How InstallerDocs handles your data

InstallerDocs (“we”, “us”, “our”) provides compliance documentation software for UK fire and security installers. This policy covers the personal data we handle in two places: this marketing website (installerdocs.co.uk) and the InstallerDocs software application (“the app”).

For the purpose of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are the controller of the personal data described below.

From this website — when you submit a demo request or contact form we collect your name, company name, work email address, telephone number, team size and anything you choose to tell us about your installation work.

From the app — when you or your engineers create an account we collect your name, work email address and role. When you use the app we collect the information you and your team enter: client and site details, contact names and email addresses, job records, survey answers, certificate and document data, photographs and files you upload, and signatures and acceptance records captured through the client portal and e-Accept feature.

Client and site contact details are usually provided by you, not collected from them directly. You are responsible for having a lawful basis (and any notices required) before you add information about your own customers, employees or site occupants to the app.

Usage data — like most software, we record technical data such as IP address, browser and device type, pages or screens viewed, and log-in and activity events. We keep an activity log inside the app so every change, revision and signature can be traced for audit purposes.

To respond to demo requests and enquiries (legal basis: legitimate interests, or consent where you explicitly ask us to contact you).

To provide the app and your account — creating accounts, storing jobs, documents and audit trails, delivering PDFs, running the client portal, and providing support (legal basis: performance of our contract with you).

To secure and improve the service — monitoring usage, preventing abuse, fixing faults and improving features (legal basis: legitimate interests).

To bill for the service and handle payments (legal basis: performance of contract).

To send service notices such as security, maintenance or policy updates (legal basis: performance of contract). Marketing emails are only sent where we have your consent, and every message includes an unsubscribe option.

This website uses only essential cookies needed for the site to function, plus privacy-respecting aggregate analytics that help us understand overall traffic without identifying individuals. The app uses essential cookies (or equivalent tokens) to keep you signed in.

You can block or delete cookies in your browser settings; the site will still work, though sign-in to the app may not.

We never sell personal data. We share it only with the providers who help us run the service, each bound by a data-processing agreement:

• Hosting and infrastructure — our application, database and file storage are hosted on secure cloud infrastructure within our service platform.

• Payments — payment details are collected and processed by our payment providers (Stripe and, where applicable, Wix Payments). We never see or store your full card details.

• Email delivery — transactional and notification emails are delivered through our email service provider.

• Authentication — where you sign in with Google, Microsoft or another provider, that provider confirms your identity; we receive only your name and email address.

• Professional advisers, auditors and certification bodies — only where required, and only the minimum necessary.

We may also disclose data where the law requires it, or to establish, exercise or defend legal claims.

Data is stored in the European Economic Area where our providers make that available. Some providers operate globally, which can mean data is processed outside the UK/EEA; where that happens, transfers are protected by an adequacy decision or standard contractual clauses.

Demo requests and website enquiries are kept for up to 24 months after our last contact, then deleted.

Account and app data (jobs, documents, uploads, audit trails) are kept for as long as your subscription is active. If you cancel, we retain your data for 30 days so you can reactivate or export it, after which it is permanently deleted. Audit-trail records are part of the compliance evidence the software exists to preserve, so we recommend exporting anything you must retain for statutory periods before closing an account.

Server logs and security records are kept for up to 12 months.

Data is encrypted in transit (HTTPS/TLS) and at rest. Access to production data is restricted to authorised personnel, signed documents and issued certificates are locked against silent revision, and every change is recorded in an activity log. No system is perfectly secure, so we also encourage you to use strong passwords and keep your sign-in details private.

Under UK GDPR you can ask us to: give you a copy of your personal data; correct inaccurate data; delete data we no longer need to keep; restrict or object to our processing; and transfer your data to another provider in a portable format. You can also withdraw consent at any time where consent is our legal basis.

To exercise any right, email hello@installerdocs.co.uk. We aim to respond within one month. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk).

Our website and app are intended for businesses and working professionals. We do not knowingly collect data from anyone under 16. If you believe a child’s data has been provided to us, contact us and we will delete it.

We may update this policy as the service evolves. The latest version is always on this page; significant changes will be announced in the app or by email.

Questions about this policy, or about the data we hold, can be sent to hello@installerdocs.co.uk or by post to InstallerDocs, United Kingdom.