Essence Roofing privacy notice

Who is responsible

Essence Roofing and Building Services Ltd is responsible for the work information processed through this app. The app is for authorised staff and contractors. Accounts are issued by the office; there is no public account registration.

Contact: info@essencebuilding.co.uk
265 Cambuslang Road, Cambuslang, G72 7DB.

Information we process

• Account information: your name, account identifier, contact details, role, permissions and authenticated sessions. The CRM verifies sign-in credentials. The app does not remember your password.
• Work records: assigned jobs, customer and site contact details, appointments, staff assignments, recorded time, status changes, notes, photos, files, forms, signatures and service reports that you access or submit.
• Commercial records: quotations, invoices, purchasing documents, line items and relevant customer or supplier information where your role permits access. These may include payment-related business information already recorded in the CRM.
• Technical information: device and installation identifiers, session activity, request and security logs, network addresses and app/build information needed to operate, secure and update the service.
• Notification information: if enabled, the installation's push token, notification preferences and delivery information associated with your staff account.

Photographs, notes and attachments may contain personal information. Include only information needed for the work. The app does not read your phone's address book or track your live location.

Why information is used

We use information to manage work, coordinate staff and appointments, maintain customer and supplier records, prepare commercial documents, record time and completion, communicate job updates, handle support requests and protect the service.

Depending on the record and person concerned, this processing supports our legitimate interests in operating and securing the business, performance of relevant contracts, and applicable legal obligations. Device permissions and optional notification settings control access to the corresponding phone features; they do not replace the basis for retaining company work records.

Information stored on your phone

The app stores a sign-in token using secure device storage, account information, remembered sign-in details and app settings. It may cache work information and keep local copies of pending notes, photos, files and status changes. Some writes require an internet connection. A pending or held operation is not proof that it has reached the office.

Signing out ends access on that device; it does not delete records already in the CRM. Remembered account details may remain until you choose Switch account. Pending work can remain on the device for recovery. Do not uninstall the app or clear its storage while work is awaiting recovery.

Camera, photos, files and directions

Camera, photo-library and document access are used when you choose to attach material to a job. Selected photos are resized and re-encoded before upload to remove embedded location metadata. A picture or another file may still reveal people, site details or information within the file itself.

When you open directions, a site address is passed to the maps service you select. Calls, email and messages open the relevant phone application when you choose those actions. These services have their own privacy terms.

Service providers and sharing

Work information is sent over HTTPS to the configured Essence CRM. Access within the CRM is controlled by company roles and permissions. Hosting, storage and communications providers process information to run the service. Commercial documents and messages can be delivered to recipients selected through authorised workflows.

Optional push notifications use Expo, Apple and, on supported Android installations, Google delivery services. These providers process push tokens and notification content, which may appear on your lock screen. Turning off notifications does not remove the underlying work records.

Expo also delivers compatible app updates. Update requests include technical information needed to select and deliver a compatible version, such as the app's platform, update channel and runtime. The app contains no advertising or behavioural marketing analytics SDK.

Some providers may process information outside the United Kingdom. Contact us for information about the providers and transfer arrangements applicable to your records.

Retention

Under the company's current policy, staff information and job records are retained indefinitely, with no automatic deletion period. Completing a job, leaving the company, signing out or uninstalling the app does not automatically erase those records. Access to an account can be disabled separately from record retention.

You can contact us to request access, correction, deletion or a review of the continuing need to retain your information. Requests are considered with the purpose of the records and any applicable legal obligations. Keeping records without an automatic expiry does not remove your data-protection rights.

Your choices and rights

Manage camera, photo and notification permissions in your phone settings. Within the app you can manage optional alerts, sign out and clear remembered sign-in details using Switch account.

Depending on the circumstances, you may have rights to access, correct or erase personal information, restrict or object to processing, and receive information in a portable format. Send requests to info@essencebuilding.co.uk. We may need to verify your identity. If a request cannot be fulfilled, you can ask for the reason.

You can also raise a concern with the Information Commissioner's Office.

Changes and support

This notice may be updated as the app or company practices change. The date at the top identifies the current version. For app support or privacy questions, contact the office at info@essencebuilding.co.uk.