Privacy Policy

1. Who we are

Easy Job Planner ("we", "us", "our") is a job management platform for UK service businesses. We are the data controller for the personal data we collect through our website at easyjobplanner.com and our mobile and web applications.

If you have any questions about this policy, contact us at privacy@easyjobplanner.com.

2. What data we collect

We collect the following categories of personal data:

• Account information: name, email address, phone number, business name, and password when you register.
• Optional Google or Apple sign-in: when you choose one of these providers, it confirms a unique account identifier and may provide your name, email address or an Apple private relay address. We link the provider identifier to the Easy Job Planner account you explicitly confirm. We use the provider email to help you recognise the login during setup; matching email addresses do not automatically link accounts. Google and Apple handle their own passwords. For Apple, we retain an encrypted authorization token so we can disconnect the Apple login when you delete your Easy Job Planner account.
• Customer data: information you store about your customers, including names, addresses, email addresses, and phone numbers.
• Job and financial data: quotes, invoices, job details, schedules, and payment records you create within the platform.
• Usage data: how you interact with our services, including pages visited, features used, and session duration.
• Device and technical data: IP address, browser type, operating system, and device identifiers.
• Communication and uploaded content: messages exchanged with your team and contacts, support requests, message reports, job photos, files, forms and checklists you submit.
• Optional staff location: when you switch on location sharing, the mobile app sends your latitude and longitude during scheduled work, including in the background if you grant that permission. Your latest position is available to authorised supervisors, managers and owners in your workspace. We do not store a trail of previous positions. The latest position remains stored until replaced or you switch sharing off; only recent positions during scheduled work are shown to your team. You can withdraw permission in your device settings and switch sharing off in Profile to clear the stored position.
• Push notifications and delivery diagnostics: Firebase Cloud Messaging and Apple Push Notification service use installation identifiers and device tokens to deliver notifications linked to your account. Firebase also processes app/device metadata, such as app version, operating system, language and time zone, and SDK diagnostic information for delivery and reliability. This service data is separate from optional PostHog screen-usage analytics. Notification previews may include message content; you can control notifications and previews in your device settings.

3. How we use your data

We use your personal data to:

• Provide, maintain, and improve our services.
• Process your account registration and manage your subscription.
• Verify optional Google or Apple sign-ins and connect them to your existing team account, using a manager-issued setup code or your existing Easy Job Planner credentials.
• Send you service-related communications, including security alerts and product updates.
• Provide customer support and respond to your enquiries.
• Analyse usage patterns to improve our platform. Native iPhone and iPad usage analytics are off by default. You may enable or disable them in Profile or Account under Privacy and support. If enabled, PostHog receives screen names, device information and a random installation identifier. The native analytics integration does not send your name, email, workspace details or message content, and does not record screen replays. Disabling analytics stops future collection; you may contact us to request deletion of previously collected data.
• Review reported messages, prevent abusive messaging, honour messaging blocks and process account-deletion requests.
• Comply with legal obligations.

4. Legal basis for processing

We process your personal data on the following legal bases under UK GDPR:

• Contract: processing necessary to provide our services to you.
• Legitimate interests: improving our services, preventing fraud, and ensuring security.
• Legal obligation: complying with applicable laws and regulations.
• Consent: where you have given us specific consent, such as optional native usage analytics, location sharing and marketing communications.

5. How we share your data

For the iPhone and iPad App Store release, automatic AI message analysis is disabled in the connected service. Messages and their conversation history are not sent to an AI provider by that assistant. Enabling this feature for the App Store release will require a clear explanation of the data and providers involved, and explicit permission before processing.

We do not sell your personal data. We may share your data with:

• Service providers: hosting, email and SMS delivery, payment processing, push notification and analytics providers who process data on our behalf. These include Microsoft Azure for hosting, Postmark for email, Twilio for SMS, Firebase and Apple for push delivery, and PostHog for analytics. We require appropriate contractual and security protections for personal data handled on our behalf.
• Optional sign-in providers: Google or Apple processes your sign-in when you select its button. The login request identifies Easy Job Planner and includes temporary security values used to verify the response. Your jobs, timesheets and workspace records are not included in that request. Each provider's own privacy policy applies to its sign-in service.
• Legal authorities: when required by law or to protect our legal rights.
• Business transfers: in connection with a merger, acquisition, or sale of assets.

6. Data retention

We retain your personal data for as long as your account is active or as needed to provide our services. You can initiate an account-deletion request within the mobile app under Profile or Account, Privacy and support. You confirm deletion in the app using your password, without contacting support. Your login and personal profile are removed when you confirm, along with account-linked messages, notes and ordinary uploads. File cleanup runs automatically, normally within 24 hours; we email you when it is complete. If you are the only owner of a workspace, the app lets you transfer ownership to an existing staff member or explicitly close the workspace and delete its data. Continuing organisations retain their business records, including timesheets, expense claims, receipts and mileage history, using a “Deleted staff member” label in place of your account and profile. Organisations remain responsible for any personal information they must retain in those records to meet their legal obligations. Apple subscriptions must be cancelled separately through your Apple account settings. Message reports are retained as needed to investigate abuse and handle disputes. The latest staff location has the specific retention and deletion behaviour described above.

7. Data security

We implement appropriate technical and organisational measures to protect your data, including encryption in transit (TLS) and at rest, access controls, and regular security assessments.

8. Your rights

Under UK GDPR, you have the right to:

• Access your personal data.
• Rectify inaccurate or incomplete data.
• Erase your data (right to be forgotten).
• Restrict processing of your data.
• Port your data to another service.
• Object to processing based on legitimate interests.
• Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at privacy@easyjobplanner.com. We will respond within one month.

9. International transfers

Your data is primarily stored and processed within the United Kingdom and European Economic Area. Where we transfer data outside these regions, we ensure appropriate safeguards are in place, such as standard contractual clauses.

10. Children's privacy

Our services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children.

11. Changes to this policy

We may update this policy from time to time. We will notify you of significant changes by email or through a notice on our website. Your continued use of our services after changes take effect constitutes acceptance of the updated policy.

12. Contact us

If you have questions or complaints about this policy, you can reach us at:

• Email: privacy@easyjobplanner.com

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.