Privacy policy — ServiceHQ

This policy covers servicehq.co.uk and any enquiry you send us. ServiceHQ is a trading name of OnSpec Software Ltd, registered in England and Wales under company number 17328057. OnSpec Software Ltd is the data controller.

This website and cookies

The first time you visit, a banner asks whether we can use cookies from Google Analytics and Meta. If you press No thanks, or ignore it, nothing is loaded from Google or Meta and no cookies are set.

If you press Allow, Google Analytics sets cookies (named _ga and_ga_…, lasting up to two years) and sends Google the pages you look at, roughly where you are, and what device and browser you use. We use it to see which pages people read and where they came from, so we know what to write next. Google processes that data for us as a processor. We don't use it for advertising, and we don't send Google anything you tell us in an email. Our lawful basis is your consent.

If you press Allow, the Meta pixel also loads. It sets a cookie (named _fbp, and _fbc if you arrived from one of our ads, each lasting 90 days) and tells Meta which of our pages you visited and whether you pressed Install. We use it to find out whether our Facebook and Instagram ads bring people who go on to use our add-ons, and to show those ads to people like them. Meta may link this to your Facebook or Instagram account and uses it under its own terms as well as for us, so for this part Meta and we are joint controllers. Our lawful basis is your consent.

If you then install one of our add-ons, the add-on tells Meta that an install happened, along with that same cookie and a scrambled (hashed) copy of the business email address, so Meta can match it to the ad. That only happens if you allowed cookies here; without the cookie, nothing is sent. The add-on's own privacy policy says the same.

Your answer is saved in your own browser so the banner doesn't keep asking. You can change it at any time:

Apart from Google Analytics and the Meta pixel there is no other tracking and no other third-party content. The fonts and images are served from this domain.

Our hosting provider keeps standard web server logs, which include IP addresses, in order to serve the site and defend it from abuse. These are kept for a short period and are not used to build any profile of you.

If you email us

When you send an enquiry we receive whatever you put in it — typically your name, email address, business name, and a description of what you need. We use it to answer you and, if you become a customer, to do the work and keep proper business records.

The lawful bases are legitimate interests for responding to an enquiry,contract for work we go on to do for you, and legal obligation for records we are required to keep, such as accounting records.

We do not add you to a mailing list, we do not send marketing you did not ask for, and we do not sell, rent or share your details with anyone for their own purposes.

How long we keep it

Enquiries that go nowhere — deleted within 12 months.
Customer correspondence — kept for the duration of the relationship and then for as long as we may need it to deal with a query or a dispute.
Accounting records — kept for six years after the end of the relevant financial year, as UK law requires.

Who else processes it

We use a small number of suppliers to run the business, and they process data on our behalf under contract: an email provider, a hosting provider for this website, accounting software, and, if you allow it, Google Analytics. We do not give any of them permission to use your data for their own purposes. Meta is the exception described above, under cookies: if you allow its pixel, it uses that data under its own terms too.

Where a supplier processes data outside the UK, that transfer is covered by the safeguards UK data protection law requires.

The add-ons are separate

Our add-ons connect to your ServiceM8 account and process data inside it, which is a much bigger subject than this website. Each add-on has its own privacy policy covering exactly what it reads, writes and stores:

If you use one of our add-ons, that policy is the one that governs the data flowing through it. This page only covers the marketing website and your enquiries.

Your rights

Under UK data protection law you can ask us for a copy of your personal data, ask us to correct it or delete it, ask us to restrict how we use it, and object to us using it. You can also ask us to port it somewhere else where that applies. There is no charge and we will respond within one month.

Write to support@servicehq.co.uk and say what you want. If you are not happy with how we have handled it, you can complain to the Information Commissioner's Office atico.org.uk.

Changes

If we change this policy we will update the date at the top. If we add any other cookies or tracking to this site, we will say so here before we do it.

Contact

OnSpec Software Ltd, trading as ServiceHQ —support@servicehq.co.uk. Registered in England and Wales, company number 17328057.