Privacy Policy

CertFlow Privacy Policy

Effective Date: 2025-12-08

Company: CertFlow

CertFlow is committed to protecting your personal data. This Privacy Policy explains what information we collect, how we use it, how we store it and the rights you have under UK GDPR.

1. Information We Collect

We collect information in the following categories.

1.1 Account Information

When you create an account in CertFlow, we collect

• Name

• Email address

• Password

• Organisation details

• User role and permissions

1.2 Inspection and Operational Data

When you use CertFlow, we store

• Companies, sites and assets added by your organisation

• Inspection reports, maintenance logs and breakdown records

• Photos, notes and attachments

• Digital signatures

• Audit trails, timestamps, job status and activity history

1.3 Technical Information

To operate the platform securely and reliably, we collect

• IP address

• Browser type and version

• Device information

• Login attempts and security events

• Usage data for performance improvement

1.4 Payment Information

If you subscribe to CertFlow, payments are processed by a secure third party provider. CertFlow does not store full card details.

2. How We Use Your Information

We use your data for the following purposes.

2.1 Service Delivery

• Create and manage user accounts

• Provide access to your organisation workspace

• Store inspection data and generate reports

• Provide customer support

2.2 Security

• Authenticate users

• Protect the platform from fraud and misuse

• Maintain audit logs and security records

2.3 Service Improvement

• Monitor performance

• Develop new features

• Improve user experience and stability

2.4 Legal Compliance

• Maintain statutory records where needed

• Respond to lawful requests from authorities if required

We never sell personal data.

3. Legal Basis for Processing

We process personal data under the following lawful bases.

• Contract: to deliver the CertFlow service you have subscribed to

• Legitimate interests: to secure and improve the platform

• Consent: for optional communications

• Legal obligation: where required by law

4. Data Sharing

Your data may be shared with trusted third parties when required to operate CertFlow. These may include

• Cloud hosting providers

• Authentication services

• Payment processors

• Email and notification systems

• Customer support tools

All third party providers are selected with strict security and GDPR compliance requirements.

We do not share data with advertisers or unrelated third parties.

5. Data Storage and Security

• All data is stored securely using encryption in transit and at rest

• Access is controlled through role based permissions

• Servers are hosted in reputable, secure data centres

• Regular backups are taken

• Multi layer security is used to protect your organisation workspace

6. Data Retention

We retain data for as long as you hold an active CertFlow account.

If you close your account, data is retained for a limited period to allow recovery if needed, then deleted securely.

You may request deletion at any time.

7. Your Rights Under UK GDPR

You have the right to

• Access your personal data

• Correct inaccurate information

• Request deletion

• Restrict processing

• Object to processing

• Request portability of your data

• Withdraw consent for optional communications

To exercise any of these rights, email info@certflow.co.uk.

8. Cookies

CertFlow uses essential cookies to enable secure login and core functionality.

Analytics cookies may be used to measure performance and stability.

You can control cookie settings in your browser.

9. International Transfers

CertFlow may use third party providers outside the UK.

When this occurs, data is protected using approved safeguards such as Standard Contractual Clauses.

10. Changes to This Privacy Policy

We may update this policy to reflect changes in features, regulations or security practices.

The latest version will always be available at www.certflow.co.uk.

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, contact

Email: info@certflow.co.uk

Company: CertFlow