Privacy Policy for Crowdsafe UK App
Last Updated: October 2025
1. Who We Are
This privacy policy applies to the Crowdsafe UK mobile application (the “App”) provided by Crowdsafe UK (“we”, “us”, “our”). We are a company registered in England and Wales.
We are committed to protecting and respecting your privacy. This policy explains what personal data we collect from you, how we use it, and your rights regarding that data.
2. The Data We Collect About You
The Crowdsafe UK App is for authorised employees only and requires a unique login. The personal data we collect is minimal and necessary for the App’s core functionality.
We collect, store, and use the following kinds of personal data:
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Account Information: Your full name and your company email address. This is provided to you by your employer and is essential for creating your account and verifying your identity when you log in.
When you use the App’s features, we may also process the following:
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Incident Reports: If you log an incident using the App, we will collect the details you provide, which may include the date, time, location, description, and any other details you choose to include. This may, in some circumstances, contain personal data.
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Feedback: Any feedback you submit through the App.
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Technical Data: Includes internet protocol (IP) address, your login data, app version, and other technology on the devices you use to access the App.
3. How We Use Your Personal Data
We will only use your personal data as permitted by law. Our primary legal basis for processing is that it is necessary for our legitimate interests in operating a secure and effective safety and communication platform for our employees, and for the performance of your employment contract.
| Purpose/Activity | Type of Data | Lawful Basis for Processing |
|---|---|---|
| To provide you with access to the App and authenticate your identity. | Name, Email Address | Necessary for the performance of your contract of employment and our legitimate interest in securing our systems. |
| To deliver the core features of the App: Latest News, Training Modules, Incident Logging, and Feedback. | Name, Email Address, Incident Reports, Feedback, Training Records | Necessary for the performance of your employment contract and our legitimate interests in staff training and safety. |
| To maintain records of training completion and incident reports for internal health and safety, compliance, and operational management. | Name, Training Records, Incident Reports | Necessary to comply with our legal obligations (e.g., health and safety law) and for our legitimate interests. |
| To manage our relationship with you, including notifying you about changes to the App or our terms. | Name, Email Address | Necessary for the performance of your contract and to comply with our legal obligations. |
| To administer and protect our business and this App (including troubleshooting, data analysis, and system security). | Name, Email Address, Technical Data | Necessary for our legitimate interests in providing administration and IT services, and for network security. |
4. Data Sharing and Transfers
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Internal Sharing: Your data will be accessible to authorised personnel within Crowdsafe UK (e.g., your manager, the HR department, the Health & Safety team) on a need-to-know basis to administer the App’s features.
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Third-Party Service Providers: We use third-party providers to host the App and its data (“Data Processors”). These providers are bound by strict contractual obligations to handle your data securely and only in accordance with our instructions. They are not permitted to use your data for their own purposes.
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Legal Obligations: We may disclose your personal data if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).
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International Transfers: We do not transfer your personal data outside the UK. If this changes in the future, we will ensure that appropriate safeguards are in place to protect your data in accordance with UK data protection law.
5. Data Security
We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way. These measures include encryption of data, secure login processes, and access controls that limit who within our organisation can view your data.
6. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
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Account Data (Name, Email): Retained for the duration of your employment with Crowdsafe UK. Upon termination of your employment, this data will be archived or deleted in accordance with our internal data retention policy.
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Incident Reports & Training Records: Retained for longer periods as necessary to comply with health and safety legislation and for legal claims.
7. Your Legal Rights
Under UK data protection laws, you have rights including:
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The right of access – You have the right to request copies of your personal data.
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The right to rectification – You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
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The right to erasure – You have the right to request that we erase your personal data, under certain conditions.
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The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.
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The right to data portability – You have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at [Insert Contact Email/Address for Data Protection Requests] to make a data subject request.
8. How to Complain
If you have any concerns about our use of your personal data, you can make a complaint to us at info@crowdsafeuk.com
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk