Privacy Policy

EasyQMS is operated by [REVIEW: registered legal entity name], a company registered in England and Wales ([REVIEW: company number]), with registered office at [REVIEW: registered address]. For the purposes of UK GDPR we are the controller of personal data we collect about visitors and account holders, and a processor of personal data our customers upload into the platform.

• Account data: name, work email, role, organisation, password hash.
• Operational data uploaded by customers: engineer competency records, job records, certificates, signatures, photos, GPS metadata, occupier contact details, defect notes.
• Usage data: pages visited, actions taken, device, browser, IP address, approximate location.
• Communications: emails, support tickets, demo requests.

• Contract — to provide the EasyQMS service to you or your employer.
• Legitimate interests — to secure the platform, prevent fraud and improve the product.
• Legal obligation — to meet our statutory record-keeping and tax obligations.
• Consent — for non-essential cookies and marketing communications.

Account data is kept for the life of the account and [REVIEW: retention period, e.g. 12 months] after closure. Customer-uploaded compliance records are kept for the period required by the relevant scheme (e.g. Gas Safe, MCS, CAA) or as configured by the customer. Backups are rotated on a [REVIEW: backup retention, e.g. 30-day] cycle.

We share data only with vetted sub-processors listed in our Sub-processors page, with regulators where legally required, and with professional advisers under confidentiality. We do not sell personal data.

Customer data is hosted in [REVIEW: hosting region, e.g. UK / EU]. Where data is transferred outside the UK, we rely on the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

• Access — request a copy of your personal data.
• Rectification — correct inaccurate data.
• Erasure — ask us to delete data we no longer need.
• Restriction and objection.
• Data portability.
• Withdraw consent at any time, where consent is the lawful basis.

If you are unhappy with how we handle your data, you can complain to the UK Information Commissioner's Office at ico.org.uk. We'd appreciate the chance to put things right first.

We will update this policy from time to time. Material changes will be notified by email to account holders.