Privacy Policy

1. Introduction

Opscel Limited ("we", "us", "our", or "Opscel") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.

We are registered with the Information Commissioner's Office (ICO) under registration number ZC105961.

If you use a Digital Fire Logbook without an Opscel account, please read our Digital Fire Logbook Privacy Notice. It explains how the logbook handles your information.

Data Controller:
Opscel Limited
14 Chalfont Way, Luton, LU2 9RQ, United Kingdom
Company Registration Number: 17090049

2. Information We Collect

We collect information in the following ways:

2.1 Information You Provide

• Account Information: Name, email address, phone number, company name, and job title when you register for an account.
• Payment Information: Billing address and payment card details (processed securely by our payment provider).
• Job Data: Information about jobs, customers, sites, equipment, and certificates you create within the platform.
• Communications: Any correspondence you send to us, including support requests and feedback.

2.2 Information Collected Automatically

• Usage Data: How you interact with our services, features used, and time spent.
• Device Information: Device type, operating system, browser type, and IP address.
• Location Data: Approximate location based on IP address; precise location only with your explicit consent for field services features. The Digital Fire Logbook checks location once, at the moment someone signs an entry. It asks the phone for permission first, to show whether the entry was signed on site. It never tracks anyone, and declining never blocks an entry.
• Cookies: See our Cookie Policy for details.

3. How We Use Your Information

We use your personal data for the following purposes:

• Service Delivery: To provide, maintain, and improve our operations management platform.
• Account Management: To create and manage your account, process payments, and provide customer support.
• Communication: To send service updates, security alerts, and support messages.
• Marketing: To send promotional communications (with your consent) which you can opt out of at any time.
• Analytics: To understand how our services are used and to improve user experience.
• Legal Compliance: To comply with legal obligations and protect our rights.
• AI Features: To power Setup Copilot (workspace setup) and Insights (answering business questions about your account). See section 5.3 below for what this involves and who processes it.

4. Legal Basis for Processing (UK GDPR)

We process your personal data under the following legal bases:

• Contract: Processing necessary to perform our contract with you (providing our services).
• Legitimate Interests: Processing necessary for our legitimate business interests, such as improving our services and preventing fraud.
• Consent: Where you have given explicit consent (e.g., marketing communications).
• Legal Obligation: Processing necessary to comply with UK law.

5. Data Sharing

We may share your personal data with:

• Service Providers: Third-party companies that help us deliver our services (hosting, payment processing, analytics). All providers are contractually bound to protect your data.
• Your Organisation: If you use Opscel as part of an organisation, administrators may access your account data.
• Legal Requirements: When required by law, court order, or to protect our legal rights.
• Business Transfers: In connection with a merger, acquisition, or sale of assets.

We do not sell your personal data to third parties.

5.1 Google API Services

Opscel integrates with Google Calendar at the user's request, using OAuth authentication. We request the following scopes:

• calendar.events: To create, update, and delete calendar events corresponding to your scheduled jobs and visits within Opscel.
• userinfo.email: To identify the Google account being connected to your Opscel profile.
• calendar.freebusy: To read your free/busy availability (not event details) so Opscel can detect scheduling conflicts and avoid double-booking engineers.

We use this access only to sync your Opscel jobs to your Google Calendar. We do not read, store, or use your calendar data for any other purpose beyond this synchronization feature.

Opscel's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

You can revoke Opscel's access to your Google Calendar at any time via your Google Account settings or by disconnecting the integration within Opscel (Settings → Calendar Integration).

5.2 Intuit QuickBooks Online

Opscel integrates with QuickBooks Online at the user's request, using OAuth 2.0 authentication. We request a single scope, com.intuit.quickbooks.accounting, to create and update invoices and customer records in your connected QuickBooks company and to read back the payment status of those invoices.

The integration is one-way: Opscel pushes invoice and customer data to QuickBooks and reads payment status; we do not import or store a copy of your wider QuickBooks financial data.

We store your OAuth access and refresh tokens (encrypted at rest), your QuickBooks company identifier (realmId), and reference IDs linking Opscel records to their QuickBooks counterparts. We do not access QuickBooks Payments and handle no card data.

You can revoke Opscel's access at any time by disconnecting within Opscel (Settings → Accounting Integration) or from your Intuit account's connected-apps settings.

5.3 Anthropic, PBC (AI Features)

Some Opscel features use artificial intelligence to help you set up your workspace and answer questions about your own data. When you use them, the relevant information is sent to our AI provider, Anthropic, PBC, which processes it and returns a result. Two features do this today:

• Setup Copilot reads files you upload and, if you give us the address, the text of your public website, so that it can work out how to map your customer, site and contact records — this can include anything contained in those files, such as names, addresses, email addresses and telephone numbers.
• Insights answers business questions using figures already held in your account: totals and summaries such as revenue, margin, outstanding invoices, open quotes and upcoming work, together with the customer or site names those figures relate to. Free-text fields — job notes, descriptions and quotation terms — are never sent to Insights.

Your information is sent only in order to produce your answer. It is not used to train AI models, it is never combined with or made visible to another Opscel customer, and the AI cannot change anything in your account by itself: it can only propose a change, which someone on your team then chooses to apply.

Anthropic retains the information it receives for a limited period under its standard API terms, to provide and monitor the service. Within Opscel, Insights conversations are deleted after 30 days and Setup Copilot conversations after 90 days, and every Insights question is recorded in your audit log against the user who asked it.

5.4 Sub-Processors

The table below lists the sub-processors we use to provide Opscel, what they process, and the safeguard in place for any transfer of data outside the UK.

6. Data Storage and Security

Your data is stored on secure servers located in the United Kingdom. We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit (TLS) and at rest, including application-layer encryption of third-party integration credentials
• Logical isolation of each customer's data within our multi-tenant platform
• Role-based access controls and authentication
• Continuous monitoring and error tracking across our systems
• Automated backups and disaster recovery procedures
• Least-privilege access for all third-party integrations

7. Data Retention

We retain your personal data for as long as necessary to:

• Provide our services to you
• Comply with legal obligations (e.g., tax records for 7 years)
• Resolve disputes and enforce our agreements

When you close your account, we will delete or anonymise your personal data within 90 days, unless retention is required for legal purposes.

Fire logbook records are different. A Digital Fire Logbook is a legal record that belongs to the building. It is kept for as long as the fire safety company uses Opscel. If the company leaves, we will arrange for the logbook to be handed over, usually to the building's Responsible Person, before it is deleted. See the Digital Fire Logbook Privacy Notice.

8. Your Rights

Under UK GDPR, you have the following rights:

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure: Request deletion of your personal data ("right to be forgotten").
• Right to Restrict Processing: Request that we limit how we use your data.
• Right to Data Portability: Request your data in a structured, machine-readable format.
• Right to Object: Object to processing based on legitimate interests or for marketing purposes.
• Rights Related to Automated Decision-Making: Not to be subject to decisions based solely on automated processing.

To exercise any of these rights, please contact us at privacy@opscel.com. We will respond within one month.

9. International Transfers

Your data is primarily processed within the United Kingdom. Where we transfer data outside the UK, we ensure appropriate safeguards are in place, such as:

• Transfers to countries with adequate data protection laws
• Standard Contractual Clauses approved by the ICO
• Binding Corporate Rules where applicable

10. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through our platform. The "Last updated" date at the top of this page indicates when this policy was last revised.

12. Complaints

If you have concerns about how we handle your personal data, please contact us first at privacy@opscel.com.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Helpline: 0303 123 1113

13. Contact Us

For any questions about this Privacy Policy or our data practices, please contact:

Data Protection Officer
Opscel Limited
14 Chalfont Way, Luton, LU2 9RQ, United Kingdom
Email: privacy@opscel.com