This policy explains how EQUIP (“EQUIP”, “we”, “us”) collects, uses and protects personal data when you visit our website or use our software, and your rights under UK data protection law (the UK GDPR and the Data Protection Act 2018). We are the “controller” of the personal data described here. For the personal data our customers put into the platform about their own staff and contacts, the customer is the controller and EQUIP acts as their “processor” under a data processing agreement.
Who we are & how to contact us
EQUIP is operated by [Company legal name] (company no. [00000000]), registered office [registered address]. For any privacy question, or to exercise your rights, contact us at privacy@equip-hq.com. If we are required to register with the Information Commissioner’s Office (ICO), our registration number is [ICO number].
The data we collect
- Account & contact data — name, work email, phone, job role, and login credentials (passwords are stored only as secure hashes).
- Customer content — the operational data you enter into the platform (jobs, quotes, invoices, staff records, timesheets, documents). Where this includes personal data about your people or contacts, we process it on your behalf under our agreement with you.
- Usage & device data — how the service is used, log data, IP address, browser/device type, and (where you turn it on) location captured for on-site attendance and vehicle tracking.
- Enquiry data — anything you send us when you request a demo or contact us.
How we use it, and our lawful bases
- To provide and operate the service, and to support you — on the basis of performance of our contract with you.
- To secure the service, prevent abuse, and keep records — on the basis of our legitimate interests and legal obligations.
- To respond to enquiries and, where you agree, send you product updates — on the basis of legitimate interests or consent, which you can withdraw at any time.
- To meet accounting, tax and other legal obligations.
We do not sell personal data, and we do not use customer content to train AI models.
Who we share it with (sub-processors)
We use a small set of trusted providers to run the service, each under contract and only for the purposes above: cloud hosting and database, file storage, transactional email, and — where enabled — fleet-telematics for vehicle location. Providers may change; a current list is available on request from privacy@equip-hq.com. We may also disclose data where required by law.
International transfers
Where any provider processes data outside the UK, we rely on appropriate safeguards (such as UK adequacy regulations or the International Data Transfer Agreement / addendum to the EU Standard Contractual Clauses).
How long we keep it
We keep account and customer data for as long as your account is active, and for a limited period afterwards to meet legal, accounting and security obligations, after which it is deleted or anonymised. You can ask us to delete your data sooner, subject to those obligations.
Security
We protect data with encryption in transit, hashed passwords, mandatory two-factor authentication, role-based access controls, and audit logging of changes. No system is perfectly secure, but we take reasonable and appropriate measures to safeguard your data.
Cookies
We use only the cookies and similar storage necessary to sign you in and remember your preferences (such as your theme and view). We do not use advertising cookies.
Your rights
Under UK data protection law you have the right to access your data, to have it corrected or erased, to restrict or object to processing, and to data portability. To exercise any of these, contact privacy@equip-hq.com. You also have the right to complain to the ICO (ico.org.uk), though we’d appreciate the chance to help first.
Changes to this policy
We may update this policy from time to time; the “last updated” date above shows the current version, and we will tell you about material changes.