Privacy Policy

1. Who we are

JobTek Ltd is registered in England and Wales under company number 13646174. Registered and trading address: 61 Bridge Street, Kington, Herefordshire, HR5 3DJ, United Kingdom. Email: info@jobtek.com. Telephone: 020 3357 1776.

2. When JobTek is controller or processor

• We are a controller for information about website visitors, prospective customers, account holders, team members, billing contacts, support contacts, suppliers and JobTek staff because we decide why and how that information is used.
• A JobTek customer is normally the controller for personal data it enters or receives about its employees, contractors, prospects, customers and other contacts. We process that data on the customer's behalf under the Data Processing Addendum.
• A linked payment, accounting, social-media or identity provider may act as an independent controller or processor under its own terms. The role depends on the service and the relationship the customer has with that provider.

3. Personal data we handle

• Identity and contact data: names, business names, postal addresses, email addresses, telephone numbers, user and customer identifiers.
• Account and security data: password hashes, sign-in provider, roles, permissions, authentication events, IP address, device and browser information, app version, audit records and security logs.
• Business records: enquiries, messages, customers, contacts, addresses, quotes, jobs, bookings, tasks, resources, notes, forms, signatures, documents, attachments, invoices, payment records and activity history.
• Customer portal and web-form data: portal account details, requests, submissions, uploaded files, approval activity, sign-in history and communications.
• Billing and integration data: plan, subscription, invoice and payment status, transaction references, accounting records, connection status and encrypted authorisation tokens. We do not store full card details.
• Location and vehicle data: addresses, map coordinates, device location where enabled, travel estimates, location-stamped activity, vehicle registrations and vehicle details returned by DVLA.
• Support, marketing and website-enquiry data: correspondence, company and team information, preferences, campaign parameters and the details supplied through contact forms.
• Technical data: cookies, local storage, request logs, diagnostics, performance information and service-use events.

4. How we receive data

• Directly from you when you visit, enquire, register, subscribe, configure an account, contact support or use a feature.
• From you or someone in your team who adds or imports records.
• From customer-facing forms, portals, email addresses and linked Meta channels.
• From linked payment, accounting, mapping, vehicle, identity and notification services.
• Automatically from devices, browsers, apps, cookies, logs and security controls.

5. Why we use personal data

When we act as a processor, we follow the customer's documented instructions rather than selecting the customer's lawful basis.

• Provide accounts and contracted services — performance of a contract.
• Operate customer-requested features, integrations, support and service communications — contract and legitimate interests.
• Administer subscriptions, payments, tax and business records — contract, legitimate interests and legal obligation.
• Secure, monitor, troubleshoot and improve the JobTek Services — legitimate interests and legal obligation, with consent where it is required for an optional cookie or similar technology.
• Respond to enquiries and communicate with business prospects — legitimate interests or consent, depending on the communication.
• Prevent misuse, establish or defend legal claims and comply with regulators, courts and law enforcement — legitimate interests and legal obligation.

6. Website enquiries and marketing

We store information submitted through https://jobtek.com contact and support forms so we can respond, understand how the enquiry reached us and manage the relationship. We may send relevant business-to-business information where permitted by law. You can object or unsubscribe at any time. Service and security messages are not marketing and may still be sent.

7. Customer portals, forms and communications

We process portal activity, web-form submissions, email and other messages to make them available to the relevant business and the team members it gives access to. That business decides why the information is collected and how long it is needed. Individuals should normally direct requests about this customer-controlled information to the business they dealt with.

8. Subscription and customer payments

We use Stripe for JobTek subscription billing and receive limited payment status and reference information rather than full card details. A JobTek customer may separately connect Stripe, PayPal or GoCardless to offer online invoice payments. When a payer selects one of those methods, we send the amount, invoice or payment reference and the contact information needed to create or reconcile the transaction. The payment provider processes payment, fraud-prevention and regulatory information under its own privacy terms.

9. Accounting connections

A customer may authorise us to connect JobTek to Xero, QuickBooks, Sage or FreeAgent. We then exchange the records selected by the customer, which may include customer and supplier identity, invoice and credit-note lines, taxes, account mappings, payment status and transaction references. Authorisation tokens are stored securely so scheduled synchronisation can continue until the connection is removed or expires.

10. Meta channels

When a customer connects Facebook Pages, Instagram or WhatsApp Business, Meta may send us messages, attachments, timestamps, delivery or read status, platform identifiers, display names and telephone numbers through its APIs and webhooks. We store these as enquiry communications and send authorised replies back through Meta. We do not use this content for advertising profiles. Meta's own processing is described at https://www.facebook.com/privacy/policy/.

11. JI Assist

JI Assist is optional and runs only when you or someone in your team chooses to use it to help review or process an enquiry. We may send relevant enquiry messages, attachments, participant details and selected account information to OpenAI or Microsoft Azure OpenAI. This can include customer, job, booking, quote, invoice, catalogue or scheduling information. We request responses with provider storage disabled, although a provider may still have legal retention duties. JI Assist produces analysis, summaries, suggested responses and proposed actions for you to review. It does not make solely automated decisions that have a legal or similarly significant effect. Avoid submitting unnecessary special-category data and review generated output before use. Provider information is available at https://openai.com/policies/privacy-policy/ and https://www.microsoft.com/en-gb/privacy/privacystatement.

12. Maps, location and DVLA

We use Google Maps Platform for address lookup, maps, routes and travel estimates. Search text, addresses, coordinates and technical request data may be sent to Google. If device location is enabled, we may record coordinates and timestamps for scheduling, travel, location-aware activity and audit history; we do not use it for unrelated continuous monitoring. For vehicle lookups, we send a registration number to the DVLA Vehicle Enquiry Service and store or display the vehicle details returned. See https://policies.google.com/privacy and https://www.gov.uk/government/publications/dvla-privacy-policy.

13. Email, push and browser notifications

Twilio SendGrid processes message content, sender and recipient information, attachments and delivery events for inbound and outbound email. Apple Push Notification Service, Google Firebase Cloud Messaging and browser push services process device or subscription tokens and the limited notification content needed to alert you or someone in your team. We may receive email engagement events such as delivery, bounce, complaint, open or click where the relevant message feature enables them. See https://www.twilio.com/en-us/legal/privacy, https://www.apple.com/legal/privacy/ and https://policies.google.com/privacy.

14. Sign-in providers

If you choose Apple, Google or Microsoft sign-in, that provider authenticates you and supplies permitted account information such as an identifier, name or email address. We do not receive the provider password. The provider's own cookies and processing are governed by its privacy terms at https://www.apple.com/legal/privacy/, https://policies.google.com/privacy and https://www.microsoft.com/en-gb/privacy/privacystatement.

15. Core providers

We rely on selected providers for hosting, security, communications, mapping, notifications and optional features. They process the information needed for the relevant service under contractual, technical and organisational safeguards. The table below links to their privacy information; the Data Processing Addendum gives more detail about subprocessors and customer-enabled connections.

16. Provider privacy information

These links explain how each provider handles information for the services it supplies.

17. Cookies and similar technologies

The Cookies Policy lists JobTek cookie names, purposes and durations and explains browser storage and third-party authentication cookies. The marketing site does not currently use analytics or advertising cookies.

18. Sharing and disclosure

We share personal data only where needed to provide a requested service, operate a connection you have enabled, obtain professional advice, complete a corporate transaction, enforce rights, protect people or systems, or comply with law. We do not sell personal data. Customer-controlled information is available to you and the people in your team according to the permissions you give them.

19. International transfers

Some providers operate globally. Where we transfer personal data outside the UK to a country without UK adequacy regulations, we use an approved safeguard where required, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses or another lawful mechanism. More detail is available in the Data Processing Addendum.

20. Retention

Retention depends on the type of information, why it is held and legal requirements. We keep controller records such as contracts, invoices, payment records and material account correspondence for the period needed for tax, accounting, fraud prevention and legal claims, which may be up to seven years. We review marketing and support information and delete or anonymise it when it is no longer needed. Customer-controlled data is retained while the account is active and returned or deleted after termination under the Data Processing Addendum, subject to backup cycles and any legal hold.

21. Your rights

Depending on the circumstances, you may have rights to be informed, access, correct, erase, restrict or object to processing, receive portable data and withdraw consent. Contact info@jobtek.com to make a request. We may need to verify your identity. If another business is the controller, we may direct your request to that business. You may complain to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/.

22. Security

We use access controls, encryption, monitoring, backups and secure development and operational practices described in the Security & Compliance Statement. No online service can guarantee absolute security. Keep credentials secure and report suspected compromise promptly.

23. Children and special-category data

The JobTek Services are intended for business use and are not directed to children. We do not intentionally request special-category data. A customer may nevertheless place such data in its own records; that customer is responsible for ensuring the processing is necessary, proportionate and lawful.

24. Changes and contact

We may update this Privacy Policy to reflect changes in law, services or providers. We will highlight material changes where appropriate.

Email: info@jobtek.com

Post: JobTek Ltd, 61 Bridge Street, Kington, Herefordshire, HR5 3DJ, United Kingdom.

For related information, see the Cookies Policy, Terms & Conditions, Acceptable Use Policy, Data Processing Addendum and Security & Compliance Statement.