PATBook Privacy Policy

1. Introduction

ClearStack Apps ("we", "us", "our") makes PATBook, a portable appliance testing log with certificates. PATBook comes in two editions. The Local edition keeps your records on your phone only. PATBook Cloud keeps them in the cloud so they survive a lost phone, work on a phone and a tablet, and can be shared with your engineers. This policy explains what each one stores, where, who can see it, how long it is kept and how to delete it. It covers PATBook only; the rest of ClearStack Apps is covered by our main privacy policy.

2. Local Edition: Your Records Stay on Your Phone

Without Cloud, sites, appliances, tests, photos, signatures, certificates and invoices are made and kept on the phone. There is no account and none of your records are uploaded. Deleting the app deletes them. Use Settings, then Back up data, to keep a copy.

3. PATBook Cloud: What Is Stored

• The owner's account: an email address and password, used to sign in, get the records back on a new phone and send notices about the plan.
• Engineers' accounts: engineers join with an invite code and a name. They give no email address; the app creates an anonymous account on their phone.
• The team: its name, each member's name and role (owner, manager or engineer), and the plan.
• Sites: the site and customer name, address, notes, invoice details, and the name and signature of the customer who signed off the job.
• The appliance register: asset ids, descriptions, make, model, location, class and due dates.
• Tests: the results and readings, the tester's name, the instrument, notes and the next due date.
• Company details: the business name, phone, email, address, payment details and logo printed on certificates and invoices. Each engineer's own name, qualification and signature stay on their phone.
• Photos attached to tests and appliances, and the signature and logo images, each 1 MB or less.
• A record of team actions: who joined, left or was removed, and role and plan changes. It names no records' contents.
• Purchase check: the Google Play purchase token or the App Store transaction, used only to confirm the plan with Google or Apple and to renew or end it.

4. Who Is Responsible

For the Local edition, you are, and we hold none of your records. For Cloud, the business or person who owns the team decides what goes in the records and is the controller of that information under UK GDPR. We store it on their behalf as their processor, under the PATBook Cloud terms, and do not use it for anything else. For the owner's own account email and the purchase check, we are the controller.

5. Where It Is Stored

• Records, photos and team details: Google Cloud (Firebase) in London (europe-west2), encrypted in transit and at rest.
• Sign-in: Firebase Authentication runs only in Google's United States data centres. It holds the owner's email address and each account's random id, and no records. Google relies on the EU-US Data Privacy Framework and its UK Extension for this transfer.
• Each phone keeps a full local copy, so tests can be recorded with no signal.

6. Ads, Crash Reports and Analytics

• Google AdMob: the Local edition without a purchase shows a banner. In the UK and EEA you are asked for consent first, and you can change it in Settings. Paying users and Cloud users see no ads.
• Firebase Crashlytics (Google LLC): crash reports, device model, operating system and app version, kept 90 days.
• Firebase Analytics (Google LLC): basic usage events tied to a random id for the app on your phone.

These never include your customers' names, test records, signatures or photos. Nothing is sold.

7. Who Can See It

• The team's members. Every member sees the whole register; only the owner and managers can change company details or another engineer's test.
• A member removed from the team loses access to the cloud copy straight away. The copy already on their phone stays there, and stops syncing.
• We do not read teams' records. Google stores them as our sub-processor.

8. How Long It Is Kept

• While the plan is active, until you delete it.
• If the plan ends, the cloud copy is kept for 90 days, readable by the owner, so it can be renewed or copied. The owner is emailed when it ends, at 60 days and at 83 days. On day 90 it is deleted. The copy on each phone is not touched.
• A team that never buys a plan is removed after 30 days.
• The record of team actions is kept two years, then deleted.

9. Your Copy and Deleting Data

Settings, then Back up data, saves a backup file with every site, appliance, test and photo. Certificates, asset registers and invoices can be saved as PDFs from each site.

To delete: in the app, Settings, then PATBook Cloud, then Delete account. When the owner deletes the account, the team, all its cloud records, every photo and every member's access are deleted at once. A member who deletes their account leaves the team; the tests they recorded stay in the business's register, because they are its test records. More detail is on the account deletion page. If your details are in a testing company's records, ask that company; we will help them answer.

10. Contact

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