Privacy Policy

Information we collect

We collect information you provide directly, such as your name, email address, account details and any information you submit through forms or interactions on the site. We also collect technical information automatically, including device details, log data, analytics and cookies.

How we use your information

We use personal data to run and improve our services, communicate with you, provide support, understand how people use Koala and keep the platform secure. We may also use anonymised or aggregated information to help us understand trends and improve the service.

Why we collect this information

We collect data so we can provide access to the service, improve performance, understand usage patterns, protect users, meet legal obligations and develop the platform responsibly.

Children

Koala is designed for working professionals and is not directed at, or intended for use by, children. We do not knowingly collect personal data from children. If we become aware that we have done so, we will delete it.

Use of AI technologies

Koala uses artificial intelligence to support certain features within the service. AI is used to process information you provide and generate helpful outputs within the product environment. Personal data is used only to operate these features and is not used to train external models.

We do not allow external AI providers to use your inputs for their own purposes. Any third-party processing takes place under strict contractual controls that comply with data protection law.

Where AI-assisted features shape the plan or suggestions you see, you can review and change the outcome yourself; Koala does not make decisions about you that are left unchecked. We apply appropriate safeguards to this kind of automated processing, in line with the UK GDPR as amended by the Data (Use and Access) Act 2025.

AI generated outputs may contain inaccuracies and should not be treated as professional advice.

Who we share information with

We may share information with trusted service providers who support our operations, including hosting, analytics, email services, customer support tools and payment processing. These providers can access information only as needed to perform their services. We do not sell personal data.

International transfers

Personal data is primarily hosted and processed in the UK. Where we or our service providers transfer personal data outside the UK, we put appropriate safeguards in place, such as adequacy decisions or approved transfer mechanisms, in line with the cross-border transfer rules under the UK GDPR as amended by the Data (Use and Access) Act 2025.

Legal basis for processing

In the UK and EU, we process data under the following legal bases:

• performance of a contract, when providing the service
• consent, for optional features such as cookies
• legitimate interests, such as improving the service and maintaining security
• legal obligations, where we must comply with the law

The Data (Use and Access) Act 2025 also introduced a narrower ‘recognised legitimate interests’ basis for specific, limited purposes set out in law, and a simplified test for re-using personal information for a new but compatible purpose. We will update this section if and when we rely on either.

Keeping your information safe

We use measures such as encryption, access controls, monitoring and secure storage to protect personal data. Access inside Koala is limited to people who need it for operational, support or legal reasons. No online service is completely risk free, but we work to reduce risk wherever possible.

Cookies and tracking technologies

We use cookies and similar technologies to understand how the website is used, improve performance and offer a smoother experience. Following updates to PECR under the Data (Use and Access) Act 2025, cookies used purely for statistical analysis of site performance or basic functionality may not require separate consent; cookies used for marketing or non-essential personalisation still do. You can control cookies in your browser settings. Essential cookies are required for the website to function.

How long we keep your data

We keep personal data only for as long as necessary to provide the service, meet legal obligations, resolve disputes or enforce agreements. When information is no longer needed, we delete or anonymise it.

Your rights

Under UK and EU law, you have the right to access, correct, delete, restrict processing, object to certain uses of your data and request portability. You can also withdraw consent where consent was the basis for processing.

How to exercise your rights

You can contact us using the details below. We may ask for proof of identity before responding. When you ask to access your information, we carry out reasonable and proportionate searches for it, as permitted under the Data (Use and Access) Act 2025. We aim to respond within the timelines required by relevant data laws.

How to complain

If you are unhappy with how we have handled your personal data, you can raise it by emailing support@koalaforwork.com. We will acknowledge your complaint within 30 days and respond without undue delay. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk.

Changes to this policy

We may update this policy occasionally. Any updates will be posted on this page with a revised date.

How to contact us

If you have questions about this policy or how we handle personal data, email support@koalaforwork.com or contact us at:

Koala For Work
86-90 Paul Street,
London,
United Kingdom