Privacy Policy

Pro SolutionX LTD acts as a Data Controller in respect of direct customer account registration data, subscriber billing records, administrative contact details, and marketing communications.

For personal data processed within customer workspaces—including client contact directories, property access notes, job photos, worker timesheets, and field GPS tracking—the subscribing business customer acts as the Data Controller, and Pro TeamX acts as the Data Processor under our Data Processing Addendum (DPA).

Account & Administrative Data: Name, business email address, telephone number, business address, authentication credentials, and billing contacts.

Client & Service Property Data: Client names, service site addresses, telephone numbers, access instructions, door entry codes, and service preferences.

Worker Operational Data: Worker names, email, phone number, employment type (employee vs subcontractor), emergency contact details, time entries, and break durations.

Continuous Field GPS Telemetry: When field workers are clocked into an active shift on the mobile application, continuous background location coordinates (latitude, longitude, accuracy, speed, heading, and timestamp) are transmitted at approximately 30-second to 5-minute intervals.

Job Media & Documentation: Before-and-after service photos, checklist inspection items, signatures, and internal worker notes.

Financial Data: Invoices issued, payment status, payment transaction references, and VAT numbers.

Contract Performance (Art. 6(1)(b) UK GDPR): Providing access to the SaaS dispatch platform, processing service requests, generating invoices, and operating the worker mobile application.

Legal Obligation (Art. 6(1)(c) UK GDPR): Maintaining statutory VAT invoices, payroll records, and accounting ledgers under UK Companies Act and HMRC regulations.

Legitimate Interests (Art. 6(1)(f) UK GDPR): Preventing platform fraud, maintaining infrastructure security, verifying on-site service delivery, and lone-worker safety.

Consent (Art. 6(1)(a) UK GDPR): Optional marketing email/SMS subscriptions and non-essential browser preference cookies, each of which can be withdrawn at any time.

We engage trusted third-party cloud infrastructure and service providers to deliver the Platform:

• Stripe Payments UK Ltd (UK): PCI-DSS compliant payment processing and subscription billing.

• Amazon Web Services / AWS SES (UK/EU): Secure cloud compute hosting and transactional email dispatch.

• Cloudflare Inc. (UK/EU/Global): DDoS mitigation, CDN, and encrypted R2 object storage for job photos.

• Twilio Inc. (UK/EU/US): Transactional and operational SMS messaging.

• Google Maps & OpenStreetMap: Address lookup, geocoding, and route calculation.

• Sentry (Functional Software Inc.): Application crash monitoring and error telemetry.

• Anthropic PBC, OpenAI LLC & Google DeepMind: Optional AI models for shift summary synthesis.

• Expo / 650 Industries Inc.: Mobile application build deployment and push notification gateway.

Pro TeamX includes optional AI features for shift summaries, daily administrative digests, and quote drafting. When initiated, operational text snippets are submitted to enterprise AI API endpoints.

[LEGAL REVIEW REQUIRED: Confirm zero-data-retention and non-training terms with external model providers before advertising that data is never retained for training].

Statutory Accounting Records: Invoices, payment receipts, and tax records are retained for a minimum of six (6) years in accordance with HMRC guidelines.

Worker Timesheets & Wage Records: Retained for a minimum of three (3) years under UK National Minimum Wage and employment regulations.

Worker GPS Telemetry: [BUSINESS POLICY REQUIRED: Field service businesses must configure retention periods for continuous location tracks based on operational necessity and lone-worker safety guidelines].

Consent Audit Trail: Consent records and withdrawal logs are retained immutably for the duration of the account plus 3 years to demonstrate compliance.

You possess statutory rights to request Access to your personal data, Rectification of inaccurate records, Erasure (Right to be Forgotten), Restriction of processing, Data Portability, and Objection.

You may exercise your rights through our self-service Privacy Center or by submitting a formal request. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk.

For inquiries regarding this policy or to contact our Data Protection Officer, email support@proteamx.com or write to 128 City Road, London, United Kingdom, EC1V 2NX.