PATBook Cloud Terms

Version 2026-11. These terms apply when you create a PATBook Cloud team. They sit beside our general terms of use and set out how we handle the personal information in your asset register, as UK GDPR Article 28 requires. The team owner accepts them when the team is created, on behalf of the business or person the team belongs to.

1. Roles

You, the team owner, are the controller of the personal information you and your engineers put into PATBook Cloud. ClearStack Apps is your processor. "Personal information" here means the names of your members and engineers, your customers' names, contact details and site addresses, and the name and signature of the customer who signs off a job.

2. What We Process and Why

• Subject: storing, syncing and deleting your PAT testing records so your team can use them on their phones and tablets.
• Duration: while your team exists, plus the 90 days after a plan ends described below.
• Information: member names and roles; sites and customers; the appliance register; test results with the tester's name; customer sign-off names and signatures; your company details and logo; photos.
• People: your members and engineers, and your customers and their staff who are named or sign on a site.

3. Our Commitments

• We process the information only to run PATBook Cloud for you, as the app and these terms describe, and not for our own purposes. We do not sell it, advertise with it or read it.
• Anyone at ClearStack Apps who could access it is bound by confidentiality.
• Security: data is encrypted in transit and at rest; access is enforced on the server by role, so only the owner and managers can change company details or another engineer's test, and a removed member loses access at once; plans and seats can only be changed by the server; changes to these protections are tested before release.
• We help you answer requests from people in your records (to see, correct or delete their information) through the app's edit, backup and delete functions, and by email if you need more.
• We tell you without undue delay, by email to the owner's address, if we become aware of a breach affecting your information, with what we know, so you can meet your own duty to tell the ICO within 72 hours where it applies.
• We give you the information you reasonably need to show these commitments are met.

4. Sub-processors

• Google Cloud (Firebase), Google Ireland Limited and Google LLC: Firestore database, file storage and server functions in London (europe-west2); Firebase Authentication in the United States, holding the owner's email address and account ids only; Crashlytics crash reports, holding no record content.
• Resend: sends the plan notices to the owner's email address only.

We will update this list, and the version above, before adding or replacing a sub-processor. The app asks the owner to accept a new version.

5. International Transfers

The only transfer outside the UK is sign-in data to Firebase Authentication in the United States, under Google's certification to the EU-US Data Privacy Framework and its UK Extension.

6. When the Team Ends

• Every phone in the team keeps its own copy of the records, and the app can save a backup file at any time.
• If the plan ends, the cloud copy stays readable to the owner for 90 days, then it is deleted.
• If the owner deletes the team or their account, the cloud copy is deleted at once.

7. Your Responsibilities

You decide what is recorded, make sure you have a lawful basis for it (usually your contract with the customer and your duties as a tester), keep your team's membership up to date, and answer requests from the people in your records. PASS and FAIL remain your engineers' professional judgement; PATBook records it and does not decide it.

8. Contact

ClearStack Apps, 124 City Road, London, EC1V 2NX, United Kingdom. support@clearstackapps.com