Privacy policy

OMLY is a UK-based operation and maintenance manual software service operated as a sole trader. For data protection enquiries, email support@omly.uk.

We may collect your name, company name, job title, telephone number, billing address, company registration number, accounts payable contact, account credentials, subscription information, service communications and information about how you use OMLY.

We also process the project information and files you choose to upload when building a manual. Please only upload information you are authorised to use.

When an account holder emails a manual, we process the recipient email address and store the finished PDF for download. Anyone with the secure link can download that PDF until the link expires after 30 days or the sender revokes it. Expired files remain in workspace storage until removed. Records from earlier supplier and client review workflows may be retained as part of existing projects.

If you use live chat, we store the messages and any name or email address you provide. A temporary browser identifier and recent activity time are used to show whether a visitor is currently online and to keep the conversation available when the page is reopened.

We record website page visits, referral and campaign information, device category and approximate country, region and city information supplied by our hosting network. We may also receive the visitor's network organisation, which can be an internet provider and is not treated as proof of their employer. We do not use analytics to secretly obtain personal contact details, and we do not store raw IP addresses in our visitor statistics.

When you are signed in, OMLY records your account identifier, current page, device category and recent activity time so account administrators can provide support and see whether customer accounts are currently online. It does not record passwords, document contents, form entries or keystrokes through this feature.

OMLY customers may choose to submit project files to the AI document sorter. The files are processed by our AI service provider to suggest a manual section, filename and document metadata. Suggestions must be confirmed by the user before filing and are not a technical, legal or compliance review of the document.

Card payments and company invoices are processed securely by Stripe. OMLY does not receive or store your complete card details. We share the billing details needed to create a customer record or invoice, and Stripe processes payment and billing information under its own privacy terms.

We use information to provide and secure the service, create and manage your account, process purchases, store your projects, provide support, communicate service updates and meet legal obligations.

Our main lawful bases are performance of our contract with you, our legitimate interests in operating and improving OMLY, and compliance with legal obligations.

If you choose daily trial guidance during setup, we record your choice and use Resend to send up to seven emails with practical tips, product benefits and plan advice. This is optional and based on your consent. Each guidance email includes an unsubscribe link; unsubscribing does not affect your trial or essential account emails. Guidance stops when you activate a paid plan.

We use trusted service providers for hosting, file storage, email, payment processing and, when you choose the AI sorter, document classification. They may only process information for the services they provide to us. We do not sell your personal information.

Information, including support conversations, supplier submissions and client approval records, is retained only for as long as needed to provide OMLY, maintain appropriate project and business records and comply with applicable law.

Under UK data protection law, you may have rights to access, correct, erase or restrict your personal information, object to certain processing and request data portability. Contact us to exercise a right. You may also complain to the Information Commissioner’s Office.

OMLY uses browser storage for security, sign-in, live chat continuity and first-party visitor statistics. Separately, if you accept advertising cookies, we load the Google Ads tag to measure which advertisements lead to completed trial registrations. This can send Google the page address, advertising click information, browser information and a random conversion identifier. Our conversion event does not include your name, email address, telephone number, company details or project files. We do not enable enhanced conversions or personalised advertising through this tag.

You can accept or decline advertising cookies and change your choice using Cookie settings. Declining does not prevent you from registering or using OMLY. We do not load the Google advertising tag before you accept.

We may update this policy as OMLY develops. The current version will always be published on this page.