Privacy notice

Last updated 7 November 2026

This notice explains what personal data Survey Tracker holds, why, who sees it, how long we keep it and the rights you have under UK data protection law (the UK GDPR and the Data Protection Act 2018).

Who we are

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

Our two roles

Survey Tracker is software that companies use to run site surveys. We hold two kinds of personal data, and our role differs for each.

Accounts. For the people who sign up and use Survey Tracker, and for billing and enquiries, we decide how the data is used. We are the controller, and this notice covers it.
Survey content. The customers, site contacts, answers, photos and signatures a company records belong to that company. The company is the controller and we are its processor: we store and process it only on its instructions, under our data processing terms. If you are a company's client, or you filled in one of its public forms, please contact that company first. Its own privacy notice applies.

What we collect

Account details: your name, email address, company, role, and the sign-in methods you use (email codes, passkeys, Sign in with Apple).
What you do in the app: surveys you are assigned or complete, approvals, edits and the time they happened, kept as an audit trail for your company.
Billing: your company's plan, credits, invoices and billing contact. We do not store card numbers.
Website enquiries: the name, email, phone number and message you send through our contact form.
Technical data: IP address, browser and device type in our hosting provider's request logs, used to keep the service secure and working.

Why we use it, and the legal basis

To provide the service you or your company signed up for: signing in, running surveys, sending sign-in codes and notifications. Basis: performance of a contract, or our legitimate interest in providing the service to your employer.
To help new companies get started: a few setup tips by email to the account holder in the first weeks, chosen by what has been set up so far (for example, whether a survey has been run). Basis: legitimate interests. Every tip has a link to stop them.
To bill and keep accounts. Basis: contract and legal obligation (tax records).
To keep the service secure, investigate problems and give support. Basis: legitimate interests.
To reply to enquiries and, if you asked, tell you about Survey Tracker. Basis: legitimate interests, or your consent where needed. You can opt out at any time.

We do not sell personal data, use it for advertising, or use it to train AI models.

Who sees it

People in your company, according to their role (owners and project managers see their team's work; contractors see only jobs given to them).
Our staff, only when needed for support or security.
Our sub-processors, who host, store and email for us under contracts that protect your data.
Authorities, only where the law requires it.

Where it is stored

Our database and files are stored in the UK (London). Some providers, such as our hosting and email services, are US companies. Where data leaves the UK we rely on the UK-US data bridge or the UK International Data Transfer Addendum to keep the same protection.

How long we keep it

Account and survey data: while your company uses Survey Tracker. A deleted company is held for 30 days in case it was a mistake, then removed for good.
A team member who deletes their login: their sign-in is removed straight away; their name on the company's past surveys is replaced with "Former team member".
Invoices and billing records: 6 years, for tax. Names are removed once the company is deleted.
The history of changes to a survey stays with that survey. In-app notifications: 6 months.
Website enquiries that did not become customers: 2 years.
Backups roll over on their own and are gone within 7 days of the live data being deleted.

Your rights

You can ask us to:

give you a copy of your personal data (in a format you can take elsewhere);
correct anything that is wrong;
delete your data;
restrict or object to how we use it.

Most of this you can do yourself in the app under Your account: download your data, correct your name, or delete your account. Company owners can also export or delete the whole company. For anything else, contact the contact form on our website. We reply within one month.

If your request is about survey content a company holds about you, we will pass it to that company and help them answer it.

Cookies

We only use cookies that are needed for signing in and keeping you signed in. The field app stores your settings and any unsent work on your device so it can work offline. We do not use analytics or advertising cookies.

Complaints

Please contact us first so we can put things right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes

We will update the date at the top when this notice changes, and tell company owners by email about any important change.