Privacy policy

Who we are

Babbage-AI Consultancy Limited, company number 16299266. Registered address: 29 Warren Road, Scunthorpe, North Lincolnshire, DN15 6XH, United Kingdom.

DisplayFlow is a digital signage service for managing screens, media, playlists, schedules and display players.

DisplayFlow is built and supplied by Babbage-AI Consultancy Limited unless your service agreement states otherwise. For privacy questions, contact hello@displayflow.co.uk.

Our role and customer data

Babbage-AI Consultancy Limited is the controller for website enquiries, account administration, billing, security and our own website measurement. When we process personal information in customer content on the customer’s instructions, the customer is normally the controller and we act as processor. If you are featured in a customer’s signage or participate in their quiz, contact that customer first about their use of your information.

Our Data Processing Agreement sets out proposed customer processing terms and the service details to agree with each customer.

Information we collect

If you contact us through the website or by email, we collect the details you provide, such as your name, company, email address, phone number and message.

If you use the DisplayFlow admin platform, we collect account and operational information needed to provide the service. This may include admin user details, login details, customer or client records, uploaded media, playlists, screen names, schedules, ticker messages, menu content, event content, quiz content, generated media records, billing status and support messages.

If you use DisplayFlow Player for Android, the app stores and sends the screen code entered on the device, the DisplayFlow service URL, refresh settings, heartbeat settings, a generated device identifier, player version, connection status and remote command status. This is used to connect the Android device to the correct DisplayFlow screen and keep the signage player working.

If you use a browser-based or supplied hardware player, similar screen, device, playlist, heartbeat and playback information may be processed so that the assigned screen can load and refresh its content.

Our servers may also record technical information such as IP address, browser or device type, request times, URLs requested, error logs and security logs.

Optional features and diagnostics

When you request AI artwork, your prompt and any reference images supplied for that request are sent to OpenAI to generate or edit the image. Do not include personal or sensitive information unless you are authorised and the applicable processing arrangements have been agreed.

When player diagnostics are requested, technical logs and screen/device information may be sent to our support team by email. Quiz services may process participant identifiers, display names where provided, answers and scores. Customer-enabled integrations may exchange content and technical information with the relevant provider.

Android player access

The signage player does not request access to your contacts, calendar or precise device location to operate screens. Customer-supplied media can contain personal information and may be downloaded and cached for playback.

How we use information

We use information to provide and secure DisplayFlow, reply to enquiries, create and manage accounts, authenticate admin users, operate screens and players, load assigned signage content, manage playlists and schedules, provide support, troubleshoot issues, maintain billing records, prevent misuse and keep reasonable business records.

Where we send service emails, account emails or support replies, we use the contact details provided for that purpose.

Legal basis

Where UK data protection law applies, we usually process information because it is necessary to provide the DisplayFlow service, because we have a legitimate interest in operating and securing the service, because we need to comply with legal obligations, or because you have given consent for optional analytics or marketing cookies. We rely on legitimate interests to respond to business enquiries; where you request steps towards a contract, we may rely on those pre-contractual steps. You can withdraw consent at any time without affecting earlier lawful processing.

Media and screen content

DisplayFlow lets account administrators upload and publish content to screens. Account owners are responsible for ensuring they have the right to use the media, text, images, videos, feeds and other content they upload or display.

Screen content may be visible to anyone who can see the physical display. Do not upload personal, confidential or sensitive content unless you are authorised to display it.

Sharing information

We do not sell personal information. We may share information with service providers who help us host, operate, secure, email, bill for or support DisplayFlow. These providers may include hosting providers, email providers, payment processors, analytics or logging tools and professional advisers. Stripe handles payments when enabled; OpenAI handles requested AI image generation. Optional website measurement providers are described below. Contact us for the providers and processing locations applicable to your service.

If payments are taken through Stripe or another payment provider, payment details are handled by that provider. DisplayFlow may store payment status, subscription status, transaction references and billing records, but does not need to store full card details.

We may also disclose information if required by law, regulation, court order, security investigation or to protect the rights, safety and operation of DisplayFlow, our customers or others.

Hosting and service providers

Hosting is supplied by EURHOSTing.net in the Netherlands. Babbage-AI Consultancy Limited provides email and support services. OpenAI provides requested AI image generation, Stripe handles payments, and Google Analytics provides optional website measurement. These providers may have different processing locations from the hosting location; their applicable contract terms and locations must be confirmed.

International processing

Some service providers may process information outside the UK. Where a restricted transfer requires safeguards, these must be covered by an applicable adequacy decision or appropriate contractual safeguards, such as the UK International Data Transfer Agreement or UK Addendum, as applicable. Contact us for details of the arrangements applicable to your service.

Retention

We keep information for as long as needed to provide DisplayFlow, support customers, maintain security, resolve disputes, comply with legal obligations and keep reasonable business records.

Our retention schedule provides a 90-day recovery window after an account is archived following expiry or closure, followed by review and deletion of customer account content unless the service resumes, a customer instruction requires earlier deletion, or a documented legal hold applies. Lack of logins alone does not cause an active paid account to be deleted. The backup retention target is 30 days; deleted information in backups must remain outside ordinary use until the backup expires. These procedures are being introduced; deployment and coverage of existing backups must be verified before these targets are represented as enforced limits.

Account owners may delete or remove some content, screens and records from the admin dashboard where the feature is available. You can also contact hello@displayflow.co.uk to request deletion of account, screen or device records.

Our schedule sets a 90-day target for routine diagnostics and operational logs, and 24 months after resolution for routine support correspondence. Accounting records are retained for six years from the end of the financial year they relate to, or longer where law requires. Minimal trial-abuse prevention records may survive account deletion and require a separate necessity review; they are not anonymous merely because an email address is hashed.

Security

We use practical technical and organisational measures to protect DisplayFlow, including password hashing, authenticated admin areas, token-based screen API access and HTTPS on the production service. No online service can be guaranteed completely secure, so customers should use strong passwords, restrict admin access and keep display devices updated.

Cookies and local storage

DisplayFlow may use cookies, sessions and local storage to keep admins logged in, remember settings and operate the player. The Android player stores configuration such as screen code, service URL, refresh settings and generated device ID on the device so it can reconnect after restart.

If you allow Analytics cookies, DisplayFlow may store random first-party visitor and session identifiers and measure page views, referrers, campaigns, device/browser categories and conversion actions. It does not record form contents, passwords, payment details, keystrokes, a full IP address or device fingerprints. Anonymous analytics may be linked to the numeric customer account after voluntary registration or login. The default retention setting for raw page-view and event data is 13 months, with deletion performed by scheduled maintenance. Aggregated statistics may be retained longer.

Google Analytics is the confirmed optional website measurement provider. The platform also supports Google Ads and Microsoft Clarity; whether these are enabled in production still needs verification, and they must remain disabled unless approved and covered by the relevant cookie choice. You can reject them or reopen Cookie choices in the website footer.

If Google Ads measurement is configured, we ask before loading the Google tag. If you allow it, Google Ads may use cookies or similar technologies to help us understand which adverts lead to a verified DisplayFlow trial. You can decline or change this choice using the cookie choices control.

Your rights

Depending on where you live and the law that applies, you may have rights to access, correct, delete, restrict or object to the use of your personal information, and to request a copy of your information or data portability where applicable. You may object to direct marketing at any time.

To exercise privacy rights, contact hello@displayflow.co.uk. We may need to verify your identity and your relationship to the relevant DisplayFlow account before acting on a request.

If you are in the UK and are unhappy with how your information is handled, you can contact the Information Commissioner's Office at ico.org.uk/make-a-complaint.

Children

DisplayFlow is a business service and is not designed for children. The Android player app is intended for managed business signage screens.

Providing information

Account and screen information is needed to provide the requested service; without it we may be unable to create your account or operate your screens. Optional analytics and advertising choices are not required to use DisplayFlow. We do not use the described processing to make solely automated decisions with legal or similarly significant effects about you.

Changes to this policy

We may update this policy when DisplayFlow changes or when legal, operational or platform requirements change. The latest version will be published on this page.

Contact and service details

Before agreeing customer processing terms, the service-specific provider list, locations, transfer safeguards and deletion/backup schedule must be confirmed. Ask us for these details if you need them to assess your use of DisplayFlow.

Urgent data incidents

Contact Richard Smith at richard@babbage-ai.co.uk for urgent data incidents.

Contact

For privacy questions, data requests or deletion requests, contact hello@displayflow.co.uk.