OrderWolf — Privacy Policy
Last reviewed: 22 August 2026 · Version 1.2
This Privacy Policy explains how OrderWolf collects, uses, shares and protects personal data. It applies to data we collect from visitors to myorderwolf.com, from our clients, and from the data subjects of those clients where we act as a processor on their behalf. OrderWolf is a product of OrderWolf Limited and operates in alignment with the EU GDPR, the Irish Data Protection Act 2018, the UK GDPR and Data Protection Act 2018, and the EU and UK ePrivacy rules.
1. Who we are
OrderWolf is a product and trading name of OrderWolf Limited, a private company limited by shares incorporated in Ireland under company number 813708, registered office Grange Beg, Dunlavin, Co. Kildare, W91 N2X7, Ireland. References to "OrderWolf", "we", "us" or "our" mean this entity. Data protection enquiries: mark@myorderwolf.com.
2. The two roles we operate in
- Data Controller — for personal data about visitors, prospects, clients, and our own staff and contractors. We decide what is collected and why.
- Data Processor — for personal data we process on behalf of clients (e.g. the contacts, leads and customer records held in the platforms we provision and run for them). The client remains the Controller; we act on their documented instructions.
Where we act as Processor, our obligations are set out in the Data Processing Agreement we enter into with each client.
3. The personal data we collect
3.1 Data you give us directly — Contact data (name, business name, email, phone, postal address); Account data (logins and preferences for platforms we provision); Communication data (messages, calls, emails); Billing data (billing contact, invoice address, VAT number — we do not store card details); Marketing data (your communication preferences).
3.2 Data from other sources — Prospect data: limited business-contact details (company name, business email, role) collected from public sources, business directories or data providers, to make relevant business-to-business approaches.
3.3 Data we collect automatically — Usage data (pages visited, referring URL, browser, device, approximate location from IP); Cookie data (see Cookie Policy); Analytics data (Google Analytics 4 and Microsoft Clarity — see our Cookie Policy); Marketing data (Meta Pixel events — see our Cookie Policy).
4. How we use your data and our lawful bases (Article 6 GDPR)
| Purpose | Data used | Lawful basis |
|---|---|---|
| Responding to enquiries and providing quotes | Contact, communication data | Legitimate interests / pre-contractual steps |
| Delivering services to clients | Contact, account, billing data | Performance of a contract |
| Invoicing and accounting | Billing, contact data | Performance of a contract / legal obligation |
| Business-to-business marketing | Contact, prospect, marketing data | Consent / legitimate interests |
| Optional analytics and marketing | Usage data, cookie data, analytics data, marketing data (Google Analytics 4, Microsoft Clarity, Meta Pixel) | Consent |
5. Marketing communications
We may send marketing where you have consented or where we have a legitimate interest in contacting a business about our services. Opt out any time via the unsubscribe link or mark@myorderwolf.com.
6. Sharing your personal data
We share data only with our service providers, our professional advisers, regulators, and any successor to our business. We do not sell personal data. A current list of our service providers, including what each one holds and where, is available from mark@myorderwolf.com.
7. Calls handled by our AI receptionist
Some of our clients use an AI receptionist that we build and run for them. It answers their phone, takes details and books appointments.
If you called one of our clients and spoke to their AI receptionist: The assistant tells you at the start of the call that it is automated and that the call is recorded. The call is recorded and turned into a written transcript so that your details reach the business accurately. The business you called decides why your data is collected and how it is used — they are the data controller, and OrderWolf runs the system on their instructions as their processor. To ask for a copy of your data, or to have it deleted, contact the business you called; if you contact us instead, we will pass your request on to them. Recordings and transcripts are not kept indefinitely, and we are publishing the exact retention period and storage location on our Data Security page. The assistant will not quote a binding price or commit the business to a date, and if you ask for a person it will pass you to one.
If you are a business using our AI receptionist: You are the controller of your callers' data and we are your processor. Our Data Processing Agreement sets out what we do with it. You need to display a call-recording notice on your own website and phone system — we cannot do that on your behalf, and we will give you the wording.
8. International transfers
All of our service providers are US companies, so personal data leaves the EEA and the UK as a matter of course rather than by exception. We cover those transfers using the European Commission's Standard Contractual Clauses, the UK International Data Transfer Addendum for UK data, or the EU-US Data Privacy Framework where a provider is certified under it. Where a provider offers an EU or UK data region we use it.
9. Data retention
Prospect enquiries: 24 months. Client records: 7 years. Invoicing: 7 years. Marketing data: until consent is withdrawn or after 24 months of inactivity.
10. Your rights
You may access, rectify, erase, restrict, object, and withdraw consent. You can lodge a complaint with the Data Protection Commission in Ireland at dataprotection.ie, or, if your data relates to the UK, with the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to help first.
11. Security
We protect personal data with technical and organisational measures appropriate to our size and to the data we hold. Clients and prospective clients can request our security documentation from mark@myorderwolf.com.
12. Optional analytics and marketing technologies
We use three optional technologies on myorderwolf.com, each loaded only after you give the corresponding consent via the cookie consent banner:
- Google Analytics 4 (Analytics consent) — measures how visitors use the site: pages visited, referring URLs, browser, device, and approximate location from IP. Sets first-party cookies such as
_gaand_ga_*. - Microsoft Clarity (Analytics consent) — produces heatmaps and session recordings to help us understand visitor behaviour. Sets cookies such as
_clckand_clsk. All form fields and form areas are masked in Clarity recordings, so nothing you type into a form is captured. - Meta Pixel (Marketing consent) — measures ad performance and shows ads to people who have visited the site. Sets cookies such as
_fbpand_fbc.
The lawful basis for processing personal data through these optional technologies is your consent. You can withdraw consent at any time using the "Cookie settings" link in the footer of every page. Withdrawing consent stops subsequent tracking, clears related cookies, and reloads the page so previously loaded tracking scripts are no longer active.
13. Children
Our services are not directed at children under 16.
14. Changes to this Policy
We may update this Policy from time to time. Version 1.2.
15. Contact and complaints
Privacy enquiries: mark@myorderwolf.com.