Privacy Policy

1. Introduction

Cloudserve Ltd ("we", "our", or "us") operates the CheckTasks patrol management platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.

We are committed to protecting your privacy and ensuring your personal data is handled in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

Personal Information

We may collect personal information that you provide directly to us, including:

• Name, email address, and phone number
• Company name and job title
• Account credentials
• Billing and payment information
• Communications you send to us
• If we ask you about your needs before a demo: your name, email address and company, the date of your demo, and what you tell us on our demo brief page, typed or as a voice recording (which we turn into text)
• Names typed into the mobile app, for example the name of the officer carrying out a patrol on a shared site phone, or the name of the person signing off a patrol or submitting an incident report

Location Data

When you use the CheckTasks mobile app, we collect precise GPS location data to:

• Verify your presence at patrol checkpoints (geofence verification)
• Record your patrol route for compliance and reporting purposes
• Provide indoor navigation assistance within patrol sites
• Record where an incident was reported, or where a task or form was completed when it asks for your location
• Send your location with a Lone Worker SOS alert. If your organisation uses Lone Worker and you press SOS, your name, your location (as a map link, where available), the site where known, any note you add and the time are sent by email to the people your organisation has chosen to receive alerts, and kept as part of the alert record

Location is only collected while you are using the app: during a patrol, when you scan a checkpoint, report an incident, complete a task or form that asks for your location, or press SOS. It is not collected in the background when the app is closed.

Retention: the detailed GPS route trail recorded during a patrol — the continuous stream of location points that lets your organisation replay a patrol route — is retained for a limited period and then automatically and permanently deleted. This period is configurable by your organisation in its account settings and defaults to 14 days. Records that evidence attendance and compliance (checkpoint scans, patrol sign-offs, and generated reports) are held separately and are not removed by this cycle; they are retained under the general policy in section 7.

Sensor and Device Data

The CheckTasks mobile app accesses the following device sensors to support patrol navigation and checkpoint verification:

• Accelerometer — used for step detection and movement tracking during patrols
• Magnetometer (compass) — used to determine heading direction for indoor navigation
• Gyroscope — used to improve heading accuracy and orientation tracking
• Barometer — used to estimate which floor of a building you are on

Important: This sensor data is used solely for patrol navigation and indoor positioning. It is not used for health monitoring, fitness tracking, or any medical purpose. Sensor data is processed on your device in real time and is not stored or transmitted to our servers in raw form. Only derived location estimates are recorded as part of your patrol data.

Photos, Signatures and Camera Data

The app may request access to your device camera to:

• Scan QR codes at patrol checkpoints
• Capture checkpoint evidence photos as required by your employer
• Take a selfie photo for patrol sign-off identification
• Capture incident report photos

With your permission, the app can also read your photo library so you can attach an existing photo to an incident report or checkpoint. Only the photos you choose are uploaded; the app does not scan or upload the rest of your library.

Where your organisation requires it, you may be asked to draw a signature on screen when signing off a patrol, an incident report, a task or a form. The signature is saved as an image with that record.

Photos, selfies and signatures are uploaded to private cloud storage in the UK and are only accessible to authorised personnel within your organisation. They are never publicly accessible: they are viewed through short-lived, expiring links. They form part of the patrol, incident or task record and are retained with it, as described in section 7.

Usage Information

We automatically collect certain information when you use our services:

• Device information and browser type. For the mobile app: the platform, the app version and a random ID created when the app is installed. This ID lets your organisation tell apart phones that share one login. It is not a hardware ID, and a new one is created if the app is reinstalled
• IP address
• A record of changes made in the web portal and of sign-ins: who made the change or signed in, what changed, when, and the IP address it came from. This forms your organisation's Audit Log
• Pages viewed and features used
• When you sign up or send us an enquiry from this website: the page you first arrived on, the page you clicked from, the website that referred you and any campaign tags in the link. This is held only in the page while you browse (no cookies), sent with your sign-up or enquiry, and kept with your account record (sign-ups) or in our enquiry email (enquiries) so we know how people find us
• Patrol and checkpoint scan data (timestamps, completion status)
• NFC tag and QR code scan events
• App crash reports and error logs (via Sentry)

Mobile App Permissions

The mobile app asks for these permissions. You can change them at any time in your phone's settings, although some patrol features will not work without them.

• Location (while using the app) — to record where checkpoints are scanned and the route of a patrol in progress
• Camera — to scan checkpoint QR codes and take photos for patrols and incident reports
• Photo library — to attach existing photos to incident reports and checkpoints
• NFC — to read and write the tags on your site's checkpoints
• Motion and barometer — to estimate which floor you are on while patrolling indoors
• Notifications — to remind you before a scheduled patrol is due (sent from your device, not from our servers)

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Verify checkpoint visits using location and sensor data
• Generate patrol compliance reports for your employer
• Provide indoor navigation assistance using device sensors
• Process transactions and send related information
• Send you technical notices and support messages
• Respond to your comments and questions
• Analyze usage patterns and improve user experience
• Diagnose technical issues using crash reports
• Comply with legal obligations

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• With service providers who assist in operating our platform (listed below)
• To comply with legal obligations
• To protect our rights and prevent fraud
• With your consent or at your direction

We use the following service providers (sub-processors). Each processes personal data only to provide its service to us:

• Supabase — database hosting (United Kingdom, London)
• Amazon Web Services — storage of photos, selfies and signatures, sending email, and storing and transcribing demo brief voice recordings with Amazon Transcribe (United Kingdom, London)
• Railway — application servers (European Union, Netherlands)
• Vercel — hosting of our website and web portal
• Sentry — crash reports and error logs (European Union, Germany)
• Stripe — subscription billing and payment processing for organisations
• Google reCAPTCHA and Cloudflare Turnstile — spam protection on our website forms
• Microsoft — demo booking through Microsoft Bookings, including the name, email and company details you enter, and our calendar and online meetings

5. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. This includes encryption of data in transit and at rest, regular security assessments, and access controls for our personnel.

6. Your Rights

Under UK GDPR, you have the following rights:

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing

To exercise any of these rights, please contact us at privacy@checktasks.app.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. When data is no longer required, it will be securely deleted or anonymized.

GPS location-trail data — the granular patrol route points — is subject to a configurable retention period (set by your organisation in its account settings, defaulting to 14 days) and is automatically deleted thereafter. Records that evidence patrol completion, such as checkpoint scans, sign-offs, and generated reports, are retained for the longer periods your organisation may require for compliance.

Audit Log records are kept for as long as your organisation's account exists, including after a user is removed, so the history of changes stays complete. They are deleted when the organisation's account is deleted.

Demo briefs (what you tell us before a demo) are kept for up to 12 months to prepare and follow up your demo, then automatically deleted. If you record a voice message, the recording itself is deleted after 30 days; the text is kept with the brief. Ask us and we will delete yours sooner.

Free trials: if a free trial ends without a paid plan being chosen, the account is paused and, 7 days later, the account and all of its data, including photos, are permanently deleted.

8. Cookies

Our website uses only cookies that are strictly necessary for it to work. We do not use advertising or cross-site tracking cookies. The CheckTasks web portal and mobile app use cookies and on-device storage only to keep you signed in and to run the service. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent; however, some features of our service may not function properly without cookies. See our Cookie Policy for details.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

10. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: