Data processing terms

Last updated 7 November 2026

These terms form part of the agreement between Survey Tracker ("we") and each company that uses it ("you"). They cover the personal data you put into Survey Tracker, such as your customers, site contacts, survey answers, photos and signatures, and responses to your public forms. For that data you are the controller and we are your processor, as UK GDPR Article 28 requires.

1. The processing

Subject matter and purpose: providing Survey Tracker, a service for planning, carrying out, reviewing and reporting on site surveys.
Duration: while you use the service, plus the deletion periods in section 8.
Personal data: names, contact details, addresses, job and site details, survey answers, notes, photos (which may show people or vehicles), signatures, measurements and locations.
People concerned: your staff and contractors, your customers and their contacts, and members of the public who fill in your public forms.
Special category data: the service is not designed for it. Please don't collect health or other special category data in surveys unless you have a lawful basis and have told us.

2. Your instructions

We process the data only to provide the service, as you direct through the app and your account settings, or as you otherwise tell us in writing, unless the law requires otherwise. If we think an instruction breaks data protection law, we will tell you.

3. Confidentiality

Everyone at Survey Tracker who can access your data is bound by confidentiality, and only accesses it when needed to run or support the service.

4. Security

Each company's data is kept separate in the database by row-level security, checked on every request.
Data is encrypted in transit (HTTPS) and at rest. Private files are served through short-lived signed links.
Sign-in uses one-time email codes, passkeys or Sign in with Apple. There are no passwords to leak.
Access inside your company follows the roles you give people.

5. Sub-processors

You give general permission for us to use the sub-processors listed here. We will tell account owners at least 30 days before adding or replacing one, and you may object. Each sub-processor is bound by data protection terms at least as protective as these, and we remain responsible for them.

6. Transfers outside the UK

Your database and files are stored in the UK. Where a sub-processor handles data outside the UK, we use the UK-US data bridge, the UK International Data Transfer Addendum, or another lawful transfer mechanism.

7. Helping you

Requests from people: the app lets you find, export, correct and delete their data. If someone asks us directly, we pass the request to you and do not answer it ourselves unless you ask us to.
Breaches: we tell you without undue delay, and aim to within 48 hours of becoming aware, with what we know, so you can meet your 72-hour duty to report to the ICO.
Impact assessments and consultations with the ICO: we give you the information we reasonably can.

8. When you leave

An account owner can export all company data (records, photos and reports) at any time, and can delete the company. After deletion we keep the data for 30 days in case it was a mistake, then delete it, including from backups as they roll over within 7 days. We keep invoices for 6 years as the law requires, with names removed.

9. Audits

We will give you the information you reasonably need to show these terms are met, and answer reasonable security questionnaires. On-site audits need reasonable notice, at your cost, and no more than once a year unless a regulator requires it.

Who we are

Our full business name and address will be published here shortly. Until then, contact us through the form on our website.