Privacy notice
The organisation operating this installation must replace the bracketed details and approve this notice before processing live personal data.
Who controls your information
[Dealer or operating company name] is the data controller for account and activity information processed through this service. Contact: [privacy contact and postal address].
Information we use
We may use your work email address, display name, assigned role, account status, authentication records and an audit history of security-sensitive actions. For service operations, records may also include customer service contacts, machine assignments, internal notes, customer-facing messages and historical service transactions. Network address and browser identifiers used for security monitoring are stored as one-way hashes.
Why we use it
Account data is used to provide authorised access, protect the service, attribute maintenance and commercial actions, and meet legitimate security and accountability requirements. The operator must document the applicable lawful basis before production use.
Retention
Active account data is kept while access is required. Expired sessions are removed automatically. Uploaded import files are read in memory and are not retained; staged import details expire after seven days. Security-event retention defaults to 180 days. The operating organisation must approve justified periods for contacts, messages, notes, audit records and service history.
Sharing and international transfers
[Describe hosting, Greenstalk, email delivery and support processors, their locations, contracts and any transfer safeguards.] Credentials are not shared with Greenstalk. Customer email delivery remains disabled until an approved provider is configured.
Your rights
You may have rights to access, correct, restrict, object to or erase personal information, depending on the circumstances. Contact the controller above. You may also complain to the Information Commissioner’s Office.
Automated decisions
Machine-health priority scores support staff decisions. They must not be used to make solely automated decisions about individuals with legal or similarly significant effects.
Last reviewed: 14 September 2026 · Version 0.2 template