders, picking records, and the supplier and customer records attached to them. These may contain the names and contact details of individuals at your suppliers and customers.
Activity data. An append-only ledger of stock movements and similar actions, each recording which user performed it and when, so a figure can always be traced back. Where enabled, in-app interaction events used to diagnose usability problems.
Technical data. Device model and operating system, app version and build, IP address, crash diagnostics, performance traces, and a push notification token where you allow notifications.
Support data. Messages you send through the in-app support function or by email, including who you are and which screen you were on when you sent it.
This section describes the most sensitive thing the Service records, so we want to be precise about it.
When a worker clocks in, the app captures a photograph and the device's latitude and longitude. When they clock out, it captures a photograph only. Both are stored with the clock event and are visible to that worker and to administrators of their organisation.
Adestio does not perform facial recognition. We do not generate a faceprint, template, embedding or other biometric identifier from the photograph. We do not compare it against any other image, any watchlist, or any previously stored photograph, and no automated decision is made from it. The photograph is simply a picture kept alongside the record so that a human supervisor can see who clocked.
Because no biometric identifier is created, we do not process biometric data as that term is defined in Article 9 of the UK GDPR, and we do not collect biometric identifiers within the meaning of the Illinois Biometric Information Privacy Act or comparable US state biometric statutes. If that ever changes, we will update this policy and obtain any consent required before the change takes effect.
Location is captured only at the moment of clock-in. The Service does not track a worker's location continuously, in the background, or between clock events.
Your employer decides whether to enable clocking at all, and is responsible for telling you about it and for the lawfulness of that monitoring where you work.
We use personal data to:
We do not sell personal data. We do not share it with advertisers, and we do not use Customer Data to train third-party AI models.
Where we act as controller, we rely on:
Where we act as processor, the legal basis for processing worker and business-contact data is the customer business's to determine and document. Most employers rely on contract, legal obligation or legitimate interests for attendance records.
The Service includes an AI assistant that helps authors write configurator formulas and validation rules from a plain-language description.
When someone uses it, we send the following to the third-party model providers acting as our sub-processors: the description they typed, the names of the variables available in that configuration together with sample values, the names of any repeating-list fields, and the keys of other lines in the parts list. We send this so the assistant can only reference names that genuinely exist.
This feature is for describing product rules, not people. Users are asked not to enter personal data into it, and it is not designed to receive any. If personal data is entered into a prompt it will be transmitted to whichever provider handles that request.
Our AI sub-processors are contractually prohibited from using the content of these requests to train their models. They are named in clause 8.
No decision with legal or similarly significant effect on any individual is made by automated means anywhere in the Service.
We are based in the United Kingdom. Some of our sub-processors process data outside the UK and the European Economic Area, including in the United States.
Where personal data leaves the UK or EEA, we rely on an adequacy decision where one covers the transfer, and otherwise on the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, supported by a transfer risk assessment.
You can ask us for details of the mechanism used for a particular transfer, and for a copy of the relevant safeguards, by emailing us.
We keep personal data for as long as it is needed for the purpose it was collected for.
After termination we keep Customer Data available for export for 30 days, then delete it in line with the periods above. Residual copies may persist in encrypted backups for a further 35 days before being overwritten.
We use technical and organisational measures appropriate to the risk, including:
No system is completely secure. If a personal data breach occurs, we will notify the ICO within 72 hours where the law requires it, notify affected controllers without undue delay, and notify individuals directly where there is a high risk to their rights.
Subject to conditions, you have the right to:
If your employer put the data into Adestio, contact them first, as they are the controller. If you contact us instead, we will pass your request to them and support their response.
To exercise a right against us as controller, email hello@adestio.com. We will respond within one month, and will tell you if we need longer because the request is complex.
You can complain to the UK Information Commissioner's Office at ico.org.uk, or to your local supervisory authority in the EEA. We would rather you raised it with us first so we can put it right.
If you are a resident of California, Colorado, Connecticut, Virginia or another US state with comparable legislation, you may have the right to know what personal information is collected and disclosed, to access and delete it, to correct it, to opt out of sale or sharing, and not to be discriminated against for exercising those rights.
We do not sell personal information, and we do not share it for cross-context behavioural advertising.
Most personal information we hold about workers is processed on behalf of an employer, which is the business that must respond to your request. Contact them first, and contact us at hello@adestio.com if you cannot.
Adestio is a workplace system and is not directed at children. We do not knowingly collect personal data from anyone under 16.
Where a customer lawfully employs someone below that age, the customer is responsible for obtaining whatever parental or guardian consent local law requires before enabling clocking for them.
If you believe a child's data has been provided to us in error, contact us and we will delete it.
We may update this policy. If we make a material change, particularly to what we collect at clock-in or to our sub-processors, we will notify administrators by email or by a prominent in-app notice at least 30 days before it takes effect.
For minor changes, we will update the "Last updated" date at the top of this page.
For any question about this policy, or to exercise a right, contact:
Provolve Ltd, trading as Adestio
Email: hello@adestio.com
Post: 12 Willowdale Close, Petersfield, GU32 3PS
ICO registration: 00015868852
We aim to respond to privacy queries within 5 business days, and to formal rights requests within one month.
