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Privacy Policy

OJ Services

Last updated: March 2026

1. Who We Are

OJ Services ("we", "us", "our") operates this plumbing and heating estimation tool. We are committed to protecting your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact: Ollie@OJServices.co.uk | 07305971841

2. Data We Collect

We collect and store the following personal data when you provide it to us:

  • Customer contact details — name, address, postcode, telephone number, email address
  • Property information — property address (if different from customer address), property type, room dimensions
  • Job records — estimates, invoices, surveys, maintenance callout records, heat loss reports
  • Financial data — quoted prices, invoice amounts, payment status

3. Purpose & Lawful Basis

We process your personal data for the following purposes:

PurposeLawful Basis (UK GDPR)
Preparing and sending estimates and invoicesContract performance (Art. 6(1)(b))
Managing maintenance callouts and job schedulingContract performance (Art. 6(1)(b))
Sending quotes via emailConsent (Art. 6(1)(a))
Gas safety compliance and certification recordsLegal obligation (Art. 6(1)(c))
Business analytics and reportingLegitimate interest (Art. 6(1)(f))

4. Data Storage & Security

  • Your records are stored on our application server, hosted by Railway (cloud hosting provider), with personal details encrypted at rest (AES-256-GCM).
  • We do not use analytics or advertising trackers, and we never sell your data.
  • Access to the application is restricted to authorised users only.
  • The application uses HTTPS in production, security headers (CSP, HSTS, X-Frame-Options), and rate limiting to prevent abuse.

4a. Service Providers (Processors)

We use a small number of service providers to run this application. They process data only on our instructions and only for the purposes below:

  • Hosting — Railway hosts the application and its data storage.
  • Email delivery — quotes, invoices, certificates, and password resets are sent through our email delivery provider (Resend or a configured SMTP service). These emails necessarily include your name, email address, and the document contents.
  • Document and image analysis (AI) — where we use assisted data entry (for example reading a floor plan, a schedule of works, or a supplier receipt), the uploaded document or image is processed by Anthropic's AI API to extract its contents. Such documents can incidentally contain names and addresses. This is used only to pre-fill data for our review, never for advertising, and Anthropic does not use it to train models.
  • Calendar sync (optional) — if a staff member connects Google Calendar, appointment details (customer name, address, job description) are synced to their Google Calendar via Google's API.

5. Data Retention

  • Estimates and invoices: retained for 6 years from the date of creation (HMRC requirement for financial records).
  • Customer records: retained for as long as there is an active business relationship, and for 6 years after the last transaction.
  • Gas safety certificates: retained for a minimum of 2 years as required by Gas Safe regulations.
  • Maintenance records: retained for 6 years from job completion.

6. Data Sharing

We do not sell, rent, or share your personal data with third parties for their own purposes. Your data may only be disclosed:

  • To the service providers listed in section 4a, acting on our instructions
  • To comply with a legal obligation (e.g. HMRC audit, Gas Safe investigation)
  • With your explicit consent

7. Your Rights

Under UK GDPR, you have the right to:

  • Access — request a copy of the personal data we hold about you
  • Rectification — request correction of inaccurate data
  • Erasure — request deletion of your data (subject to legal retention requirements)
  • Restriction — request that we limit processing of your data
  • Portability — request your data in a machine-readable format
  • Object — object to processing based on legitimate interest
  • Withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, contact us at Ollie@OJServices.co.uk. We will respond within one calendar month.

8. Complaints

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

  • Website: ico.org.uk
  • Telephone: 0303 123 1113
  • Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF