Privacy Notice

1. Who we are Vosite Ltd (“Vosite”, “we” or “us”) is a company registered in England and Wales under company number 17345402, whose registered office is at St Mary’s House, Netherhampton, Salisbury, Wiltshire, SP2 8PU. Vosite provides construction variation management software. For account and service administration, contact sales@vositesoftware.com. Depending on the arrangement, Vosite may act as controller for account, security and commercial administration data and as processor for project content handled on an organisation’s instructions. Your organisation may be the controller of project and contact information it enters into Vosite. 2. Information we handle We handle account details such as name, work email, organisation, role, authentication and account timestamps; project and contact details; variation descriptions, values, status and approvals; photographs, files and other evidence; client email and response information; and technical, security and audit information such as timestamps, IP address, device or browser information and activity records. We receive information from you, other users in your organisation, invited contacts who respond to a variation, and automatically when the service is used. 3. Why we use it and lawful bases We use information to create and administer accounts; provide, secure and support Vosite; store and communicate project records; generate variation documents; prevent misuse; diagnose faults; meet legal obligations; and establish, exercise or defend legal claims. Our lawful bases, where we act as controller, are performance of a contract or steps requested before a contract, legitimate interests in operating and securing a business service and supporting customers, and compliance with legal obligations. We do not rely on acceptance of this notice as consent to processing needed to provide Vosite. 4. Sharing Information is available to authorised users and contacts as directed by your organisation. We use contracted providers for cloud hosting and storage, email delivery, security, support and professional services. We may disclose information where required by law, to protect rights and security, or in connection with a business reorganisation. Providers may only use information under our instructions and must protect it appropriately. We do not sell personal information. 5. International transfers Some providers may process information outside the UK. Where UK data protection law requires safeguards, we use an adequacy regulation or approved contractual safeguards and carry out appropriate risk assessments. Contact us for information about safeguards relevant to your data. 6. Retention and deletion We keep account data while an account is active and as needed for support, security, legal and contractual purposes. In-app deletion deactivates the login and removes the user’s direct account identifiers. Project, variation, evidence and audit records may remain under the organisation’s control where needed for other users, contractual records, legal claims or legal obligations. We delete or anonymise information when it is no longer required under our retention schedule. Contact us to ask about a specific record or retention period. 7. Security We use technical and organisational measures designed to protect information, including access controls, encrypted network connections, restricted storage and audit records. No system can be guaranteed completely secure. 8. Your rights Depending on the circumstances, UK data protection law may give you rights to access, correct or erase information, restrict or object to processing, and receive portable information. Where processing is based on consent, you may withdraw it without affecting earlier processing. You can delete your account in Settings or contact sales@vositesoftware.com. We may need to verify your identity and, for project data controlled by your organisation, may refer the request to that organisation. 9. Complaints Contact us first at sales@vositesoftware.com so we can try to resolve your concern. You may also complain to the UK Information Commissioner’s Office at ico.org.uk or by calling 0303 123 1113. 10. Changes We will present a new version for acknowledgement when a material change requires it. The version and effective date shown with this notice identify what you were told.