Introduction
Simpli-Fi Cloud Ltd ("we", "our", or "Simpli-Fi Cloud") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose and safeguard your information across our products: PPM Service Contracts, Logbook, CertTracker, SiteSafe Pro and Batch Booker.
Simpli-Fi Cloud Ltd is the data controller for the information described in this policy. This policy describes how information is handled; it does not replace consent where consent is required.
Information We Collect
Information from ServiceM8
When you authorise our add-on through the ServiceM8 platform, we access the following information from your ServiceM8 account:
- Company information (name, contact details)
- Customer/client data necessary for contract management
- Job information related to PPM contracts
- Staff information for job assignments
- Asset and equipment details
Information You Provide
You may provide additional information when using our add-on:
- Contract details and schedules
- Asset maintenance requirements
- Compliance documentation
- Custom notes and preferences
- Support tickets and communications
Automatically Collected Information
We may collect certain information automatically when you use our service:
- Usage data (features accessed, actions performed)
- Error logs and performance data
- Browser type and device information
How We Use Your Information
We use the collected information for the following purposes:
- Creating and managing PPM contracts
- Generating scheduled maintenance jobs in ServiceM8
- Tracking asset maintenance history
- Managing compliance requirements and certificates
- Providing customer portal access
- Sending maintenance reminders and notifications
- Providing customer support
- Improving our service and user experience
- Ensuring security and preventing fraud
Data Storage and Security
We implement appropriate technical and organisational measures to protect your data:
- All data is encrypted in transit using HTTPS/TLS
- Sensitive data is encrypted at rest using AES-256 encryption
- OAuth tokens are securely stored and regularly refreshed
- We use secure cloud infrastructure with regular backups
- Access to data is restricted to authorised personnel only
- Regular security audits and vulnerability assessments
Where your data is held depends on the component:
- Application database: servers located in the European Union.
- Transactional email: Amazon SES in the EU (Stockholm).
- Uploaded documents and files: Cloudflare R2. Storage location is assigned automatically and may be outside the European Union.
- PPM alarm report analysis: content sent to Anthropic for this feature is processed in the United States. See International Data Transfers below.
Data Sharing and Disclosure
We do not sell, trade, or rent your personal information. We may share your information only in the following circumstances:
- With ServiceM8, where you connect an account: As required for our products to function properly
- With your consent: When you explicitly agree to share information
- Service providers: With trusted third parties who assist us in operating our service (under strict confidentiality agreements)
- Legal requirements: To comply with legal obligations, court orders, or government requests
- Protection of rights: To protect our rights, privacy, safety, or property
- Business transfers: In connection with a merger, acquisition, or sale of assets
Data Retention
We retain your data for as long as your account is active or as needed to provide services. Specifically:
- Active accounts: retained while your subscription is active.
- Closed accounts: live data is deleted within 30 days of closure.
- Inactive accounts: after 12 months without sign-in we email you a warning. If the account remains inactive for a further 30 days, it is deleted.
- Backups: some backup copies are retained for up to 2 years and are purged on a rolling cycle. Data deleted from the live system may persist in backups until that cycle completes.
- Billing and tax records: retained for 6 years, as required by UK law. This applies even where deletion is requested.
- Anonymised analytics: may be retained indefinitely. This data cannot be linked back to you.
You may request deletion of your data at any time, subject to legal and contractual obligations.
Cookies
Our website uses two kinds of cookies and similar storage:
- Strictly necessary: we store your cookie choice in your browser so we do not ask again on every page. This is not used for tracking and is set regardless of your choice.
- Analytics: Google Analytics, used to understand how the site is used. These are not set unless you accept them. If you decline, no analytics cookies are set and no analytics script is loaded.
You can change your mind at any time by clearing this site’s data in your browser, which will bring the cookie choice back.
Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Access: Request a copy of your personal data
- Rectification: Request correction of inaccurate data
- Erasure: Request deletion of your data
- Portability: Request your data in a portable format
- Objection: Object to certain processing activities
- Restriction: Request limited processing of your data
- Withdrawal of consent: Withdraw consent at any time
To exercise these rights, please contact us using the information provided below. You can also raise a concern with the UK Information Commissioner’s Office (ICO) or the relevant data protection authority in your country. Read the ICO’s guidance on your right to be informed.
Third-Party Services
Where a product is connected to ServiceM8, that connection also involves ServiceM8's privacy policy and terms of service. We encourage you to review their policies at ServiceM8 Privacy Policy.
We use the following processors, who handle personal data on our behalf:
- ServiceM8 — the platform our add-ons extend, and the source of your client, site and job data.
- Amazon Web Services (SES) — transactional and notification email, in the EU.
- Cloudflare (R2) — storage of documents and files you upload.
- Stripe — subscription payments and card processing.
- GoCardless — Direct Debit collection, where you use it.
- Anthropic — PPM alarm report analysis.
- Google Analytics — website analytics, loaded only if you accept analytics cookies.
We do not sell your data, and our processors are not permitted to use it for their own purposes.
International Data Transfers
Some of our processors operate outside the UK and European Economic Area, so your data may be transferred internationally:
- Anthropic (United States) — where you use PPM alarm report analysis, content submitted for that feature is processed in the US.
- Cloudflare — uploaded files are stored in an automatically assigned location, which may be outside the UK and EEA.
- Stripe — payment data may be processed outside the UK and EEA.
Where data is transferred outside the UK or EEA, we rely on the safeguards offered by those providers, including Standard Contractual Clauses and the UK International Data Transfer Addendum where applicable.
Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any material changes by:
- Posting the new Privacy Policy on this page
- Updating the "Last updated" date
- Sending an email notification for significant changes
We encourage you to review this Privacy Policy periodically.
Contact Information
If you have any questions about this Privacy Policy or our data practices, please contact us:
Data controller: Simpli-Fi Cloud Ltd
Email: support@simpli-fi.cloud
Support: via the Help & Support section inside PPM Service Contracts
Legal Compliance
We comply with applicable data protection laws including:
- General Data Protection Regulation (GDPR) for European users
- Privacy Act 1988 for Australian users
- Other applicable privacy regulations in jurisdictions where we operate