This policy applies in full, across all Cloudfm Group and associated companies, unless explicitly stated otherwise on the “website” or “App” or “Service” you are accessing/using.

As with other providers of web-based services, we sometimes use Cookies and other information to help us better understand interactions with our website and online services. We do not track personal identity information through this technique.

However, for the purposes of this policy, information such as IP addresses, type of browser, and operating system are treated as personal information that you can opt-out of being collected by disabling Cookies in your browser.

During the course of using our online / mobile services, some location information may need to be shared with web-based mapping services such as Google Maps. This is only for the purposes of plotting your current (or the client/jobs) location, and will not identify you personally to those other services. No information is retained after the service completes / website / application is closed.

We do not share your information with other companies, e.g. for the purpose of marketing, advertising or contacting you, unless you have explicitly consented for us to do so, via “Opt-In” or ‘Share” functionality within our online and mobile services. If you have opted in, or chosen to share information, you can of course opt-out at any time, using the same online / mobile service to do so.

We may, however, need to disclose information when required to do so formally by Police or other security services as part of criminal investigation, litigation or similar, or to other government bodies as part regulation or legislative requirements.

Protecting information securely depends upon the co-operation of both clients and contractors in not disclosing secure / confidential information to any third party. Where Cloudfm Group identifies insecure behaviours then it reserves the right to withdraw Cloudfm Group and associated company services immediately.

Cloudfm Group, and its associated companies, collects information through its web-based and mobile applications for the purposes of performing facilities management services. This information enables Cloudfm Group identify the client, location and the particular service to be performed, and to provide information to the contractor engaged in carrying out the services to enable the job/service to be completed satisfactorily. Without this information being captured and shared it would be difficult to provide effective services to our clients, however, in line with Data Protection Act principles, we capture only that information which is necessary for performing facilities management services.

When you register with Cloudfm, and in the course of working with Cloudfm and its clients, we will capture and use the following information:

• Your mobile phone number
• Secure password (for accessing Cloudfm services)
• Engineer / Contractor name
• Your photo (where you have chosen to share this with us)
• Company name/details (for billing purposes)
• Location (via your phone’s GPS system) to help pinpoint the job and guide you to your location
• Details of jobs you have undertaken for Cloudfm Group (e.g. client, location, equipment, service performed, completions, certifications etc.)

We will store this information securely in our systems, and use it only for the purposes of providing facilities management services to our clients, and/or making contact with you about the particular jobs/services you are performing for us. We have protocols in place to ensure that identifiable information is not readily accessible, and use anonymous codes within our system to link activities together to prevent inadvertent identification.

You do not have to share all of these details with us, as we provide telephone based helpdesk services, but it will limit your ability to work effectively with Cloudfm Group and its associated companies if this information is not shared.

Within our mobile App, there is also the facility to turn off location services when you are not engaged in Cloudfm activities.

If you do not wish your information to be held in our secure systems, then please write to Cloudfm and we will arrange for your data to be removed from our systems (in line with the records retention requirements set out later in this policy statement). Opting out will remove your ability to use the mobile-App, and online Cloudfm services.

The address for opt-out is:

Data Opt-Out Requests

Cloudfm Group

Oyster House,

Severalls Lane,

Colchester Business Park,

Colchester,

Essex,

CO4 9PD

If at any time you wish to see which personal data Cloudfm holds about you, then you can submit a ‘Subject Access Request’ to us in writing, and on payment of £10 SAR administration fee we will provide you with a summary report of the details we hold.

The address for Subject Access Requests is:

Subject Access Requests

Cloudfm Group

Oyster House,

Severalls Lane,

Colchester Business Park,

Colchester,

Essex,

CO4 9PD

If you no longer work with Cloudfm Group (and after all outstanding client and contractor transactions relating to you have been completed) we will archive the information collected during your time with us. Whilst this information will not be available online, we do need to keep this information in archive form, to fulfill our statutory regulations.

In line with standard accounting practice and HRMC regulations our standard record retention policy for these purposes is six years.