Privacy Policy

1. Introduction

Welcome to Joiin Ltd ("Joiin," "we," "us," or "our"). This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you access or use our financial consolidation and reporting software at app.joiin.co (the "Software") and visit our website at www.joiin.co (the "Website"). By accessing or using the Software and Website, you agree to the terms of this Privacy Policy. If you do not agree with our policies and practices, please refrain from using the Software and Website.


2. Data Protection Compliance

2.1 Joiin complies with applicable data protection laws, including:

  • The UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

  • The European Union General Data Protection Regulation (GDPR).

  • The California Consumer Privacy Act (CCPA) and other regional regulations  where applicable.

2.2 We ensure that your personal data is processed lawfully, fairly, and transparently, and is collected for specified, explicit, and legitimate purposes.


3. Information We Collect

3.1 Information You Provide
We collect information that you provide directly, including:

  • Personal details such as your name, email address, and company name.

  • Financial information: Subscription payment data is securely processed by Stripe. Joiin does not store or directly access your card details.

  • Any other information provided through support inquiries or account settings.

3.2 Information Collected Automatically
We collect certain data automatically when you interact with our Software or Website, including:

  • Technical data such as IP address, browser type, and operating system.

  • Usage data, including interactions with features, preferences, and browsing behaviours.

  • Cookies and tracking technologies to enhance user experience and analyse trends.


3.3 Joiin Connect
We provide integration capabilities through Joiin Connect, allowing you to link your financial data with 3rd party platforms e.g. Power BI for data aggregation, enhanced reporting and data analysis. When you use Joiin Connect, the following data may be processed for the purposes of integration and functionality:

  • Financial data, including but not limited to transactions, reports, and account balances.

  • Customer identifiers necessary for system connection and authentication.

We process this data solely to enable and support the functionality of Joiin Connect. Data shared via Joiin Connect remains under your control, and you are responsible for ensuring compliance with applicable data privacy regulations when connecting to third-party platforms. Joiin does not retain data shared with external services via Joiin Connect. 

3.4 Joiin Intelligence
Our AI-powered services, provided through Joiin Intelligence, may process limited personal data to deliver enhanced functionalities, such as predictive insights and reporting optimisations. This processing leverages Amazon Web Services (AWS) Bedrock, a secure and compliant platform.

For further details, please refer to our Data Processing Addendum (DPA).


4. How We Use Your Information

We use your personal data for the following purposes:

  • To deliver, operate, and maintain the Software and Website.

  • To process payments and manage your subscription (via Stripe).

  • To provide customer support and respond to inquiries.

  • To send service-related, product and marketing communications.

  • To monitor and analyse usage to improve our services.

  • To personalise advertising based on your activity and preferences.

  • To comply with legal obligations and protect our rights.

  • To enable integrations and data processing through Joiin Connect, allowing you to link your financial systems with third-party platforms for reporting and analysis.

  • To provide AI-powered functionalities through Joiin Intelligence. For more details on how we process personal data using Joiin Intelligence using AWS Bedrock, please refer to our Data Processing Agreement (DPA).

  • Unless you request otherwise in writing, we may use your company name and logo in our customer lists, presentations, and other marketing materials to identify you as a customer.


5. Legal Basis for Processing

We process your personal data under the following legal bases:

  • Contractual Obligations: To provide the services you have subscribed to.

  • Legitimate Interests: For improving our services, protecting our rights, and conducting business operations.

  • Consent: For marketing communications and the use of non-essential cookies, where you have explicitly agreed.

  • Legal Obligations: To comply with applicable laws and regulations, such as financial and tax reporting requirements.


6. Data Retention and Deletion

6.1 We retain personal data only for as long as necessary to provide services, comply with legal obligations, or fulfil legitimate business needs.

6.2 Specific retention periods:

  • Trial Accounts: Data is retained for up to 12 months after inactivity.

  • Paid Accounts: Data is retained for up to 12 months after cancellation of the subscription.

6.3 After the 12-month retention period, all customer-provided data (e.g., consolidated reports) will be permanently deleted and cannot be recovered.

6.4 Customers are responsible for exporting any data they wish to retain before the 12-month deletion period ends.


7. Data Sharing and Disclosure

7.1 We do not sell, rent, or trade your personal data. We may share your information with:

  • Service Providers: Trusted third-party vendors, such as Stripe for payment processing and analytics tools.

  • Legal Compliance: Government authorities or legal entities where disclosure is required by law.

  • Business Transfers: In connection with mergers, acquisitions, or the sale of Joiin’s assets.

7.2 Joiin ensures third-party service providers comply with applicable privacy laws and maintain appropriate safeguards.


8. International Data Transfers

8.1 Your personal data may be transferred to and processed in countries outside your jurisdiction, including the UK, EEA, and the United States.

  • 8.2 When transferring data internationally, we ensure appropriate safeguards, such as:

  • Standard Contractual Clauses (SCCs) approved under GDPR for data transfers outside the UK and EEA.

  • Adherence to regional frameworks like the EU-US Data Privacy Framework, where applicable.


9. Cookies and Tracking Technologies

9.1 We use cookies and similar technologies to enhance your experience and analyse usage of the Software and Website.

9.2 Cookie Categories

Essential Cookies
These cookies are essential for the operation of core functionalities on our website, such as enabling account login, maintaining security, ensuring website stability, and monitoring website usage and performance.

Preferences Cookies
These cookies store user settings, such as language preferences or region, to provide a more tailored browsing experience.

Analytics Cookies
These cookies collect information to help us improve user experience. We use tools like Microsoft Clarity to gather insights on user behaviour and interactions. These analytics cookies may collect detailed information about how visitors use our site.

Marketing Cookies
We may use marketing cookies to deliver relevant advertising based on your activity and preferences. Data shared with third-party platforms (e.g. Google Ads, Facebook Pixel) is anonymised, hashed or pseudonymised and handled securely in compliance with privacy laws. Sensitive or financial information is never shared.

9.3 Cookie Management
You can manage your cookie preferences using our cookie consent tool on the Website or Software. Refusing non-essential cookies will not affect core functionality but may impact personalised features.


10. Affiliate Partner Program

We partner with Reditus B.V. ("Reditus") to manage our affiliate partner program to drive referrals and grow our business. If you sign up for Joiin through an affiliate link, the following applies:

10.1 Integration with Stripe: Reditus integrates with our payment processor, Stripe, to calculate the commission owed to the affiliate who referred you.

10.2 Data Access: Reditus has view-only access to all events in Stripe. Only data related to referral payments is processed and temporarily stored. All unrelated payment events are ignored and not stored.

10.3 Data Retention: Any referral payment data stored by Reditus is automatically deleted after seven days.

This process ensures accurate affiliate commission calculations while safeguarding your data privacy and security. For further details, please refer to the Reditus Privacy Policy.

If you are interested in earning commissions and becoming an affiliate partner, please visit our Affiliate Partner Programme.


11. Email Communications
By agreeing to our Terms of Service, you consent to receive the following types of email communications from us:

11.1 Service Emails: Essential service-related emails necessary for the administration and maintenance of your account, such as password resets, billing information, and important service updates. These emails are mandatory and cannot be opted out of.

11.2 Product Emails: Product communications, including support, new features, or updates necessary to provide the Software.

11.3 Marketing Emails: Marketing communications, including information about promotions and webinars..

11.4 Opt-Out: You may opt out of marketing and product emails at any time by following the unsubscribe link included in the email or contacting us at [email protected]

11.5 In-App Notifications
We use Beamer to provide notifications, including updates, announcements, review requests and improvements, within the Software. You may choose to receive these product notifications via email by opting in through notifications in-app. These notifications are separate from product emails (as described in Section 11.2) and marketing emails (as described in Section 11.3), although some content may overlap.

Opting out of Beamer email notifications will not affect your receipt of essential service emails, product or marketing communications.


12. Data Security

12.1 We implement technical and organisational measures to safeguard your personal data, including:

  • Encryption of data during transmission and storage.

  • Role-based access controls to limit data access.

  • Regular security assessments to identify and address vulnerabilities.

12.2 While we strive to protect your data, no method of transmission or storage is completely secure. By using our services, you acknowledge this inherent risk.

13. Your Rights

13.1 Depending on your jurisdiction, you may have the following rights:

  • Access: Request a copy of the personal data we hold about you.

  • Correction: Request correction of inaccurate or incomplete data.

  • Deletion: Request deletion of your data, subject to legal obligations.

  • Restriction: Request limited processing of your data.

  • Portability: Request transfer of your data to another service provider.

  • Objection: Object to data processing based on legitimate interests.

  • Opt-Out (CCPA): Decline the sale or sharing of your data for targeted advertising.

13.2 To exercise these rights, contact us at [email protected].


14. Data Breach Notifications

14.1 In the event of a data breach, we will notify affected users and relevant authorities promptly, as required by law.


15. Updates to This Policy

15.1 We may update this Privacy Policy from time to time. Changes will be communicated via the Website or Software. Your continued use of our services after updates constitutes your acceptance of the revised policy.


16. Contact Us

16.1 If you have any questions or concerns about this Privacy Policy, or wish to exercise your data rights, please contact us: