Privacy Policy

1. Who We Are

PlotProof ("we", "us", "our") is operated by PLOT PROOF LTD (Company No. 17475842), registered in England and Wales. We are committed to protecting your personal data and operating in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Data We Collect

We may collect and process the following categories of information:

• Account & Identity Data: Name, email address, company details, job title, and authentication credentials.
• Project & Evidence Content: Photographs, videos, audio notes, text annotations, timestamps, GPS/location metadata, and project documentation you upload to the platform.
• Usage & Device Information: Device identifiers, browser type, IP address, operating system, and interaction logs with our web and mobile applications.
• Communications: Enquiries, support requests, and feedback submitted to us.

3. How We Use Your Data

We process your personal information for legitimate business purposes, including:

• Providing, operating, and maintaining the PlotProof application and services.
• Managing your account, authenticating users, and facilitating collaboration across your project teams.
• Safely storing, indexing, and generating evidence reports and exports.
• Providing technical support, service notifications, and essential system updates.
• Ensuring platform security, fraud prevention, and compliance with statutory obligations.

4. Legal Basis for Processing

Under UK GDPR, we process your personal data under the following lawful bases:

• Contractual Necessity: To deliver the service agreed upon in our Terms & Conditions.
• Legitimate Interests: To improve our platform, protect system integrity, and support users.
• Legal Obligation: Where necessary to comply with applicable laws and regulatory requirements.
• Consent: Where you have provided express consent for specific features or communications.

5. Infrastructure & Data Storage

We partner with reputable cloud infrastructure providers to keep your data secure:

• Application Database: Core application data and user records are currently supported by Base44 infrastructure.
• Media & Evidence Storage: Construction evidence media (including project photographs and videos) is planned to be hosted and served securely using Cloudflare R2 object storage.

All third-party service providers are bound by strict data protection agreements ensuring equivalent technical and organisational security measures.

6. Data Retention

We retain personal information and project evidence for as long as your account remains active or as required by your organisation's project records. Where evidence must be voided or withdrawn, it may be recorded with a reason rather than silently deleted, maintaining the audit trail integrity vital for construction dispute resolution and compliance.

7. Your Rights

Under data protection laws in the UK, you have rights including:

• The right to access and receive a copy of your personal data.
• The right to request rectification of inaccurate personal data.
• The right to request erasure of your data in certain circumstances.
• The right to restrict or object to our processing of your personal data.
• The right to data portability.

To exercise any of these rights, please email us at info@plotproof.app.

8. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.

9. Contact & Regulatory Authority

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at info@plotproof.app.

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