Privacy Policy

1. About this Privacy Policy

This Privacy Policy explains how Operox Ltd collects, uses, shares and protects personal information when you use:

• our corporate website at operox.co.uk;
• the Operox web platform; and
• the Operox mobile applications, where applicable.

Operox is currently in private development and testing. Some features described in this policy may not yet be available, and this policy will be updated as the service develops.

2. Who we are

Operox Ltd is a UK software company developing CRM and job management software for service businesses. We are registered in England and Wales.

References in this policy to "Operox", "we", "us" or "our" mean Operox Ltd.

3. Information we may collect

Depending on how you use Operox, we may collect or process the following categories of information.

Account information

• name
• email address
• telephone number
• login and account identifiers
• company or business information associated with the account

Business information

• business name and company details
• business contact information
• details of team members who are given access to the account
• operational information about how the business is set up in Operox

Customer information entered by Operox users

Businesses using Operox may enter information about their own customers, such as:

• customer names
• addresses and service locations
• telephone numbers and email addresses
• job information relating to the customer

Operational data

• quotes, jobs, appointments and schedules
• invoices
• notes, job status and work history

Files and content

• photographs, attachments and documents
• notes and other content uploaded by users

Technical information

Where required to operate, secure or troubleshoot the service, we may process limited technical information, such as:

• device information and operating system
• IP address
• app version
• diagnostic information, such as error reports
• basic security logs

Operox does not use advertising tracking, and we do not sell personal information.

Enquiries and correspondence

If you contact us by email or through a form on this website, we will process the information you provide, such as your name, email address, company name and the content of your message.

4. How we use information

We use personal information to:

• create and maintain accounts;
• provide the Operox service;
• manage customer and business records on behalf of our users;
• provide job management functionality;
• provide quoting, scheduling and invoicing functionality;
• maintain security and prevent fraud or misuse;
• troubleshoot problems and fix errors;
• provide customer support and respond to enquiries;
• improve Operox; and
• comply with our legal obligations.

5. Legal bases

Under the UK General Data Protection Regulation (UK GDPR), we must have a legal basis for processing personal information. The basis we rely on depends on the processing activity:

• Performance of a contract: where processing is necessary to provide Operox under our agreement with you or your organisation, or to take steps at your request before entering into one.
• Legitimate interests: where processing is necessary for our legitimate interests, such as securing and improving the service, responding to enquiries and running our business, and those interests are not overridden by your rights and interests.
• Legal obligations: where we need to process information to comply with the law, for example accounting and tax requirements.
• Consent: where we ask for your consent for a specific purpose. Where we rely on consent, you can withdraw it at any time.

6. Business customers and data controllers

Operox is used by businesses to manage their own operations. When a business uses Operox, it may enter information about its own customers, employees or contractors — for example, a service business recording a customer's name, address and job details.

In those situations, the business customer generally acts as the data controller for that information, deciding why and how it is processed, and Operox Ltd acts as a data processor, processing it on the business's behalf and in accordance with its instructions.

If your information has been entered into Operox by a business you deal with, and you want to access, correct or delete it, please contact that business directly. If you contact us, we may need to refer your request to the relevant business.

Operox Ltd acts as a data controller for information about our own account holders and website visitors, and for our own business records.

7. Sharing of information

We share personal information only where necessary, with:

• service providers that support the operation of Operox, such as providers of hosting, data storage and email services, who act on our instructions;
• professional advisers, such as lawyers and accountants, where reasonably necessary;
• authorities, regulators or law enforcement, where we are legally required to do so; and
• other users within the same authorised Operox business account, according to the access permissions set by that business.

If Operox Ltd is involved in a merger, acquisition or sale of assets, personal information may be transferred as part of that transaction, subject to appropriate protections. We do not sell personal information.

8. International data transfers

Some of our service providers may process information outside the United Kingdom. If personal information is transferred outside the UK, we will ensure appropriate safeguards are in place where legally required, in accordance with UK data protection law.

9. Data retention

We keep personal information only for as long as reasonably necessary for:

• delivering the Operox service;
• meeting legal, accounting and regulatory obligations;
• resolving disputes and enforcing our agreements;
• security and fraud prevention; and
• legitimate business requirements.

You can request deletion of your account at any time — see Delete your Operox account. Certain information may need to be retained where required by law.

10. Account and data deletion

You can request deletion of your Operox account and associated personal data. Instructions for doing so from the app or from this website are available at operox.co.uk/account-deletion.

We may need to verify your identity before processing a deletion request. Deletion may not be immediate, and certain data may need to be retained where there is a legal or regulatory obligation to do so — for example, for accounting, security, fraud prevention or dispute resolution purposes. Any retained information will be kept securely and only for as long as necessary.

11. Data security

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse or alteration, including encrypted (HTTPS) connections to our website.

No method of transmission or storage is completely secure, so we cannot guarantee that information will never be compromised. If you believe your account has been compromised, please contact us immediately.

12. Your rights

Under UK data protection law, and subject to certain conditions and exceptions, you have the right to:

• access the personal information we hold about you;
• correct inaccurate or incomplete information;
• delete your personal information;
• restrict how we process your information;
• object to processing based on our legitimate interests;
• data portability — receive information you have provided in a portable format; and
• withdraw consent at any time, where we rely on consent.

To exercise any of these rights, contact privacy@operox.co.uk or visit Your privacy choices. We may need to verify your identity before responding. We will respond within the time limits required by law.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk. We would appreciate the chance to address your concerns first.

13. Children's privacy

Operox is a business management platform intended for use by businesses and their staff. It is not intended for children, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will take appropriate steps.

14. Cookies and similar technologies

Our corporate website may use essential cookies or similar technologies that are strictly necessary for it to function and remain secure. These do not require consent.

We do not currently use analytics or advertising cookies on the website. If we introduce analytics or other non-essential technologies in the future, we will update this policy and, where required by law, ask for your consent first.

The Operox web platform and mobile applications may use essential technologies, such as secure session storage, to keep you signed in and protect your account.

15. Mobile applications

The Operox mobile applications may process the information required to provide Operox functionality on your device, as described in this policy.

Certain device permissions may be requested only where a specific feature requires them, and only when you use that feature. Depending on the features available, these may include:

• Camera — to take photographs of jobs or work;
• Photo library or files — to attach images or documents to records; and
• Notifications — to send updates about jobs or your account.

You can manage or withdraw permissions at any time in your device settings. Declining a permission may mean the related feature is unavailable, but the rest of the app will continue to work.

16. Changes to this policy

We may update this Privacy Policy from time to time, for example to reflect new features, changes to our service providers or changes in the law. When we do, we will change the "Last updated" date at the top of this page. Where changes are significant, we will take reasonable steps to let users know.

17. Contact

For privacy questions or requests, contact:

Operox Ltd
Email: privacy@operox.co.uk

Last updated: [DATE]