1. Introduction

Cloudserve Ltd ("we", "our", or "us") operates the CheckTasks patrol management platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.

We are committed to protecting your privacy and ensuring your personal data is handled in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

Personal Information

We may collect personal information that you provide directly to us, including:

Name, email address, and phone number
Company name and job title
Account credentials
Billing and payment information
Communications you send to us
Names typed into the mobile app, for example the name of the officer carrying out a patrol on a shared site phone, or the name of the person signing off a patrol or submitting an incident report

Location Data

When you use the CheckTasks mobile app, we collect precise GPS location data to:

Verify your presence at patrol checkpoints (geofence verification)
Record your patrol route for compliance and reporting purposes
Provide indoor navigation assistance within patrol sites

Location data is only collected while you are actively using the app to perform patrols. It is not collected in the background when the app is closed.

Retention: the detailed GPS route trail recorded during a patrol — the continuous stream of location points that lets your organisation replay a patrol route — is retained for a limited period and then automatically and permanently deleted. This period is configurable by your organisation in its account settings and defaults to 14 days. Records that evidence attendance and compliance (checkpoint scans, patrol sign-offs, and generated reports) are held separately and are not removed by this cycle; they are retained under the general policy in section 7.

Sensor and Device Data

The CheckTasks mobile app accesses the following device sensors to support patrol navigation and checkpoint verification:

Accelerometer — used for step detection and movement tracking during patrols
Magnetometer (compass) — used to determine heading direction for indoor navigation
Gyroscope — used to improve heading accuracy and orientation tracking
Barometer — used to estimate which floor of a building you are on

Important: This sensor data is used solely for patrol navigation and indoor positioning. It is not used for health monitoring, fitness tracking, or any medical purpose. Sensor data is processed on your device in real time and is not stored or transmitted to our servers in raw form. Only derived location estimates are recorded as part of your patrol data.

Photos, Signatures and Camera Data

The app may request access to your device camera to:

Scan QR codes at patrol checkpoints
Capture checkpoint evidence photos as required by your employer
Take a selfie photo for patrol sign-off identification
Capture incident report photos

With your permission, the app can also read your photo library so you can attach an existing photo to an incident report or checkpoint. Only the photos you choose are uploaded; the app does not scan or upload the rest of your library.

Where your organisation requires it, you may be asked to draw a signature on screen when signing off a patrol, an incident report, a task or a form. The signature is saved as an image with that record.

Photos, selfies and signatures are uploaded to private cloud storage in the UK and are only accessible to authorised personnel within your organisation. They are never publicly accessible: they are viewed through short-lived, expiring links. They form part of the patrol, incident or task record and are retained with it, as described in section 7.

Usage Information

We automatically collect certain information when you use our services:

Device information and browser type (for the mobile app: platform and app version)
IP address
Pages viewed and features used
Patrol and checkpoint scan data (timestamps, completion status)
NFC tag and QR code scan events
App crash reports and error logs (via Sentry)

Mobile App Permissions

The mobile app asks for these permissions. You can change them at any time in your phone's settings, although some patrol features will not work without them.

Location (while using the app) — to record where checkpoints are scanned and the route of a patrol in progress
Camera — to scan checkpoint QR codes and take photos for patrols and incident reports
Photo library — to attach existing photos to incident reports and checkpoints
NFC — to read and write the tags on your site's checkpoints
Motion and barometer — to estimate which floor you are on while patrolling indoors
Notifications — to remind you before a scheduled patrol is due (sent from your device, not from our servers)

3. How We Use Your Information

We use the information we collect to:

Provide, maintain, and improve our services
Verify checkpoint visits using location and sensor data
Generate patrol compliance reports for your employer
Provide indoor navigation assistance using device sensors
Process transactions and send related information
Send you technical notices and support messages
Respond to your comments and questions
Analyze usage patterns and improve user experience
Diagnose technical issues using crash reports
Comply with legal obligations

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

With service providers who assist in operating our platform (listed below)
To comply with legal obligations
To protect our rights and prevent fraud
With your consent or at your direction

We use the following service providers (sub-processors). Each processes personal data only to provide its service to us:

Supabase — database hosting (United Kingdom, London)
Amazon Web Services — storage of photos, selfies and signatures, and sending email (United Kingdom, London)
Railway — application servers (European Union, Netherlands)
Vercel — hosting of our website and web portal
Sentry — crash reports and error logs (European Union, Germany)
Stripe — subscription billing and payment processing for organisations
Google reCAPTCHA and Cloudflare Turnstile — spam protection on our website forms

5. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. This includes encryption of data in transit and at rest, regular security assessments, and access controls for our personnel.

6. Your Rights

Under UK GDPR, you have the following rights:

Right to access your personal data
Right to rectification of inaccurate data
Right to erasure ("right to be forgotten")
Right to restrict processing
Right to data portability
Right to object to processing

To exercise any of these rights, please contact us at privacy@cloudserve.co.uk.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. When data is no longer required, it will be securely deleted or anonymized.

GPS location-trail data — the granular patrol route points — is subject to a configurable retention period (set by your organisation in its account settings, defaulting to 14 days) and is automatically deleted thereafter. Records that evidence patrol completion, such as checkpoint scans, sign-offs, and generated reports, are retained for the longer periods your organisation may require for compliance.

8. Cookies

We use cookies and similar tracking technologies to track activity on our website and improve your experience. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, some features of our service may not function properly without cookies.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

10. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Cloudserve Ltd
Email: privacy@cloudserve.co.uk
Support: support@cloudserve.co.uk