Privacy policy

Who we are

Ticora is checklist management software for cleaning, maintenance and field-service teams. This policy explains what personal data we handle, why we handle it, and the choices you have.

When an organisation uses Ticora to run its jobs and checklists, that organisation decides what is recorded. In that work we act as its processor and only handle workspace data on its instructions. For our own website, enquiries and account administration, we are the controller.

What we collect

• Account details: your name, email address, username, role and the organisation you belong to.
• Workspace records: checklists, jobs, sites, dates and deadlines, assignments, checklist answers, completion times, notes, photos and reported issues.
• Technical data: sign-in times, IP address, browser and device type, and error logs, kept so we can keep the service secure and working.
• Billing details: your plan, billing period and payment status. Card details are handled by our payment provider and are never stored by us.
• Anything you send us through the contact form.

How we use it

• To create and run your account and workspace.
• To assign work, show deadlines and record who completed what.
• To store the evidence attached to a job and build the reports your team shares.
• To send notifications about deadlines, submissions and office review.
• To bill you for your plan and answer support requests.
• To keep the service secure, diagnose faults and improve how it works.

Our lawful bases

We rely on performance of a contract to provide the service, on our legitimate interests to keep it secure and improve it, and on legal obligation for records we must keep. Where we ask for your consent, for example for optional product emails, you can withdraw it at any time.

Photographs and evidence

Your organisation decides what proof a checklist requires. Workers upload photos, notes and answers while on site, and those are stored with the job so the office has a clear record.

Please avoid capturing people, number plates or personal belongings where they are not needed. The organisation using Ticora is responsible for telling its workers and clients what is recorded and why.

Who we share it with

We do not sell personal data and we do not share it for advertising.

• Providers that host and run the service, including our application platform.
• Email providers that deliver account messages and notifications.
• Our payment provider for subscriptions and invoices.
• Professional advisers and, where the law requires it, public authorities.

Where it is stored

Data is held with our hosting and platform providers. Some of those providers may process data outside the UK or the EEA, in which case we rely on appropriate safeguards such as the UK International Data Transfer Addendum or standard contractual clauses.

How long we keep it

• Workspace records are kept while your organisation's workspace is active, then deleted or anonymised within 30 days of closure.
• Enquiries sent through the contact form are kept for up to 24 months.
• Billing and tax records are kept for six years, as UK law requires.
• Backups are overwritten on a rolling schedule.

Keeping it secure

Traffic to Ticora is encrypted in transit. Within a workspace, access is limited by role: workers see their own jobs, and only owners can manage the team, checklists and reports. We keep sign-in and error logs so unusual activity can be investigated.

Your rights

If your request is about records inside an organisation's workspace, please contact that organisation first, as it decides what is recorded. Otherwise contact us and we will respond within one month.

You can also complain to the Information Commissioner's Office at ico.org.uk if you are unhappy with how we have handled your data.

• Ask for a copy of the personal data we hold about you.
• Ask us to correct information that is wrong or incomplete.
• Ask us to delete information we no longer need.
• Ask us to restrict or object to how we use it.
• Receive your data in a portable format.
• Withdraw consent where we relied on it.

Children

Ticora is a workplace tool and is not intended for anyone under 16.

Changes to this policy

If we change how we handle personal data we will update this page and its date. Significant changes will be explained in the app or by email.