Privacy Policy

1. Introduction

ElecCerts Software Ltd ("ElecCerts", "we", "us") respects your privacy. This policy explains how we collect, use, store, and safeguard your information when you use ElecSnap GBR and our website eleccerts.co.uk (together, the "Services"). This policy applies only to ElecSnap GBR and our website.

2. Data Controller

ElecCerts Software Ltd is the controller of your personal data and is registered in England and Wales.

Contact: support@eleccerts.co.uk

3. Data We Collect

We collect information you provide directly and data generated when you use the Services.

3.1 Information You Provide

• Account details: name, email address, company name, phone number
• Professional details: contractor identifiers, accreditation numbers (if provided)
• Project data: photos, notes, location labels (if you enable location), and report metadata you create
• Customer data: client names, addresses and job details you input to your reports
• Team data (if enabled): invited team members and their roles
• Support communications: messages you send to us

3.2 Information Collected Automatically

• Device & log data: device model, OS version, app version, IP address, timestamps, crash logs
• Usage data: screens viewed, feature usage, performance metrics
• Location data: only if you grant permission for specific features
• Analytics: anonymised/aggregated analytics via Google Firebase Analytics and stability data via Crashlytics
• Optional performance metrics via Firebase Performance Monitoring

You can opt out of analytics in the App settings where available.

3.3 Subscription Status

We receive subscription status confirmations from the Apple App Store or Google Play Store. We do not receive your full payment card details.

4. How We Use Your Data & Legal Bases (GDPR)

Purpose	Legal Basis
Provide core App functionality, backups, exports	Contract performance
Team sync and collaboration (if enabled)	Contract performance
Process optional AI features you request	Contract performance
Customer support and service communications	Contract performance / Legitimate interests
Improve App performance, safety, and features	Legitimate interests
Security, fraud prevention, and abuse prevention	Legitimate interests / Legal obligation
Comply with tax, accounting, and legal duties	Legal obligation
Marketing communications (emails)	Consent (you can withdraw at any time)

5. AI-Powered Features

When you invoke AI features:

• Data required for the feature is processed securely on our servers
• Your data is used only to deliver the requested analysis
• We do not use your content to train models without your explicit consent
• No human accesses your content unless you ask for support
• AI outputs are assistance only and must be verified by a qualified electrician

6. Data Storage and Security

6.1 Where We Store Data

We host data on secure servers within the UK/EEA using industry-standard providers (e.g., AWS, Google Firebase). Encrypted backups may be held in multiple UK/EEA locations.

6.2 Security Measures

• Encryption in transit (TLS 1.3) and at rest (AES-256)
• Access controls and authentication
• Regular security assessments
• Rate-limited, authenticated APIs
• Backups and disaster recovery
• Staff training on data protection

7. Team Sync and Sharing (if enabled)

• You control which authorised team members can access shared projects
• Team admins can manage permissions
• We maintain access logs for security
• Each team's data is isolated from other teams

8. International Users

Our Services are designed primarily for UK standards, but international users are welcome. Regardless of where you are located, we handle your data in accordance with UK GDPR/EU GDPR. If data is transferred outside the UK/EEA, we implement appropriate safeguards (e.g., Standard Contractual Clauses).

9. How We Share Data

We do not sell your personal data. We share it only with:

• Service providers under contract (e.g., hosting, analytics, authentication)
• Firebase services (Analytics, Crashlytics, Authentication, Realtime/Cloud databases) to operate core features
• App stores for subscription status
• Law enforcement or regulators when required by law
• Business transfers (e.g., merger or acquisition), in which case we will notify you
• Your team members that you authorise for shared projects
• With your consent when you ask us to share

10. Your Rights (UK/EU GDPR)

You can opt out of analytics within the App where available. To exercise rights, contact support@eleccerts.co.uk. We will respond within 30 days.

11. Data Retention

• Active account data: retained while your account is active
• Reports & project data: typically 7 years (industry practice for UK electrical records) unless you delete earlier
• Financial/transaction records: 6 years (UK tax law)
• Team data: retained while the team is active; deleted 90 days after team deletion
• Analytics data: anonymised/aggregated after ~14 months
• Deleted account data: removed within 90 days of closure (subject to legal holds)

12. Children

The Services are not directed to individuals under 18. If you believe a child has provided personal data, contact us and we will delete it promptly.

13. Cookies and Tracking

The mobile App does not use cookies. The website uses essential cookies for basic functionality only. See our cookie notice if presented on the site.

14. Changes to this Policy

We may update this policy. The "Last updated" date shows the current version. For significant changes, we will notify you in-App or via email.

15. Contact & Complaints

© 2025 ElecCerts Software Ltd. All rights reserved.