Privacy Policy

This Privacy Policy explains how Wellence Ltd (“Wellence”, “we”, “us”) collects, uses, shares, and protects your personal information when you interact with our services. It applies to your use of our website, as well as our Slack and Teams integrated software platform (the “Wellence Platform”).

If you have any questions or concerns, please contact us at legal@wellence.me.
Who We Are
Wellence Ltd is a UK-based company (Company No. 15287383), registered at: 6 Florey Lodge, London, W9 3TF, United Kingdom

Wellence provides an AI-powered management platform delivered through workplace tools like Slack and Microsoft Teams. We do not operate a standalone login system; users access the Wellence app entirely via their Slack (or Microsoft Teams) credentials.

We are the “data controller” for the purposes of UK data protection law (including the UK GDPR and Data Protection Act 2018).
Scope of This Policy
This policy covers:
  • Visitors to our website (www.wellence.me)
  • Users of the Wellence Platform via Slack or Teams
It does not cover any third-party websites or services linked from our platforms.
This policy explains:
  • What personal data we collect and how
  • How and why we use it
  • The legal basis for doing so
  • Who we share it with
  • Your rights under data protection law
  • Our approach to data security and retention
What Data We Collect
We only collect data necessary to deliver and improve our service. This includes:

From Slack
  • Slack workspace and user ID
  • Display name, email address, and profile photo
  • Role information (e.g. manager, team member)
User Activity
  • Interaction history with the app (e.g. questions asked, actions taken)
  • Feedback submitted via app prompts
  • Participation in onboarding sessions and support
Analytics
  • Aggregated usage data (e.g. feature usage, performance trends)
  • No personally identifiable insights are shared externally
How We Collect Data
6.  We collect Personal Data in the following ways:
  • Directly from you (e.g. when interacting with the app)
  • From your organisation (e.g. your Slack workspace)
  • Automatically through logs and analytics tools
How and Why We Use Your Data
We process your data:
PURPOSE
LEGAL BASIS
To provide our core services (check-ins, coaching prompts, insights)
Performance of a contract (your organisation’s agreement with us)
To respond to your enquiries
Legitimate interests
To improve our product via aggregated analytics
Legitimate interests (with appropriate safeguards)
To comply with legal obligations
Legal requirement

We do not use personal data for automated decision-making that has legal or similarly significant effects. We do not sell or rent personal data. We will never use your Slack credentials or identity outside the authorised workspace.
Subprocessors
We use third-party subprocessors to help operate our services. These subprocessors are contractually required to safeguard your data and comply with relevant laws:
SUBPROCESSOR
PURPOSE
DPA LINK
OpenAI
Language processing (no user/company context shared)
https://openai.com/policies/data-processing-addendum
LangChain
Message orchestration between Slack and OpenAI
https://www.langchain.com/privacy
Mixpanel
Aggregated analytics for product insights
https://mixpanel.com/legal/dpa/
We use third-party subprocessors to help operate our services. These subprocessors are contractually required to safeguard your data and comply with relevant laws:
Data Retention
No personal identifiers (like names or email addresses) are sent to OpenAI or Mixpanel. We only transmit anonymised or pseudonymised data.We may also disclose data if required by law, or in the context of a business sale or merger (see Business Transfers section).We retain personal data only as long as needed for the purposes outlined above or as required by law.

User-generated content is retained while the client subscription is active. Some analytics and aggregated data may be retained longer in anonymised form.
Your Rights
Under the UK GDPR, you have the right to:
  • Access your personal data
  • Correct inaccurate or incomplete data
  • Erase your data (in some cases)
  • Object to or restrict processing
  • Port your data to another provider
  • Withdraw consent (if processing is based on consent)
To exercise your rights, contact legal@wellence.me. You also have the right to lodge a complaint with the ICO at www.ico.org.uk.
Security
We will use technical and organisational measures to safeguard your Data, including:
  • Secure cloud hosting
  • Access controls and encryption
  • Role-based internal access
  • Regular security audits and vulnerability reviews
  • Regular review of subprocessors
If you suspect unauthorised access or misuse, please notify us immediately at team@wellence.me.
Business Transfers
If Wellence is involved in a merger, acquisition, or asset sale, your data may be transferred. We will notify affected users before such a transfer takes place
Children's Data
Our services are not intended for use by individuals under 18. We do not knowingly collect personal data from children.
Cookies and External Links
Our website may use cookies for analytics or performance improvement. You may also find links to third-party websites. We are not responsible for the privacy policies of those external sites.
Changes to This Policy
We may update this Privacy Policy from time to time. Significant changes will be communicated clearly via email or platform notification. The most current version will always be available at www.wellence.me/privacy.
Contact
Data Protection Contact:
‍Email: legal@wellence.me
‍Registered address: Wellence Ltd, 6 Florey Lodge, London, W9 3TF, UK