This notice explains what personal information the CDSI Job Logger holds, why we hold it, how long we keep it and the rights you have. CDSI is the controller of this information.

What we collect

• Your account: name, work email address, role and whether your account is approved or locked. If you sign in with Microsoft, we receive your name and email from your Microsoft work account.
• Job records: property addresses, job references, client names, item details and the photos taken on site.
• Electrical work: certificates, test results and customer signatures collected to confirm work was completed.
• Van use: trip dates, mileage, idle time, average speed and which jobs a trip relates to, used to cost fuel to jobs.
• Pay (staff only): wage rates and pay records, visible only to managers.
• Security records: sign-in attempts and actions taken by administrators.
• In-app assistant: the questions you ask the CDSI Helper, your role, which parts of the app it looked at and whether it could answer.
• Notifications: in-app reminders, and a device address for phone notifications if you turn them on.

Why we use it

• To carry out our work and contracts — recording and evidencing installations for clients.
• Employment and legal duties — paying staff, health and safety, and electrical certification.
• Legitimate interests — costing jobs accurately, keeping the system secure and preventing misuse.
• Your consent — phone notifications only. You can turn these off at any time.

Signing in with Microsoft

CDSI staff can sign in with their Microsoft work account. When you do, Microsoft confirms who you are and sends us only your name and work email address. We never see your Microsoft password. We do this on the basis of our legitimate interest in giving staff a secure single sign-in, managed by CDSI's own IT accounts.

Face ID and fingerprint sign-in

External users can choose to open the app with Face ID, a fingerprint or their phone passcode after signing in with their password. This is checked by your phone itself: CDSI never receives your face, fingerprint or passcode. You still need to enter your email and password once every 24 hours.

The in-app assistant

The CDSI Helper answers questions about jobs and how to use the app. It runs on your own device: the first time you use it, the app downloads the assistant's model from Hugging Face, and your questions and the data it looks at are not sent to any outside AI company. The Helper can only read what your role already allows you to see, and it cannot change any records. We keep a record of each question so managers can check the Helper is used properly. We do not keep its answers. The Helper also has a private memory on your own device (notes you ask it to remember, shortcuts it learns from good answers and records it has just checked). This memory is never sent to us or anyone else, and you can view or clear it from the brain button in the Helper. These records are kept for 12 months and can only be seen by managers and administrators.

How long we keep it

• Sign-in attempts: 90 days
• In-app notifications: 60 days
• Assistant activity logs: 12 months
• Van trips: 12 months, after which the driver is removed and only the cost and job link are kept
• Backups: 30 days rolling
• Job, certificate and pay records: as long as needed for warranty, legal and accounting purposes

Who can see it

Access is limited by role. Fitters see their jobs, customers see only their electrical records, and pay and van information is limited to managers. We do not sell your information or use it for advertising.

We use the following service providers, who process information only on our instructions and under contract:

• Supabase — stores the app's database, photos and documents, and runs the sign-in system.
• Microsoft — confirms your identity when you sign in with a Microsoft work account.
• Apple, Google, Mozilla or Microsoft — deliver phone notifications, depending on your device and browser. Notifications contain no names, addresses or financial details.
• Hugging Face — supplies the assistant's model download. No questions or job information are sent to them.

Information sent outside the UK

Some of these providers may store or handle information outside the UK, for example in the European Economic Area or the United States. When this happens, we make sure it is protected to the standard UK law requires. This means using countries the UK recognises as having adequate protection, the UK-US Data Bridge, or the UK's approved contract terms for international transfers. You can ask us for more details about these safeguards.

Information stored on your device

The app stores only what it needs to work: your sign-in session, and job details and photos saved so you can work without signal. These are cleared when you sign out. We do not use advertising, analytics or tracking cookies, so no cookie consent is needed.

Your rights

You can ask to see a copy of your information, correct it, have it deleted or restricted, object to how it is used, or receive it in a portable format. Where we rely on consent, you can withdraw it at any time. To make a request, contact the CDSI office. We will respond within one month.

If you are unhappy with how we handle your information, you can complain to the Information Commissioner's Office at ico.org.uk.

Changes to this notice

We may update this notice when the app or the law changes. The date at the top shows when it was last changed. If we make a change that affects you, the app will show you the updated notice the next time you sign in, and ask you to read it before continuing.