1. Who we are
JobForms is an online service at jobforms.co.uk for creating digital job sheets, filling them in on site and sending branded PDF reports. It is run by Fast Fix Refrigeration Ltd, registered in England & Wales (Company No. 14650700), registered office 27 Old Gloucester Street, London WC1N 3AX. Contact us at support@jobforms.co.uk. We are registered with the Information Commissioner's Office (ICO) under number [ICO registration number].
For anything about your data, email support@jobforms.co.uk.
2. Our role: controller and processor
Controller. For your own account, billing and support details, JobForms decides how the data is used. We are the controller.
Processor. Our customers are businesses. When they fill in job sheets, they may record details about their customers: names, addresses, email addresses, signatures, photos and form answers. For that job data, the business is the controller and JobForms processes it on their behalf, only to provide the service. If you are one of their customers, please contact the business that did your job first. We'll help them respond.
3. What we collect
- Account details: name, email address, password (stored hashed), and your company or workspace name. If you sign in with Google, we get your name and email from Google.
- Company branding: logo, brand colours, company name, phone, email, website, company number and address you add for your reports.
- Templates: the job sheet templates you build or save, including any you choose to share in the public library.
- Submissions: completed job sheets, including answers, photos, signatures, job numbers, dates and times, and the PDFs we generate.
- Customer email addresses: addresses you enter so we can email PDF reports and notifications.
- Guest mode data: if you use JobForms without an account, your templates, jobs and branding are kept in your browser's local storage on your device. We don't receive them unless you create an account, at which point they move into your account.
- Payment information: paid plans are billed through our payment provider. They handle your card details; we never see or store full card numbers. We keep a record of your plan, subscription status and billing history.
- Usage and technical data: basic information such as IP address, browser and device type, pages used and error logs, to keep the service running and secure.
- Cookies and local storage: we use essential cookies and browser storage to keep you signed in, remember drafts and run guest mode. We don't use advertising cookies.
4. How we use it and our lawful bases
- To provide the service (accounts, templates, submissions, PDFs, emails): performance of our contract with you.
- Billing and plan management: contract, and legal obligation for tax and accounting records.
- Security, fraud prevention and fixing problems: our legitimate interest in keeping JobForms safe and working.
- Service emails such as sign-up confirmation, password resets and submission notifications: contract. You can unsubscribe from notification emails using the link in them.
- Improving JobForms using usage data: legitimate interest.
- Job data processed for business customers: on their instructions, under their own lawful basis.
6. International transfers
Some of our providers may store or process data outside the UK. When that happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the UK International Data Transfer Agreement / Addendum to the EU Standard Contractual Clauses.
7. How long we keep it
We keep your account data, templates and submissions for as long as your account is active. You can delete individual jobs and templates at any time. If you ask us to close your account, we'll delete or anonymise your data within a reasonable period, except where we must keep some records (for example billing records for tax purposes).
Guest mode data stays in your browser until you clear it or create an account.
8. Security
Data is sent over encrypted connections (HTTPS). Access to account data is restricted so each workspace can only see its own templates and jobs. PDF links sent by email are time-limited. No system is completely secure, but we take reasonable technical and organisational steps to protect your data.
9. Your rights
Under UK GDPR you have the right to:
- access the personal data we hold about you
- have inaccurate data corrected (rectification)
- have your data deleted (erasure)
- restrict how we use it
- receive your data in a portable format
- object to processing based on legitimate interests
Email support@jobforms.co.uk to use any of these rights. We'll reply within one month.
10. Complaints
If you're unhappy with how we've handled your data, please tell us first at support@jobforms.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
11. Children
JobForms is a business tool and isn't intended for anyone under 18. We don't knowingly collect children's data for our own purposes.
12. Changes to this policy
We may update this policy as JobForms changes. We'll change the "last updated" date above and, for significant changes, let account holders know by email.