Privacy policy

1. Who this policy covers

StatusHQ operates StatusHQ Contractor. For the personal data used to administer your account, provide customer support, manage subscriptions and operate the service, StatusHQ is the controller.

When you add personal data to your Contractor workspace — for example, client contacts, employee or subcontractor details, compliance documents, photographs, signatures, RAMS or Job Proof — you or your business normally decide why and how that information is used. In those circumstances, you are the controller and StatusHQ processes the information on your behalf to provide the service.

2. Information we collect

We collect only the information needed to run StatusHQ Contractor and the features you choose to use. This may include:

• Account and business information, such as your name, email address, business name, login history and two-factor-authentication status.
• Workspace information, such as client names, business addresses, contact email addresses, project or site details, and the documents, RAMS, Job Proof records, photographs and signatures you choose to add.
• Usage and technical information, such as security events, browser and device information, IP address, session data, audit records and feature activity. We use this to secure and maintain the service.
• Subscription information, such as plan selection, Stripe customer and subscription references, payment status and invoices. Stripe processes payment-card information directly; StatusHQ does not store full card numbers.
• Support communications, including messages and information you provide when you ask for help.

Please do not add unnecessary special-category personal data to the service. If you choose to upload it, you are responsible for having an appropriate lawful basis and for meeting any additional legal requirements that apply.

3. How and why we use information

We use personal data to create and protect accounts, deliver the features you request, produce your documents and reports, make Client Packs available to people you choose, process subscriptions, respond to support requests, prevent misuse and comply with legal obligations.

Our legal bases may include performance of our contract with you, our legitimate interests in operating a secure and improving service, compliance with legal obligations, and consent where we ask for it. Where we process workspace data on your behalf, we do so on your documented instructions through your use of the service.

4. Sharing and service providers

We do not sell personal data. We may share it with carefully selected providers that help us host, secure, support, email or take payments for the service. They may only process personal data for the purposes we instruct or as required by law.

Client Packs are different: anyone who receives a valid, unexpired link from you can view the documents and RAMS included in that pack. You choose the contents, recipients and expiry period, and you can revoke access by removing or replacing the pack.

We may also disclose information where reasonably necessary to enforce our terms, protect users or the public, investigate fraud or security issues, or comply with a legal request. If the service uses providers outside the UK, we will use appropriate safeguards where required by applicable data-protection law.

5. Retention and security

Account and workspace information is retained while your account remains active. You can delete many records directly from the service. When an account is closed, we will delete or anonymise information within a reasonable period, subject to legal, accounting, fraud-prevention and backup-retention requirements.

We use reasonable technical and organisational measures designed to protect information, including access controls, encrypted connections and security monitoring. No internet service can guarantee absolute security, so please use a strong unique password, enable two-factor authentication where available, and share Client Pack links carefully.

6. Your privacy rights

Depending on where you live and the law that applies, you may have rights to ask for access to, correction of, deletion of, restriction of or a copy of personal data. You may also have a right to object to certain processing.

If you are asking about data your business added to the workspace, contact that business first because it is usually the data controller. For account, subscription or support data handled by StatusHQ, contact us using the details below. You may also have the right to complain to the Information Commissioner’s Office or another relevant supervisory authority.

7. Cookies and changes to this policy

StatusHQ Contractor uses essential session and security technologies to keep you signed in and protect the service. We do not use those essential technologies to sell personal data. If we introduce optional analytics or marketing technologies, we will provide the information and choices required by law.

We may update this policy when the service, our providers or legal requirements change. The current version and its effective date will always be published here.

8. Contact us

For privacy questions or a request about personal data that StatusHQ controls, email support@statushq.co.uk. Please include enough information for us to identify your account and understand the request. We may need to verify your identity before acting on it.

Please also read our Terms of Use for the rules that apply to StatusHQ Contractor.