Privacy policy

S3RV Limited (company number 17411029) is a private limited company registered in England and Wales, with its registered office at Damyns Hall Aerodrome, Aveley Road, Upminster, Essex, RM14 2TN, United Kingdom. Our business activity is business and domestic software development (SIC 62012).

We are the data controller for personal data collected through this website and for the accounts we hold with our own customers. Where our customers use the S3RV. platform to manage their jobs, clients and operatives, they are the data controller for the data they enter and we act as their data processor.

You can reach us at hello@s3rv.co.uk.

• Contact details you give us: name, company, work email, phone number, team size and anything you write in the demo request form.
• Account data for platform users: name, email, role, permissions and login activity.
• Operational data entered into the platform by our customers: job records, site and asset details, quotes, invoices, job cards, reports, photos and, where the customer enables it, operative location data captured during working hours.
• Technical data: IP address, browser type, device information and pages visited, collected to keep the service secure and reliable.
• Correspondence: emails, support tickets and call notes.

• To respond to demo requests and enquiries, and to provide quotes. Lawful basis: legitimate interests and steps taken at your request before entering a contract.
• To provide, support, secure and improve the platform. Lawful basis: performance of a contract and legitimate interests.
• To handle billing, accounting and statutory record keeping. Lawful basis: contract and legal obligation.
• To send service messages such as release notes, maintenance windows and security notices. Lawful basis: legitimate interests.
• To send marketing about our products to business contacts, with an unsubscribe link in every message. Lawful basis: legitimate interests or consent where required.

The platform includes AI assistance for tasks such as drafting job specifications, RAMS, helpdesk replies and summaries. Content submitted to these features is sent to our AI providers solely to generate the requested output. We do not permit our AI providers to use customer content to train their models. AI output is a suggestion, and the person using the system remains responsible for what is sent or published.

We do not sell personal data. We share it only with service providers who help us run the platform, under contracts that require them to protect it:

• Cloud hosting, database and file storage providers.
• AI model providers used to power in-platform assistance.
• Email, telephony and customer support tools.
• Accounting integrations you choose to connect, such as Xero or QuickBooks, and email integrations such as Outlook. Data flows to these only when you connect them.
• Professional advisers, insurers and regulators where the law requires it.

Data is primarily hosted in the UK or European Economic Area. Where a provider processes data outside the UK, we rely on UK adequacy regulations or the International Data Transfer Agreement or Addendum, together with appropriate technical safeguards.

• Enquiry and demo request data: up to 24 months from your last contact with us.
• Customer account and platform data: for the life of the contract and then up to 90 days, after which it is deleted or returned on request.
• Financial records: six years, as required by UK tax law.
• Security and system logs: normally up to 12 months.

We use encryption in transit, access controls scoped by user role, audited administrative access, regular backups and least privilege practices for our own staff. No system is perfect, so we also maintain an incident response process and will notify affected customers and the ICO where a breach meets the reporting threshold.

Our website uses cookies and similar technologies that are strictly necessary to make pages work and keep them secure, plus optional analytics that help us understand which pages are useful. You can block or delete cookies in your browser settings, though some parts of the site may then work less well.

Under UK GDPR you have the right to access your data, to have inaccurate data corrected, to have data erased, to restrict or object to processing, to data portability, and to withdraw consent where consent is the basis. If your data sits inside a customer's S3RV. account, please contact that company first and we will support them in responding.

To exercise a right, email hello@s3rv.co.uk. We respond within one month. If you are unhappy with our response you can complain to the Information Commissioner's Office at ico.org.uk.

We may update this policy as the platform develops. The date at the top shows the latest version, and we will tell customers directly about material changes.