The short version. We collect the minimum we need to run Plotbook, set it up for your company, and keep it secure. We don't sell your data, and we never use your sites' job data to train anything. This notice is a template — replace bracketed details with your registered entity before going live.
1. Who we are
Plotbook ("we", "us") provides job-tracking software for trades across the UK and Ireland. For the purposes of this notice, the data controller is [Plotbook Ltd, registered address], company number [number]. Questions go to privacy@plotbook.co.uk.
2. What we collect
We collect only what we need to provide the service:
- Account & contact data — name, work email, phone number, company and role, so we can create accounts and reach you.
- Job data you put into Plotbook — sites, plots, areas, tasks, snags, sign-offs and the photos captured against them.
- Soft check-ins — a per-plot "I'm here / I've left", logged with a timestamp. We do not run continuous location tracking.
- Technical & usage data — device type, app version, IP address and diagnostic logs, used to keep the service secure and working.
3. Why we use it, and our lawful basis
- To provide the service (performance of a contract) — running your account and the apps.
- To secure and improve it (legitimate interests) — diagnostics, fraud prevention and product reliability, balanced against your rights.
- To talk to you about a demo or your account (legitimate interests / consent) — responding to enquiries and onboarding.
- To meet legal obligations (legal obligation) — tax, accounting and lawful requests.
We do not use your job data — photos, snags, sign-offs — to train machine-learning models.
4. Customer data — who controls what
When your company uses Plotbook, your company is the controller of the job data and the people-data of its trades, and Plotbook acts as a processor on your instructions. Our data processing terms set out exactly how we handle it. For our own marketing and account contacts, we are the controller — that's what this notice covers.
5. Who we share data with
We share personal data only with the suppliers who help us run Plotbook, under contract and only as needed:
- Cloud hosting and storage providers (data held in the UK/EEA where possible).
- Error-monitoring and analytics tooling.
- Email and communication providers.
We never sell personal data. Where a transfer outside the UK/EEA is necessary, we rely on appropriate safeguards such as the UK International Data Transfer Agreement.
6. How long we keep it
We keep account and job data for as long as your company uses Plotbook, and for a limited period afterwards to meet legal and operational needs. Diagnostic logs are kept on a rolling short-term basis. When data is no longer needed, we delete or anonymise it.
7. Your rights
Under UK GDPR you can ask to access, correct, delete or port your personal data, object to or restrict certain processing, and withdraw consent at any time. To exercise a right, email privacy@plotbook.co.uk. If your data sits inside a customer's Plotbook account, we may direct your request to that company as controller. You can also complain to the Information Commissioner's Office.
8. Security
We protect data with encryption in transit and at rest, least-privilege access and continuous monitoring. There's more detail on our security page.
9. Contact us
Privacy questions, requests or concerns: privacy@plotbook.co.uk. We aim to respond within one calendar month.
This page is a template provided for the marketing site and is not legal advice. Confirm the final wording with your legal adviser before launch.