Privacy notice

This notice explains what JobDiary does with personal data. We have tried to keep it in plain English. If anything here is unclear, email us at [CONFIRM: contact email] and we will explain it properly.

Who runs JobDiary

JobDiary is operated by [CONFIRM: legal entity name] ([CONFIRM: sole trader or limited company - include CRO number if incorporated]), based at [CONFIRM: registered business address]. In this notice "we", "us" and "JobDiary" mean that operator. You can reach us about anything to do with your data at [CONFIRM: contact email].

The two roles we play

Data protection law treats us differently depending on whose data is involved, so it is worth being clear up front.

• When you visit this site or apply for a trial, we decide how your details are used. For that, we are the data controller.
• When your business uses JobDiary day to day, the customer records, jobs and payments you put in belong to your business. We only hold and process them on your instructions. For that, we are a data processor and your business is the controller.

The rest of this notice is split along those two roles.

When you visit the site or apply for a trial

Here we are the controller.

What we collect

The trial form on our start page asks for your business name, your name, email address, phone number, your trade, your team size, your country, a short note about what you use now, and whether you want the optional done-for-you setup. We also run a hidden anti-spam field, and our hosting provider keeps standard technical logs (such as IP address and browser type) to keep the site secure. If you choose done-for-you setup, we also receive whatever round details you send us for the import, such as a photo of your paper diary, and we use them only to set up your account.

Why we use it

We use these details to set up and run your free trial, to email your logins, and to help you get going. If you have questions we use your email or phone to reply. We do not run marketing at launch. If that changes we will ask for your consent, or rely on a soft opt-in with a clear way to unsubscribe, and we will update this notice first.

Our lawful basis

For setting up and running your trial, our lawful basis is Article 6(1)(b) of the GDPR - taking steps at your request before entering a contract. Keeping the site secure through server logs relies on our legitimate interests, Article 6(1)(f).

How long we keep it

If you open an account, we keep these details for as long as your account is open. If you apply but do not go on to open an account, we delete your application details within [CONFIRM: retention period, suggested 12 months]. Billing and invoice records about your business are kept after closure for the period Irish tax and company law require (currently six years).

When your business uses JobDiary

Here we are the processor and your business is the controller.

Once your JobDiary is running, you put in your own business data: your customers, their addresses and contact details, your jobs, quotes, invoices and payment records. That data belongs to your business, not to us.

• We only use it to run the service for you and to follow your instructions.
• We do not sell it, and we do not use your operational data to advertise to anyone.
• You can export it, free, at any time. Just ask.
• When you close your account, we delete your operational data. The invoice and billing records we are required to keep for tax stay for the statutory period noted above.

If you are a JobDiary customer and one of your own customers asks about their data, you are the controller for that request. We will help you answer it, but the request is yours to handle.

Who else processes data

We use a small number of trusted providers to run JobDiary. Each only handles what it needs to, under its own data protection terms.

Where a provider is outside the EEA, transfers are covered by appropriate safeguards such as the EU Standard Contractual Clauses. [CONFIRM: confirm each provider's current transfer mechanism before launch]

Cookies and analytics

This website currently sets no analytics or marketing cookies. We do not track you across the web, and there is no advertising on the site. The only personal data captured is what you type into the trial form.

We may add privacy-friendly analytics later. If we do, we will show a consent banner that is off by default, list any cookies here, and update this notice before switching anything on.

Your rights

Under the GDPR you have the right to:

• ask for a copy of the personal data we hold about you (access);
• have inaccurate data corrected (rectification);
• have your data deleted (erasure);
• ask us to restrict how we use it (restriction);
• get your data in a portable format (portability);
• object to certain uses (objection);
• withdraw consent at any time, where we relied on consent.

To use any of these, email [CONFIRM: contact email]. We will reply within one month, and there is no charge.

Complaints

If you are not happy with how we have handled your data, please tell us first and we will try to put it right. You also have the right to complain to the Irish supervisory authority:

Changes to this notice

If we change this notice we will update the date at the top. If the change is significant, such as a new provider or a new use of your data, we will tell trial and account holders by email.