Privacy Policy

VoltMate is operated in the United Kingdom as a sole-trader business using VoltMate as its trading name. This notice covers the VoltMate website, accounts, support enquiries, Community and application. For privacy questions or rights requests, use the Contact page and choose Privacy & data request, or email support@voltmate.co.uk.

For account administration, billing, support, service security, Community moderation and VoltMate’s own service operations, the VoltMate sole-trader operator determines why and how personal data is used and acts as controller. For client, job, property, inspection and similar records entered by an electrician or business for its own work, that workspace owner normally decides the purpose of the processing and VoltMate provides the software service on its instructions. The Data Processing Addendum sets out the Article 28 processor terms for that Customer-controlled processing.

Information you provide directly can include your name, email, profile information, preferences, support messages, Community content and billing-related choices. Workspace records can include clients, addresses, jobs, calendars, quotes, invoices, equipment, inspections, test results, certificate history and files you deliberately upload.

We also receive service and security information generated when you use VoltMate, such as sign-in events, device or browser information, request and error logs, audit records and subscription status. On selected public pages, Vercel Web Analytics provides privacy-focused traffic measurements such as page views, referring source, approximate country or region, device category, operating system and browser at an aggregate reporting level.

If you actively allow optional analytics, Google Analytics 4 can also receive information about your use of public VoltMate pages, such as public-page URLs, referrals, browser or device information, approximate location derived by the service and engagement events. VoltMate does not intentionally send private dashboard, API, client-portal or individual verification-detail routes to Google Analytics and does not configure the Google tag with advertising or ad-personalisation signals. Some information can come from a workspace owner, a client-sharing workflow or a service provider such as Clerk, Stripe, Resend, Vercel or Google rather than directly from the person the information is about.

We use account and workspace information to create and secure accounts, deliver requested features, store records, provide sharing and verification workflows, send requested operational notifications, process subscriptions and support users. For our own customer relationship, this is generally necessary to perform a contract or take steps requested before entering one.

Security, fraud and abuse prevention, troubleshooting, service improvement, moderation and protection of legal claims can rely on our legitimate interests where those interests are not overridden by the rights and interests of the people concerned. We also use limited cookie-less Vercel public-site traffic analytics under our legitimate interests to understand which public pages are used, how visitors reach VoltMate and whether the public site is performing as expected. We reduce the data involved by excluding private application routes and stripping query strings and URL fragments before a Vercel analytics event is sent.

Optional Google Analytics is based on consent. It remains off until you choose Allow analytics and you can withdraw that choice for future processing using Privacy choices on a public page. Records needed to comply with a legal duty are processed for that duty. A support enquiry does not sign you up to marketing. VoltMate does not sell personal information to advertisers.

Some information is necessary to create an account, complete a subscription, secure access or perform a feature you request. If required information is not provided, we may be unable to create the account, complete the transaction, verify authority or provide that feature. Optional profile, Community, attachment and analytics-consent choices can be left unused unless the relevant optional feature is needed.

The contact form sends your name, email, chosen topic, message and any selected photos to support@voltmate.co.uk through Resend. Replies are handled through our support mailbox. We use this information to answer your enquiry, investigate the reported issue or handle your request.

Photos are validated, resized if necessary and re-encoded before sending; embedded image metadata is removed. They are email attachments, not public Community uploads. Do not send passwords, complete payment-card details, identity documents or information about other people that we do not need. A contact email address is sender-provided and is not proof of account ownership.

The contact form uses short-lived keyed hashes and counters for abuse prevention rather than storing raw email or IP addresses in that rate-limit table. Hosting and security logs may separately contain technical request information.

Community profiles, posts, comments and attached photos can be publicly visible. Only publish material you have the right to share. Reports are used for moderation and abuse prevention. Other people may retain copies of material they have already seen or lawfully received.

Public certificate verification is designed to show limited reference, lifecycle and integrity information rather than private client details or the underlying inspection snapshot. Client portals and shared certificate links expose the content authorised by the workspace owner; protect those links and revoke access when it is no longer needed.

AI tools send the inputs you deliberately submit, which can include text or images, to OpenAI to generate a response. Only include information necessary for the task. Saved reports and accepted output can become workspace records. AI responses can be wrong and require human review.

VoltMate does not use AI features to make solely automated decisions about people that produce legal or similarly significant effects.

Stripe processes subscription payments and payment-method information. VoltMate keeps billing identifiers, subscription status, plan, billing interval, entitlement information and evidence relevant to subscription administration. VoltMate does not store full payment-card numbers in its business database.

Complimentary Pro grants and revocations are recorded with an administrator audit trail. Refund and cancellation requests are processed as described in the Refunds & Cancellations policy and may require us to retain transaction records needed for accounting, dispute handling or legal obligations.

Current service providers include Vercel for hosting, operational delivery and cookie-less public-site Web Analytics; Google for optional consent-based Google Analytics 4 on public pages; Neon for PostgreSQL storage; Clerk for authentication; OpenAI for requested AI features; Resend for email delivery; Stripe for payments; AWS for backup and erasure-recovery infrastructure; and GoDaddy/Microsoft services for the support mailbox. Each receives the information reasonably necessary for its function.

Where VoltMate acts as processor for Customer-controlled workspace data, the Data Processing Addendum governs the use of relevant sub-processors, including equivalent contractual protections and the process for material sub-processor changes. We may also disclose information where required by law, to protect legal rights or safety, to investigate fraud or abuse, or as part of a genuine business reorganisation subject to appropriate confidentiality and data-protection safeguards. We do not publish private workspace records merely because they are stored in VoltMate.

The primary application database is in London. This does not mean every provider operation, analytics service or support activity is confined to the UK. Provider processing can involve other countries.

Where UK data-protection law restricts an international transfer, the relevant transfer must rely on an available lawful mechanism, such as adequacy regulations or appropriate contractual safeguards, together with any additional measures required for the circumstances. Contact us if you need information about the safeguards relevant to your data.

Workspace records are kept while the account needs them, subject to deletion requests and justified record-keeping requirements. Issued certificate history is designed to preserve an audit trail, but immutability is not a blanket exemption from lawful erasure or other data-protection obligations.

Our documented account-closure process provides a 30-day recovery window, subject to an earlier lawful deletion or a justified hold. Independent logical backups follow a 35-day rolling lifecycle, and valid erasures must be replayed before an older backup is restored to production. Deletion from live data does not instantly rewrite every historical backup.

Support correspondence and attachments should be reviewed when an enquiry is resolved and deleted when no longer needed, normally within 12 months of resolution unless a dispute, security issue, legal claim or legal duty justifies longer retention. Notification records, moderation evidence, transaction records and security logs can have different retention periods depending on why they are still needed. Where you allow Google Analytics, VoltMate configures first-party analytics cookies with a maximum lifetime of up to 90 days from creation and disables continual cookie-expiry refresh in the site tag.

VoltMate uses access controls, authentication, operational monitoring, backups and other technical and organisational safeguards appropriate to the service. No internet service can promise absolute security. Report a suspected problem through the Security concern topic without sending credentials or attempting to access another person’s data.

Depending on the circumstances, you can request access, correction, erasure, restriction or portability of your personal data, or object to processing based on legitimate interests. Where processing relies on consent, including optional Google Analytics, you can withdraw it without affecting processing that was lawful before withdrawal.

We may need proportionate information to verify identity or authority. We aim to respond within the period required by UK data-protection law, normally one month, subject to any lawful extension or restriction. If your request concerns records controlled by an electrician or another workspace owner, we may need to involve that organisation.

Contact us first if you would like us to investigate a privacy concern. You can also complain to the UK Information Commissioner’s Office. Information about making a complaint is available at ico.org.uk/make-a-complaint/. Using our support process does not remove your right to contact the ICO.

Our Cookies & browser storage page explains sign-in and security storage, local interface storage, cookie-less Vercel Web Analytics and optional Google Analytics. VoltMate currently uses a single dark appearance; current builds do not depend on a stored theme choice and clear appearance values left by older releases.

Google Analytics is not enabled until a visitor actively chooses Allow analytics on a public page. VoltMate keeps the Google tag out of private dashboard, API, portal and individual verification-detail surfaces, disables Google advertising and ad-personalisation signals in the site configuration, and provides a Privacy choices control so consent can be changed later. Withdrawing consent removes accessible VoltMate-domain Google Analytics cookies and reloads the public page to remove the Google runtime.

VoltMate does not add advertising trackers or optional marketing cookies to the application. We update this notice when our service, providers or processing materially changes and provide additional notice where appropriate. The date shown on this page identifies the current version.