Privacy Policy

01 Who this policy covers

This policy explains how we handle personal data on this website and inside the facility management platform. It covers four groups of people: facility clients and their staff who hold accounts, vendor technicians given limited access, tenants and visitors who raise complaints through QR codes or forms, and visitors to this website.

02 Client data and our role

Facility data entered into the platform, including assets, work orders, checklists, readings, vendor records and reports, belongs to the client. For this data we act as a processor and follow the client's instructions. The client decides who has access and how long records are kept.

03 What we collect

• Account details: name, work email, company, designation and the buildings you manage.
• Work records: jobs raised, assigned and closed, photos, signatures, check-in times and checklist results.
• Complaint details: the location scanned, the issue, any photo, and an optional email for updates.
• Sensor and meter readings linked to assets, not to individual people.
• Device and usage data: app version, browser type, IP address and error logs, used to keep the service running.
• Website forms: the details you submit when you sign up or connect with sales.

04 How we use it

• To run the service: routing jobs, starting and stopping SLA clocks, sending notifications and producing reports.
• To create your account and send login details after you sign up.
• To answer sales enquiries and arrange walkthroughs.
• To keep the platform secure, investigate faults and prevent misuse.
• To improve AI fault predictions for the same client's buildings.

We do not sell personal data or facility data, and we do not use it for advertising.

05 Tenants and visitors

Tenant and staff contact details given with a complaint are used only for that complaint: to send updates and to confirm closure. They are not added to marketing lists and are not shared with vendors beyond what the job needs.

06 Vendors

Vendor performance data, including response times, fix times and penalties, is visible only to the facility team and the vendor concerned. Vendors cannot see each other's jobs, scores or contract terms.

07 AI Fault Predictor

Fault prediction models learn from equipment readings and job history. Predictions are estimates meant to prompt inspections and do not make decisions about people. Models trained on one client's buildings are not used to serve another client.

08 Sharing

We use a small number of service providers for hosting, email delivery and error monitoring. They process data only on our instructions and under written agreements. We disclose data to authorities only when the law requires it.

09 Security

Data is encrypted in transit and at rest. Access is role-based, staff access is logged, and backups are encrypted and tested. If a breach affects your data we will notify the client without undue delay.

10 Retention

Client data is kept for the life of the subscription and deleted within 60 days after it ends, unless the client asks for an earlier deletion or the law requires longer storage. Clients can export their data at any time.

11 Your rights

You can ask to access, correct, export or delete your personal data. If your data is held for a facility client, we will pass the request to them and help them respond. Requests can be made through the Facility Desk page.

12 Cookies

This website uses only the cookies needed for forms and the anti-spam check. The platform uses session cookies to keep you signed in. We do not use advertising cookies.