Privacy Policy
Specialised On Site Ltd ("SOS", "we", "us") is a company registered in England and Wales (company number 17417816), registered office Teasels, Maldon Road, Witham, England, CM8 1HP. We are registered with the Information Commissioner's Office, reference ZC234091.
This policy explains how we handle personal data. It covers two different situations, because SOS plays two different roles depending on whose data it is:
- If you are visiting this website, enquiring about SOS, or you are a billing/account contact at a client company, SOS is the CONTROLLER of your data — this policy tells you directly what we do with it.
- If you are an operative, employee, or subcontractor whose records are submitted to the SOS platform by your employer or principal contractor, SOS is the PROCESSOR of that data, not the controller. Your employer decides what data is collected and why, under a separate Data Processing Agreement between them and us. If you have a question about your own records, ask your employer first — see "If you are an operative" below for what we can and can't do directly.
1. WHAT WE COLLECT AND WHY (WHERE SOS IS THE CONTROLLER)
1.1Website enquiries. If you use the contact form on this site, we collect your name, company, email address, and message, in order to reply to your enquiry. We store the enquiry in our database and receive a copy by email. Legal basis: legitimate interests (you contacted us and expect a reply), or steps taken at your request before entering a contract if the enquiry leads to a subscription.
1.2Client account and billing contacts. If your company becomes a Client, we hold the name, email, and role of the individuals your company nominates as account or billing contacts, in order to operate the subscription (invoicing, service notices, support). Legal basis: necessary to perform the contract with your company.
1.3We do not use your data for anything beyond replying to you, running the account you're part of, and the legal/accounting obligations described below.
2. COOKIES AND ANALYTICS
2.1This website does not use cookies or similar technologies for analytics, advertising or tracking, and does not show a cookie banner. The fonts and the video on this site are served from our own server, not from a third party. If we add analytics or any similar tool in future, we will update this policy first and, where the law requires it, ask for your consent before the tool is switched on.
2.2The website may use strictly necessary technical data (such as server logs recording IP address and request time) purely to keep the site running securely. This does not require consent under UK PECR but is disclosed here for transparency.
3. IF YOU ARE AN OPERATIVE (SOS IS THE PROCESSOR, NOT THE CONTROLLER)
3.1If your employer or principal contractor uses SOS, your records (name, qualification/CISRS details, photographs, signatures, emergency contact details, and where applicable emergency medical information) are submitted to the platform by them, not by you directly, and are controlled by them, not by SOS.
3.2SOS processes that data only on their instructions, under a written Data Processing Agreement, and does not use it for any purpose of its own — including marketing, profiling, or the aggregated/anonymised analysis described in our Terms of Service, which only ever applies to data that has first been anonymised such that you can no longer be identified from it.
3.3To exercise your data protection rights (access, correction, deletion, etc.) over your own employment records, contact your employer in the first instance, since they hold the information needed to action the request and are legally the controller. If your employer is unable to help, you may also contact us directly at the address below and we will assist so far as we are able.
4. WHO WE SHARE DATA WITH
4.1We use the following providers to run this website, receive and answer enquiries, and deliver our Service. Each handles personal data on our behalf under its own written terms:
| Provider | Purpose | Location |
|---|---|---|
| Hetzner | Server hosting for the website and application | Nuremberg, Germany |
| Supabase | Database and file storage (website enquiries, and Client Data submitted through the platform) | eu-west-2 (London, UK) |
| Resend | Email delivery (enquiry replies, account notifications) | United States |
| Google (Gmail) | Inbox where enquiry emails are received and answered | United States and elsewhere |
| Porkbun | Domain registration, and forwarding of emails sent to hello@specialisedonsite.co.uk | United States |
4.2Resend's processing in the United States is covered by the UK Addendum to the EU Standard Contractual Clauses and by Resend's certification under the EU-US Data Privacy Framework, including the UK Extension. Supabase stores data in the UK (London), and Hetzner processes data in Germany, within the EEA. Google LLC states that it is certified under the EU-US Data Privacy Framework and its UK Extension. Porkbun states in its own privacy policy that it relies on safeguards such as standard contractual clauses for transfers outside the UK.
4.3We do not sell personal data, and we do not share it with anyone for their own marketing purposes.
5. HOW LONG WE KEEP DATA
5.1Website enquiries that do not lead to a client relationship: kept for 12 months from your enquiry, or from our last correspondence with you if later, then deleted.
5.2Client account/billing contact data: for the duration of the subscription plus any period required by UK accounting/tax law (normally 6 years) after it ends.
5.3Client Data (operative records processed as processor): governed by the Data Processing Agreement and Terms of Service, not this policy — see those documents for the applicable retention periods.
6. YOUR RIGHTS
Under UK GDPR you have the right to: access the personal data we hold about you; have inaccurate data corrected; have data deleted in certain circumstances; restrict or object to processing; receive your data in a portable format; and not be subject to solely automated decision-making that has a legal or similarly significant effect on you (SOS does not currently carry out any such automated decision-making). To exercise any of these rights, contact us using the details below.
7. COMPLAINTS
You have the right to complain to the Information Commissioner's Office (ico.org.uk, or 0303 123 1113) if you believe your data has been mishandled. We'd appreciate the chance to resolve any concern directly first — contact details below.
8. CHANGES TO THIS POLICY
We may update this policy from time to time. The version date at the top will change when we do. Material changes will be reflected on this page; where they affect an existing Client relationship, we will also notify under the Terms of Service.
9. CONTACT US
Specialised On Site Ltd, company number 17417816, registered in England and Wales.
Registered office: Teasels, Maldon Road, Witham, England, CM8 1HP.
Email: hello@specialisedonsite.co.uk
ICO registration reference: ZC234091