How information is used Version 2026.10.1
Controller
Wolf AI Labs Limited, company number 16609169, ICO registration ZC177753.
What we hold
About you: your name, date of birth, role in the business, email, phone and a log of account activity. About the business: its name, legal form, company number, trading address, size details you give, the Companies House record we read for it (profile, officers and charges), the answers, documents and statements you upload, the providers read from them, the letters, the replies you file, any debt and insolvency position you record, and the permission choices you make. Information about a limited company is not personal data, but information about you and about sole traders and partners is.
Why
To run the passport and its tools at your request (contract); to check the business against the public register and confirm you can act for it, keep the service secure, detect and prevent misuse and protect our content, including by recording account activity and placing hidden identifiers unique to the account in content we supply (legitimate interests); and, only if you switch it on, to use anonymised outcome data to improve the platform (consent).
Keeping the platform for each business's own claims
We allow one passport per business, look for you among the company's current officers, keep a fingerprint of each file uploaded so the same file in another passport can be spotted, and look at sign up patterns such as several passports from one network address. These checks prevent misuse and fraud (legitimate interests). Flags are reviewed by a person before any passport is suspended.
Who processes it
Hosting and database (Railway), web delivery (Netlify), email delivery (our email provider), Companies House (public register lookups) and AI processing (Anthropic), each under its terms or a data processing agreement. Documents are encrypted when stored.
Sharing
We never send anything to a provider for the business. We share information with a firm or practitioner only when you give consent and choose them.
Asking a firm for help
If you raise your hand for legal help, we record the reasons, the firm you chose, the documents you picked and the exact consent you gave. When you click send, the passport sends the claim summary, the breaches found, the letters, the replies, the documents you ticked and your contact details to that firm's secure inbox, at your instruction (contract). Support needs go only if you tick that separately. The firm reads the claim from the passport each time it opens it, and every view and download is logged. If you withdraw consent, the firm declines, or the firm no longer holds a seat in your area, its access ends at once. Anything the firm has downloaded is then held by the firm as its own controller.
Debt and insolvency requests
If you record the business's debt and insolvency position, we keep what you enter. It is sent to a licensed insolvency practitioner firm only if you choose one and give separate consent, which you can withdraw at any time; the claims in the passport go with it only if you tick that box. Information about financial difficulty can be sensitive, so it is never used for marketing and never shared with anyone else. Wolf gives no advice.
Taking a complaint further
If you prepare a referral to an ombudsman or scheme, or a letter before claim, we keep what you write, the date you record it as sent, the reference you add and a PDF copy. You send it yourself; we do not send the business's information to any scheme or court.
Claim certificates
To certify claims we test the record already in the passport and keep, for each certificate, its reference, verdict, gate results, evidence completeness score, identified value and a fingerprint of the record (contract). When someone checks a certificate reference with the holder's surname, we log the reference, the result and the network address (legitimate interests). The check shows only the verdict, the gates, the score and the date.
Keeping data
For as long as the account is open, then deleted when you close it, apart from the minimum needed for legal obligations. We keep a count of when passports are opened, verified and closed, by postcode area only, to run the platform. It holds no name, email, address or full postcode.
Your rights
You can download the passport's data, correct it, withdraw any optional permission or close the account in the app. You can complain to the Information Commissioner's Office at ico.org.uk.