Privacy Policy

1. Who we are

LeadZilla Ltd ("LeadZilla", "we", "us", "our") provides an integration service that syncs data between ServiceM8 field service management software and the LeadZilla CRM platform.

Our service is listed in the ServiceM8 Add-on Store as "LeadZilla Sales & Marketing" and in the GoHighLevel Marketplace under our LeadZilla branding. This policy applies to all instances of the service regardless of where it was installed from.

We are the data controller for the personal data of our integration users (the businesses who sign up to use our service). For personal data belonging to our users' own customers, we act as a data processor on behalf of those businesses.

We are based in the United Kingdom and this policy is written in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Registered address: Footprints Accountancy, 24 Napier Court, Barlborough, Chesterfield, United Kingdom, S43 4PZ

Email: support@leadzilla.media

ICO registration number: ZC128057

2. What data we collect and why

2a. Data about you (our integration users)

When you create an account with us, we collect:

• Your name and email address
• Your ServiceM8 and LeadZilla API credentials (stored securely, used solely to operate the integration on your behalf)

We use this data to provide and maintain your account, authenticate you, and communicate with you about the service. Our legal basis is the performance of our contract with you.

2b. Data about your customers (end customer data)

In operating the integration, we receive and temporarily process personal data belonging to your ServiceM8 customers. This may include:

• Names, email addresses, and phone numbers
• Company names and addresses
• Job and contact identifiers

We process this data solely to carry out the integration service you have contracted us for. You, as the business using our service, remain the data controller for your customers' personal data. We act as your data processor.

Our legal basis for processing this data is the performance of our contract with you (Article 6(1)(b) UK GDPR).

3. How long we keep your data

We apply the following retention periods:

• Integration logs (end customer data): Completed webhook records are automatically deleted after 90 days. This deletion runs weekly.
• Account data: Retained for the duration of your account and deleted within 30 days of account closure upon request.
• Expired contact fix requests: Deleted automatically within 7 days of expiry.
• Failed system jobs: Deleted automatically after 90 days.
• Support tickets: Closed support tickets and any attachments are automatically deleted 90 days after closure.

We do not keep personal data longer than is necessary for the purpose it was collected.

4. Who we share your data with

We share data only where necessary to operate the service:

• ServiceM8 — the source of job and contact data; subject to their own privacy policy
• GoHighLevel — the underlying CRM platform powering LeadZilla; subject to their own privacy policy
• Laravel Cloud (powered by AWS) — our hosting infrastructure; data is stored within their secure cloud environment

We do not sell, rent, or share your personal data with any third party for marketing purposes.

5. Data security

We take reasonable technical measures to protect personal data, including:

• All sensitive credentials stored as environment secrets, never in code
• All webhook endpoints protected with authentication and rate limiting
• No personal data written to application logs
• HTTPS enforced for all connections

6. Your rights

Under UK GDPR, you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct inaccurate data
• Erasure — ask us to delete your personal data ("right to be forgotten")
• Restriction — ask us to limit how we use your data
• Portability — receive your data in a portable format
• Object — object to our processing of your data

To exercise any of these rights, email us at support@leadzilla.media. We will respond within 30 days.

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

7. International transfers

Our service is hosted on infrastructure that may process data in regions outside the UK. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements, including reliance on Standard Contractual Clauses or adequacy decisions where applicable.

8. Changes to this policy

We may update this policy from time to time. The date at the top of this page will always reflect when it was last changed. For significant changes, we will notify active users by email.

9. Contact us

For any questions about this policy or how we handle your data, contact us at support@leadzilla.media.