JobDocs data terms

Who is who

You, the business, decide how your clients' information is used. Smart Solutions Bristol Ltd (company 16203244), which runs JobDocs, handles it for you, only to deliver documents, ask for feedback, send you alerts and show you your ratings. Contact: bristow.e@smartsolutionsltd.com.

What we hold

• Your business details, logo, settings, and your team's email addresses.
• For each job: client name and email, site, date, reference, engineer name, and the documents.
• If your app sends them: a client contact name and phone number, used only in a low-rating alert.
• Ratings and Skips, and a log of every change.

How long we keep it

Client contact names and phone numbers are cleared automatically when the feedback window closes: once the job is answered and any alert has gone, or 60 days after sending. Documents and ratings are kept while your account is open. [Retention after an account closes to be confirmed.]

Who sees it

• You, and the team members you add. Staff see ratings only if you allow it.
• Smart Solutions Bristol Ltd (company 16203244), to run and check the service, including a named view across the businesses it serves.
• Our suppliers, only to run the service: Supabase (database and files, London) and Resend (email, Ireland).

We never sell it. Google receives no client information - only your business's Google listing is looked up.

How we keep it safe

• Files are private and open only through links that last about a minute.
• Each delivery link uses a long random code that cannot be guessed, and is kept out of search engines.
• Only the JobDocs server can reach the database. Every change is logged.

If a client asks about their information

Tell us at bristow.e@smartsolutionsltd.com and we will help you see, correct or remove what is held, as UK data protection law requires.

Changes

We will tell you before these terms change. Your agreement is recorded with the version you agreed.