Hersey Security App Privacy Notice
Who is responsible
Hersey Security Ltd is responsible for personal information used in its engineer app and office dashboard. Contact us at enquire@herseysecurity.com or write to 243 Heneage Road, Grimsby, Lincolnshire, DN32 8EX.
What we use and why
We use staff names, work contact details, account roles, job and appointment records, and attendance information to give staff access, plan availability, assign visits and coordinate work across customer sites. The app records the dates of sick days and whether they are full or partial days. It does not collect diagnoses or medical notes in the sick-day record.
We use customer and site contact details, job descriptions, photographs, signatures and reports to quote for and carry out work, keep a record of work done, and provide reports, quotes and invoices. Details can come from customers, people arranging work on their behalf, or our staff recording what happened on a job. When QuickBooks Online is connected, we can send approved invoice details to the connected company account and retrieve balances and payment status.
Our lawful bases are contract where information is necessary to quote for or deliver work requested by an individual customer, and legal obligation where the law requires us to keep records, for example for tax or statutory employment obligations. We rely on legitimate interests for handling business and site contacts, managing staff access, planning visits and staff availability, coordinating engineers across sites, and maintaining and securing the app.
Engineer location sharing
When an engineer turns on live location sharing and grants device permission, authorised office staff can see their latest position to coordinate visits. The app can share location in the background between 6:00 am and 5:30 pm UK time. Outside those hours it shares only while the app is open and shows an on-screen notice. Engineers can turn sharing off in My Profile or change device permissions.
Each update replaces the previous position. The office map shows positions updated in the last five minutes and does not show route history. Turning sharing off removes the current position when the app connects to the server.
Who receives information
Hersey staff have access according to their role. We use Supabase to store app records, Netlify to host the office dashboard and Resend to send report emails. The dashboard uses OpenStreetMap to display map tiles. Where the accounting connection is enabled, we exchange invoice and payment information with Intuit QuickBooks Online. Customers may receive reports, quotes or invoices relating to their own work.
Where information is handled
The main app database is hosted in Frankfurt, Germany. The UK recognises the European Economic Area as providing adequate data protection. Some service providers may process or access information outside the UK and EEA. Where a restricted transfer requires additional safeguards, these may include standard contractual clauses with the UK Addendum, as described in the Resend data processing terms. You can contact us for details about the safeguards relevant to your information.
How long we keep information
We aim to delete or anonymise inactive customer and job records within two years of the last customer activity, or sooner if they are no longer needed. We may need to keep specific records longer for ongoing work, a legal obligation, a warranty or a dispute. Relevant company tax records, including invoices, are generally kept for six years from the end of the financial year they relate to, or longer where required.
Staff absence totals start afresh each leave year. We aim to review completed years at the rollover and remove entries from the app when they are no longer needed. We retain evidence where needed for statutory holiday entitlement, holiday pay, sick pay or a dispute. For account records, logs and backups, retention depends on the need to manage access, keep the service secure and recover data, and on any applicable legal obligation. Location updates replace the preceding position, and the office map stops displaying it after five minutes without an update.
Your rights
Depending on how we use your information, you can ask to access or correct it, request deletion or restriction, object where we rely on legitimate interests, or ask for a portable copy. Contact enquire@herseysecurity.com. You can also complain to the Information Commissioner’s Office.