Privacy notice

Last updated: 2026-06-15

This notice explains how Tola Systems Ltd ("Tola", "we") handles personal data in two situations: (1) when you visit this website, and (2) when a client firm engages us to automate a workflow that involves personal data of their customers, applicants or candidates.

1. Who we are

Tola Systems Ltd is a company registered in Ireland. For questions about this notice or your personal data, contact hello@tola.ie.

2. Website visitors

When you visit www.tola.ie we use Plausible Analytics, which does not use cookies and does not collect personal data or IP addresses. We do not run advertising cookies or cross-site trackers.

If you contact us by email or book a call via our scheduling link, we hold your name, email address and the content of your communication to respond to you. The lawful basis is our legitimate interest in responding to inbound enquiries.

3. Personal data processed on behalf of client firms

Where a client firm engages Tola to automate a workflow, that firm is the data controller and Tola is the data processor. We process personal data only on the controller's documented instructions, under a data processing agreement.

Typical personal data processed on behalf of client firms includes applicant, client, candidate or supplier contact details and the content of documents those parties submit as part of the workflow (for example, bank statements, policy schedules, CVs, tender documents).

4. Where data is processed

Personal data is processed in EU regions. We use third-party cloud and AI providers to run inference and store working data; where any such sub-processor processes personal data on our behalf, it does so under contractual terms that restrict use to performing the service and prohibit training on customer data. A current list of sub-processors is available on request to hello@tola.ie.

5. Retention

Website analytics (via Plausible) are retained per Plausible's defaults. Contact emails and scheduling records are retained for as long as the business relationship (or the enquiry) is active and for a reasonable period afterwards.

Personal data processed on behalf of a client firm is retained for the period defined in that firm's data processing agreement with us, matched to their regulatory obligations and policy. On termination, data is deleted on an agreed schedule (default: 30 days after final export).

6. Your rights

Under the GDPR you have the right to access, correct, delete, port or restrict processing of your personal data, and to object to processing. Where Tola is the controller (website visitors, direct contacts), email hello@tola.ie.

Where your data is processed by Tola on behalf of a client firm, contact that firm directly — they are the controller and are responsible for responding to your request. We will support them in doing so.

You have the right to lodge a complaint with the Irish Data Protection Commission (dataprotection.ie).

7. Changes to this notice

Material changes to this notice will be reflected in the "last updated" date at the top of this page. For significant changes affecting a client-firm engagement, we will notify the controller directly.

8. Contact

For any question about privacy, data handling or your rights: hello@tola.ie.