Privacy notice

Last updated: 27 October 2026

1. Who we are

2. What this notice covers

This notice covers personal data we handle when you use handoverpro.com, contact us, buy or renew a licence, or when an installation of Handover Pro sends its daily check-in.

It does not cover the data Handover Pro handles inside your organisation's Microsoft 365 tenant, such as handover records, interview answers and file details. Handover Pro runs in your browser with your own SharePoint permissions and keeps that data in your SharePoint site. Your organisation is the controller of it, and Apps 365 has no access to it. Your organisation's own privacy notice explains how it is used.

3. This website

When you use the contact form we collect the details you give us: your name, work email address, organisation, role (if you give it), the kind of request and your message. We use them to reply to you and to follow up on your request, for example to arrange a demo or send a trial key.

To protect the form from abuse, we count requests from each connection for one hour using a keyed fingerprint of your IP address that changes every day. We never store the IP address itself, and the counts are deleted within two days.

Like every website, our web server records technical details of each request, such as the IP address, the page requested, the time and the browser type. Our hosting provider keeps these logs for a short period for security and troubleshooting.

4. Cookies

This website sets no cookies and uses no analytics, advertising or tracking tools. It loads no scripts, fonts or images from other websites, so nothing about your visit is shared with anyone else.

5. The daily check-in

At most once a day per site, each installation of Handover Pro sends us a small check-in: the Microsoft 365 tenant ID, the addresses of the site and site collection where it runs, the app version, the licence state and plan, and the IDs of the licence keys in use. It contains no names, email addresses or handover content, and we do not keep the IP address it comes from.

We use it to see which versions are installed and where licences are used, and to support our customers. Site addresses can contain a site's name. It starts once a site owner has set Handover Pro up in a site. A site owner can switch it off in Handover Pro's Settings, and Handover Pro works the same without it.

6. Customers and licences

When your organisation buys, trials or renews Handover Pro, we keep the contact and billing details of the people who order and administer it, the organisation's name and tenant ID, and the licences issued. We use them to issue and manage licences, send renewal reminders, provide support and keep our accounts.

Orders placed in our online shop at apps365ltd.com are taken by that shop, which has its own privacy notice. To issue your licence key, the shop sends your tenant ID, the site address you give and your organisation's name to our licence service.

7. Why we use your data

• Legitimate interests: replying to enquiries, arranging demos and trials, understanding how Handover Pro is used through the check-in, and keeping our website secure. We have balanced these against your interests; you can object at any time.
• Contract: issuing licences, providing support and managing your organisation's account.
• Legal obligation: keeping accounting and tax records.

We do not use your data for automated decisions that affect you, and we do not sell it.

8. Who we share it with

We use a small number of service providers who act on our instructions: our web hosting provider, which runs this website and the licence service, and our email provider, which delivers messages sent through the contact form. If you pay by card, the payment provider processes your payment details; we never see your full card number. We may share data where the law requires it, or with professional advisers under a duty of confidentiality.

9. Transfers outside the UK

Where a provider processes personal data outside the United Kingdom, we make sure it is protected, for example by relying on UK adequacy regulations or the International Data Transfer Agreement.

10. How long we keep it

• Enquiries that do not lead to a purchase: up to 24 months after our last contact.
• Check-in records: while the licence is in use and up to 24 months after it ends.
• Customer, licence and billing records: for as long as your organisation is a customer, then for six years for accounting purposes.

11. Security

This website is served over HTTPS only. Contact requests are stored outside the website's public folder with restricted access, and only the people who handle enquiries and licences can see them.

12. Your rights

Under UK data protection law you can ask for a copy of your personal data, ask us to correct or delete it, to restrict or stop using it, or to give it to you in a portable form, and you can object to our use of it based on legitimate interests. Email info@apps365ltd.com and we will respond within one month.

If you are unhappy with how we handle your data, please tell us first. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

13. Changes to this notice

We will update this notice when how we handle personal data changes, and show the date of the latest version at the top.