Privacy policy

For your own account details and billing, the data controller is DH Quality Ltd, a limited company registered in England and Wales (company number 8239451), with registered address at 168 Tilson House, Tilson Gardens, London SW2 4NB. For the customer records you enter — homeowners, landlords, tenants, addresses, appliances, certificates and invoices — you are the controller and we act as your processor, handling that information only to run the app for you and on your instructions.

Contact for data questions: dhqualitygasnplumbing@gmail.com.

• Account data: name, business name, email, phone, password (stored hashed), Gas Safe number if you add it, logo and branding.
• Records you create: customers, addresses, appliances (gas, air source heat pump and air-conditioning equipment), certificates, signatures, job notes, photos, invoices and payments.
• Scans and imports: photos of appliance data plates you scan or import, the text our software reads from them (such as make, model, GC number and serial number), and certificate files you import from other apps.
• Billing data: subscription status and payment history. Card details are handled by Paddle, our payment reseller and Merchant of Record, not by us.
• Usage data: sign-in events, device and browser information, error logs, and your recent fault-code, parts, appliance and diagnostic searches (private to your account).
• Offline data: records you create offline are stored in the app's storage on your own device until they sync to your account.
• Contact data: anything you send us by email or the contact form.
• Website data: essential cookies, sign-in session information, IP address, browser details and basic security or error events.

• To provide the app — performance of our contract with you.
• To take payment and prevent fraud — contract and legal obligation.
• To keep the app secure, fix faults and improve it — legitimate interests.
• To send service messages (renewals, outages, changes) — contract.
• To send optional product news — consent, which you can withdraw at any time.
• To meet legal and accounting duties — legal obligation.

We do not sell personal data and we do not use your customer records for advertising.

We use a small number of trusted providers, each under a data processing agreement:

• Cloud hosting, database, authentication and file storage for the app.
• Paddle, our Merchant of Record, for the sale of subscriptions, payment processing, tax compliance and invoicing.
• Email and messaging services used to send documents you choose to send.
• Error and performance monitoring.

We also share information where the law requires it, or with a buyer if the business is sold. Where a provider processes data outside the UK, we rely on UK adequacy regulations or the International Data Transfer Addendum to the EU standard contractual clauses.

Some lookup features send the text you type — for example a boiler model or fault code — to an AI service to help find information. We do not send your customers' names, addresses or contact details to those services, and outputs are treated as guidance to be checked against manufacturer literature.

• Records in your account: for as long as your account is open, so you can meet your own retention duties.
• After an account closes: 30 days, then deletion from live systems, with backups aging out shortly after.
• Invoices and financial records: six years, as required by tax law.
• Security and sign-in logs: normally up to 12 months.

Data is encrypted in transit and at rest. Each organisation's records are separated at database level so one business cannot see another's. Passwords are hashed, admin actions can require two-step authentication, and offline data saved on your phone stays inside the app's storage on that device.

You can ask for a copy of your data, correction, deletion, restriction, portability, or object to processing based on legitimate interests. Email dhqualitygasnplumbing@gmail.com and we will reply within one month. If a request concerns records held on behalf of one of our customers, we will pass it to them.

You can complain to the Information Commissioner's Office at ico.org.uk or 0303 123 1113, though we would rather you came to us first.

The app is for business use and is not intended for anyone under 18.

We will post any update here and change the date at the top. Significant changes will also be notified in the app or by email.

We use essential cookies and on-device storage to keep you signed in, protect the service and support offline work. We do not use advertising cookies. Details and browser controls are explained in our cookie policy.