Privacy notice

1. Who is responsible for your data

[COMPANY LEGAL NAME] ([COMPANY REGISTRATION NUMBER]), [REGISTERED ADDRESS], is the data controller for the website, for enquiries you send us and for the accounts we hold.

For the project content inside a workspace — sites, scenarios, assumptions, evidence and any personal data your team chooses to put into them — your organisation is the controller and we act as a processor on your instructions. Those instructions are set out in our terms of service.

Privacy questions and rights requests: [PRIVACY CONTACT EMAIL]. You do not need to use a particular form of words.

2. The data we hold

Account data

Your name, email address, a hashed password (we never store the password itself), the organisations you belong to and your role in each, the time you accepted our terms and the version you accepted, and sign-in timestamps.

Workspace content

Projects, sites, boundaries, scenarios, assumptions, sources, calculations, decisions, exports and office plans, together with a record of who changed what, when and why. This content is created by your team; we do not add to it.

Enquiries

If you send the contact form, we keep your name, email address, company if given, the subject you chose, your message and the time it was sent, so we can reply and keep a record of the conversation.

Technical data

Our servers keep short-lived operational logs containing the request path, status, timing and a request identifier, and may record the IP address for security purposes such as rate limiting and abuse prevention. We do not build advertising profiles.

Cookies and local storage

One strictly necessary cookie keeps you signed in. Your cookie choice and a few interface preferences are stored in your browser, not on our servers. The full list is in the cookie notice.

3. Why we use it, and our legal basis

We do not sell personal data, we do not share it with advertising networks, and we do not use your workspace content to train artificial intelligence models. The platform’s Advisor answers from your own saved calculations and does not call an external AI provider.

4. Who we share it with

We share personal data only with suppliers who help us run the service, under contracts that require them to protect it and use it only on our instructions:

• Hosting and database — our application, database and backups run on managed cloud infrastructure.
• Domain and email — for the website address and for correspondence with you.
• Professional advisers — accountants and lawyers, where necessary and confidential.

We will also disclose data where the law requires it, or to establish or defend legal claims. If the business is ever sold or reorganised, data may transfer with it, and we will tell you before that happens.

The map background is served by a third-party tile provider. Loading a map discloses your IP address and the map area to that provider; no account or project data is sent.

5. Where it is stored

Data is hosted in [JURISDICTION] and in the region recorded in your service agreement. Where a supplier processes data outside your country, we rely on an adequacy decision or on standard contractual clauses with appropriate safeguards. Ask us and we will tell you exactly which suppliers and regions apply to your account.

6. How long we keep it

• Workspace content — for as long as your organisation keeps its account, and then for up to 30 days in backups before deletion.
• Account records — for as long as the account exists, plus the period needed to resolve disputes and meet accounting rules.
• Enquiries — up to 24 months after our last exchange.
• Operational logs — a short rolling window, typically 30 days.

Approved decisions, their evidence and the change history are deliberately immutable inside a live workspace: that is what makes them trustworthy. If you need something removed, tell us and we will handle it at the account level.

7. How we protect it

• Traffic is encrypted in transit with TLS.
• Passwords are stored only as salted hashes, and sessions use a host-only cookie that is not readable by scripts.
• Every request checks that you belong to the organisation whose data you are asking for, and viewers cannot change anything.
• Repeated failed sign-ins are rate limited, and sessions expire after eight hours.
• Backups are taken regularly and restoration is tested.

No service can promise perfect security. If a breach affects your personal data and is likely to present a risk, we will tell you and the relevant supervisory authority without undue delay.

8. Your rights

You can ask us to:

• give you a copy of the personal data we hold about you;
• correct data that is wrong or incomplete;
• delete data where we no longer need it;
• restrict or object to a particular use;
• provide your data in a portable format, or send it to another provider;
• withdraw consent, where we relied on it, at any time.

Write to [PRIVACY CONTACT EMAIL]. We reply within one month and will not charge you. If your data sits inside an organisation’s workspace, we will usually pass the request to that organisation, since they decide what is held there.

If you are unhappy with our answer you can complain to your local data protection authority. In the UK that is the Information Commissioner’s Office; in the EU it is the authority for your country of residence.

9. Children, automated decisions and changes

The service is for professional use and is not directed at children. We do not knowingly collect data from anyone under 16.

We do not make decisions about you by automated means that produce legal or similarly significant effects. Calculations in the platform act on project data, not on people.

If this notice changes materially we will post the new version here with a new date and, for significant changes, tell account holders by email.