Privacy Policy

This policy explains how Herdsman UK LTD ("we", "us") handles personal data in connection with Herdsman, our job management software for field service businesses, including the web application, client portal and engineer mobile app (together, the "Service").

1. Who we are

Herdsman UK LTD is a company registered in England and Wales (company number 12345678) with its registered office at 1 Example Street, Leicester, LE1 1AA. We are registered with the Information Commissioner's Office (ICO) under registration number ZA123456.

For any privacy question or request, email privacy@herdsman.uk.

2. Our two roles

Where we are the controller

We decide how and why personal data is used for running our own business: the accounts of people who sign up to and use the Service, billing, support, security and the operation of our website.

Where we act for our customers (processor)

Our customers are businesses. The information they put into the Service, such as their clients, client contacts, sites, engineers, jobs, timesheets, vehicles, photos and documents ("Customer Data"), belongs to them. Each customer is the controller of its Customer Data and we process it only on their instructions, under the data processing terms in our Terms of Service.

If you are an engineer, or a client of one of our customers, and have a question about your data, please contact that business first. We will help them respond.

3. What we collect

• Account details: name, email address, company name, password (stored only as a secure hash) and role.
• Billing details: billing contact, subscription and invoice history. Card details are collected and held by Stripe; we never see or store full card numbers.
• Technical and usage data: IP address, browser and device information, log records of activity and errors, used to keep the Service secure and working.
• Engineer app data (processed for our customers): device identifiers, app version, push notification tokens, and the location recorded when an engineer checks in or out of a job.
• Support communications: the content of emails and messages you send us.

4. How we use it and our lawful bases

We do not sell personal data, use it for advertising, or make decisions about you based solely on automated processing.

5. Who we share it with

We use the following service providers ("sub-processors") to run the Service. Each is bound by a contract that protects your data.

We may also disclose data where required by law, or to professional advisers under a duty of confidentiality.

6. International transfers

Our main systems are hosted in Germany. Some providers above process data outside the UK. Where they do, we rely on UK adequacy regulations (including the UK–US Data Bridge where the provider is certified) or the UK International Data Transfer Agreement or Addendum to the EU Standard Contractual Clauses.

7. How long we keep it

• Active accounts: for as long as your subscription or trial is active.
• Closed accounts: when an owner closes their account, it remains usable until the end of the current billing period, is then locked, and all Customer Data and files are permanently deleted 30 days later.
• Lapsed accounts: if a trial or subscription ends and is not renewed, we email the account owner after 60 days and permanently delete the account and its data after 90 days.
• Data exports: export files are deleted after 7 days.
• Backups: deleted data may remain in encrypted backups for up to 30 days until they are overwritten.
• Billing records: kept for six years to meet tax and accounting obligations.

8. Security

Data is encrypted in transit, access is restricted to authorised staff, passwords are hashed, and each customer's data is kept logically separate. No system is perfectly secure, but we work to protect your data and will notify affected customers and the ICO of a personal data breach where the law requires.

9. Your rights

Under UK data protection law you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• have your data erased;
• restrict or object to our processing;
• receive your data in a portable format; and
• withdraw consent, where processing is based on consent.

Account owners can download all of their company's data and close their account at any time from Settings → Data & privacy. For any other request, email privacy@herdsman.uk. We respond within one month.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk. We'd appreciate the chance to put things right first.

10. Cookies

We use only cookies that are strictly necessary for the Service to work, so we don't ask for cookie consent. We do not use analytics or advertising cookies.

11. Changes to this policy

We will post any changes on this page and update the date above. If a change is significant, we will tell account owners by email.