How the app uses your information

What the app records about you

• Your name, sign-in email, phone number and job title.
• Your Gas Safe registration and ID card numbers and your TMV certificate details, because they print on the certificates you sign.
• Your day: each entry, its times, notes, the merchant orders you raise and the certificates you sign.
• Your weekly hours, worked out from those entries.
• One location fix each time you press a button (Add to my day, the order number, Leaving now), with the time you pressed it and the accuracy in metres.
• A record of each change made in the app, who made it and when.

Why

To run the business: your hours and pay, costing jobs, keeping the compliance records our clients rely on.

And for your safety. Lone working in plant rooms and roof spaces is the normal day, and the office needs to know roughly where you are and how long ago that was. The legal basis is our legitimate interest in running the business and our duties under health and safety law. We do not rely on your consent, so there is nothing to withdraw; the app only works this way.

What it does not do

• It does not track you between button presses. Nothing runs in the background. It does not know where you are at lunch, in the van or at home.
• It does not read anything else on your phone: no contacts, photos, messages or other apps.
• It never emails client or job details to a personal email address.
• Other engineers cannot see your day, your entries or your location. The office can.
• The sign-in cookie is the only cookie. No advertising, no analytics.

How long it is kept

• Location fixes: 24 months, then removed from the entry automatically. Two years because an accident investigation can take that long. The entry and its times stay.
• The change record: 6 years.
• Entries, timesheets, merchant orders and certificates are business records and are kept as the main notice describes.
• When you leave, your account is deactivated. Your name stays on the certificates you signed and the entries you made, because they are the record of the work.

Your rights and who to ask

You can ask for a copy of what the app holds about you, ask for a mistake to be corrected, or raise a concern. The rights are the same as in the staff privacy notice in the handbook. Ask David Ashton, director: dave.ashton@dtaelectricalmechanical.co.uk.

If you are not happy with how we respond you can complain to the Information Commissioner’s Office at ico.org.uk.

Using the app

Your login is yours: do not share it. Everything you enter and sign is in your name. Fill your day in as you go; that is what makes the safety record worth having.