Legal
Privacy notice
What we collect, why, how long we keep it, and what you can make us do about it.
This is a draft, not legal advice
These terms were drafted to cover a free early-access waitlist and are not a substitute for advice from a solicitor. Before taking payment, before handling live customer data, and before the placeholders below are filled in, have this reviewed by someone qualified. The gaps marked in amber must be completed first.
1. Who we are
FitForge is a product of Raido77 Office & Building Refurbishments (“we”, “us”). For the purposes of UK data protection law we are the data controller for the personal data described in this notice.
- Registered office: REGISTERED ADDRESS
- Company registration number: COMPANY NUMBER, or state ‘a sole trader, not a registered company’
- ICO registration number: ICO REGISTRATION NUMBER
- Data protection contact: privacy@r77fitforge.co.uk
Almost every UK business that processes personal data electronically must pay a data protection fee to the Information Commissioner’s Office and appear on its register. If that has not been done, it must be done before this site goes live.
2. What we collect
If you join the waitlist
- Your email address (required)
- Your company name (optional)
- Your main trade (optional)
- The date and time you signed up, and the fact that you gave consent
That is the entire list. We do not collect your name, telephone number or address.
If you use the FitForge application
- Your account details: username, display name, email address, and a hashed password
- Records you create: estimates, rates, customer and supplier records, documents and photographs
- An audit record of changes you make, so a firm can see who changed a rate and when
- Session records, to keep you signed in
Where you enter details of your customers, you are the controller of that data and we process it on your behalf. A separate data processing agreement will govern that relationship before the application becomes generally available.
Server logs
Our web server records the IP address, request path, response status and timing of requests, for security and to diagnose faults. These logs are deleted after RETENTION PERIOD: 90 days suggested.
3. What we do not collect
- No advertising or analytics cookies, and no tracking pixels
- No third-party analytics service; this website loads no analytics at all
- No profiling and no automated decision-making that produces legal or similarly significant effects
- No purchase of contact data from list brokers
4. Why we process it, and our lawful basis
| Purpose | Data | Lawful basis |
|---|---|---|
| Sending you development and launch updates | Waitlist details | Consent (UK GDPR Article 6(1)(a)) |
| Providing the application to you | Account and records | Performance of a contract (Article 6(1)(b)) |
| Keeping the service secure and diagnosing faults | Server logs, session records | Legitimate interests (Article 6(1)(f)): our interest in a secure, working service, balanced against the minimal data involved |
| Meeting legal and accounting obligations | Billing records, once billing exists | Legal obligation (Article 6(1)(c)) |
5. Who else sees it
We do not sell, rent or share your personal data for anyone else’s marketing. It is disclosed only to:
- Our hosting provider, HOSTING PROVIDER, e.g. DigitalOcean, UK region, which stores the data on our behalf under a data processing agreement
- Our email delivery provider, EMAIL PROVIDER, or delete if sending directly, if and when we begin sending updates
- Anyone we are legally required to disclose to, such as a court or regulator
Each processor is bound by contract to act only on our instructions. We will keep the list above current; if it changes materially we will say so on this page.
6. Where it is held
Data is stored on servers in the United Kingdom. We do not transfer personal data outside the UK. If that ever changes we will update this notice and rely on an approved transfer mechanism such as the International Data Transfer Agreement.
7. How long we keep it
| Data | Retention |
|---|---|
| Waitlist details | Until you unsubscribe or ask us to delete them, or 24 months after the last contact from you, whichever comes first |
| Account and application records | For as long as the account is active, then PERIOD: 30 days suggested after it closes |
| Server logs | PERIOD: 90 days suggested |
| Accounting records | Six years, as required by UK tax law |
8. Your rights
Under UK data protection law you have the right to:
- Be told what we hold about you, and get a copy of it
- Have inaccurate data corrected
- Have your data erased, in the circumstances the law allows
- Restrict how we process it
- Receive your data in a portable, machine-readable format
- Object to processing based on legitimate interests
- Withdraw consent at any time, which does not affect processing carried out before you withdrew it
To exercise any of these, email privacy@r77fitforge.co.uk. We will respond within one month. There is no charge.
Every email we send includes a one-click unsubscribe link. Using it is the fastest way to withdraw consent.
9. Complaints
If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at any time:
- ico.org.uk/make-a-complaint
- Telephone 0303 123 1113
10. Changes to this notice
If we change this notice materially we will update the version and effective date at the top, and email anyone on the waitlist before the change takes effect.