Privacy Policy (Mobile & Web)
1. Introduction & Overview
This Privacy Policy describes how Flooring Trade Ltd t/a Floorworks ("we," "us," or "our") processes personal data through the Floorworks web services and mobile applications (available on the Apple App Store and Google Play Store) and associated web services (collectively, the "Platform").
Data Controller vs. Data Processor Role
Your Employer / Organisation is the Data Controller: The Tenant (the business or organization that provisioned your user account) determines the purposes and means of processing your personal data.
Floorworks is the Data Processor: We process personal data solely on behalf of, and according to the instructions of, the respective Data Controller (the Tenant), in accordance with our Master Services Agreement (MSA) and Data Processing Agreement (DPA).
If you are an employee, contractor, field engineer, surveyor, or authorized user using the Platform, please contact your organization's administrator to understand their specific privacy practices and policies.
2. Information We Process
The Platform collects and processes data necessary to deliver ERP functionality, field service management, surveying, and business operations.
A. Information Provided directly by Users or Tenants
Account & Identity Data: Full name, work email address, phone number, job title, department, user login credentials, and profile picture (if uploaded).
Business & Operational Data: Customer records, job/survey notes, inventory status, task completion logs, signatures, and custom form inputs submitted through the Platform.
B. Information Collected Automatically via Mobile Applications
To support field service operations, offline access, and mobile functionality, our mobile applications access and collect the following device data:
Location Data:
Precise/Approximate Location: Collected when permitted by the user to support job routing, geolocation tagging for field surveys, and mileage tracking.
Background Location: Collected only if explicitly enabled by the Tenant and authorized by the user for active field dispatch tracking during working hours.
Camera & Photos: Access to the device camera and photo library to capture and upload job site photos, damage reports, receipts, and signatures. Photos are synced with local offline storage (WatermelonDB/outbox queue) and uploaded to secure Tenant storage when online.
Storage & Local Media: Read and write access to local device storage to cache operational data, enable offline access, and queue media uploads for background synchronization.
Device & Usage Diagnostics: Device model, operating system version, unique device identifiers, IP address, connection logs, app crash reports, and performance analytics required for security and troubleshooting.
3. How We Use Information
As Data Processor, we process data solely to provide, secure, and improve the Platform services on behalf of our Tenants, including:
Authenticating user access and enforcing role-based permissions.
Facilitating field service workflows, job dispatching, floor/property surveying, and task management.
Synchronizing offline mobile data with the central backend server.
Generating business operational reports, invoices, and analytics requested by the Tenant.
Ensuring system stability, security monitoring, fraud prevention, and performance optimization.
Complying with applicable legal and contractual obligations.
We do not sell personal data, use personal data for cross-context behavioral advertising, or build user profiles across unaffiliated apps or websites.
4. Data Sharing & Third-Party Processors
We do not sell, rent, or trade personal data. We share data only in the following limited circumstances:
Sub-processors & Infrastructure Partners: We engage trusted third-party service providers to host, secure, and maintain our cloud infrastructure, databases, serverless compute functions, and app analytics. All sub-processors are bound by strict Data Processing Agreements ensuring equivalent privacy protection.
Tenant Administrators: Data collected via the mobile app or web portal is accessible to designated administrators of your organization (the Tenant).
Legal Requirements: When required by law, subpoena, or court order to disclose data, we will notify the affected Tenant unless legally prohibited from doing so.
5. Offline Data Storage & Synchronization
Our mobile applications are designed for high availability and offline field operation.
Local Storage: Data created while offline (e.g., survey notes, photo uploads, status updates) is stored securely on your local device using encrypted local databases.
Synchronization: Once network connectivity is established, queued changes are synchronized in background batches with our central infrastructure.
Cache Management: Locally cached data is managed automatically and purged upon user logout or app uninstallation.
6. Data Retention & Account Deletion
A. Retention Period
Personal data processed on behalf of a Tenant is retained for as long as specified in our contract with that Tenant, or as required to fulfill the business purposes outlined herein.
B. Account & Data Deletion Requests (Google Play & Apple Requirement)
In compliance with Apple App Store and Google Play Store guidelines:
User Account Deletion: End-users wishing to delete their account or remove their personal data must submit a request directly to their organization's system administrator (the Data Controller).
Self-Service / Admin Initiated Deletion: Tenant administrators can deactivate accounts, remove user records, or request complete tenant data deletion via the Floorworks Backoffice management console or by contacting us at info@floorworks.co.uk.
Direct User Requests: If you submit an account deletion request directly to us via our online portal or mobile app, we will notify your organization's administrator to process the request in accordance with their regulatory and business data retention requirements.
To initiate a deletion request directly, use our Contact us form.
7. Security Measures
We implement industry-standard technical and organizational measures to safeguard personal data against unauthorized access, loss, or alteration, including:
Encryption in Transit & at Rest: TLS/SSL encryption for all data in transit between mobile apps and backend APIs, and AES-256 encryption for data stored in central cloud repositories.
Access Controls: Multi-tenant isolation architecture ensuring data segregation between distinct Tenants, combined with strict role-based access control (RBAC).
Local Device Security: Secure local storage handling for cached data and offline synchronization queues.
8. International Data Transfers
If personal data is transferred across international borders, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses or UK International Data Transfer Agreements) to maintain data protection levels compliant with GDPR, UK GDPR, and other applicable laws.
9. Your Privacy Rights
Depending on your jurisdiction and role, you may have rights under the General Data Protection Regulation (GDPR), UK GDPR, or local privacy laws, including the right to access, rectify, port, or request deletion of your personal data.
Because Floorworks processes your data on behalf of your organization (the Tenant), please direct all requests to exercise your data privacy rights to your organization's privacy team or HR administrator. We will assist your organization in responding to valid requests.
10. Contact Us
If you have questions about this Privacy Policy or our data processing practices as a Data Processor, please reach out to us:
Company: Flooring Trade Ltd / Operations
Data Protection Contact: Privacy & Compliance Team
Email: support@floorworks.co.uk
