Privacy Policy

Last updated 14 September 2026

My Job Book and Our Job Book (“we”, “us”) provide job management software for tradespeople and maintenance businesses, at myjobbook.co.uk and each account’s own web address, and as an Android app. This policy explains what personal data we handle and why. The service is operated by Property Workflow Systems Ltd, Unit 6, Orchard Business Units, Cockaynes Lane, Alresford CO7 8BZ, and we comply with UK GDPR and the Data Protection Act 2018.

Two kinds of data

1. Your account. When you sign up we hold your name, email address, business name and web address, a securely hashed password (never stored in plain text) and your subscription record. On Our Job Book the same applies to each member of staff you add. This is the personal data for which we are the data controller.

2. Data you enter to run your business. You enter records about your own work: your customers’ names, phone numbers, emails and addresses; the sites you work at and the people there; the equipment you look after; jobs, visits, notes and photographs; quotes, invoices and payments; and checklists. For this data you are the data controller and we are the data processor, storing and processing it on your behalf.

How we use it, and our lawful basis

We do not use your data for advertising and we do not sell or rent it to anyone. Everything we do with it falls under one of these:

What we do	Lawful basis
Create and run your account; authenticate logins; show you your jobs; take payment for the subscription	Contract — we cannot provide the service without it
Service email: welcome, email confirmation, password reset, trial and billing notices	Contract
Keeping the service secure — login rate limits, logs, backups	Legitimate interests — running a service that is not trivially broken into
Answering you when you email us	Legitimate interests
Keeping records we are obliged to keep, e.g. for tax	Legal obligation
Storing and processing the records you enter about your customers and their sites	Not ours to choose — we act on your documented instructions as your processor. See the Data Processing Terms.

Who we share it with

We use a small number of providers, each only for the purpose stated. The one marked (sub-processor) handles the records you enter about your customers; the others only touch your account.

Cloudflare (sub-processor) — hosting, database and file storage, security, and email delivery. The database and file storage are located in Western Europe. Email covers our own service email to you and the quotes, invoices and reminders you send your customers, which contain their names, email addresses and what they owe. Data is encrypted in transit, and at rest by the underlying storage.
Paddle (Paddle.com Market Ltd) — our payment provider and Merchant of Record. Paddle handles subscription checkout and billing; we never see or store your card details. See Paddle’s own privacy policy.
Google — only if you use the Android app, which is distributed through Google Play under Google’s own terms. The app shows the same service as the website; we do not receive information from Google about you.

We give you notice before adding or changing a sub-processor, as set out in the Data Processing Terms.

Where your data goes

The database and uploaded files are held in Western Europe. Some providers are based outside the UK: Cloudflare is a US company whose network is global, and Paddle’s operations include the United States. Where personal data is transferred outside the UK, it is protected by the UK’s International Data Transfer Addendum to the EU Standard Contractual Clauses, or an equivalent approved safeguard, under each provider’s data processing agreement.

Cookies and storage on your device

The service sets two strictly necessary first-party cookies: one to keep you signed in, and one that remembers a page was opened inside the Android app, so that the app never shows a payment link. There are no advertising or analytics cookies, and no analytics of any kind.

So that it keeps working without signal, the service also stores on your phone or tablet copies of the job pages you have recently opened (for up to 36 hours) and any changes, notes and photographs waiting to be sent. They are removed once sent, and the page copies when you next sign in. This storage is essential to a feature you are using and needs no consent.

The checkout page loads Paddle, which sets its own cookies for payment and fraud prevention. That happens only when you arrive with an order to pay for.

How long we keep it

Account and business data is retained for as long as the account is active. Automatic backups are kept for up to 30 days. If you close your account, it becomes read-only straight away and its data is deleted after 30 days, except where we are required to retain limited records (for example, transaction records for tax purposes).

Your rights

You may access, correct, download or delete your data. You can download your records as spreadsheets or delete records at any time from within the app. To exercise any UK GDPR right — access, correction, erasure, restriction, portability or objection — email us at the address below. People whose details are held by a business using the service should contact that business directly, as its data controller. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk).

Contact

Questions about this policy or your data: hello@myjobbook.co.uk.

Terms & Conditions · Privacy Policy · Refund & Cancellation · Data Processing