Privacy Policy

1. Introduction

PPMdesk is job management software for facilities management and building services contractors ("we", "our", or "us"). This Privacy Policy explains how we collect, use, disclose and safeguard information when you use PPMdesk and related services.

The data controller for personal data we collect about PPMdesk account holders is Laurence Doherty, contactable at privacy@atspro.co.uk. For the data you put into PPMdesk about your clients, sites, engineers and subcontractors, your firm is the data controller and we process it on your behalf.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

Account information: name, email address, company name, phone number and billing information when you register.

Your work data: information you or your engineers and subcontractors add about clients, sites, contacts, units, jobs, job sheets, photos, signatures, quotes and invoices. Your firm is the data controller for this information.

Engineer and subcontractor data: names, contact details, certificates and documents, and what they record when they open a job link, such as times on site, job sheets and signatures.

Connected account data: if you connect a Microsoft 365 account or Xero, the data described in section 5.

Usage and technical data: how you use the platform, IP address, browser type and device information.

3. How We Use Your Information

• To provide and maintain PPMdesk
• To process payments and send related information
• To send administrative information, updates and security alerts
• To respond to your questions and support requests
• To understand how the platform is used and improve it
• To comply with legal obligations

4. AI Features

PPMdesk's AI features read emails, job sheets, documents and photos you bring into PPMdesk in order to draft jobs, replies, quotes and invoices, read certificates and rating plates, and check job sheets. This processing uses OpenAI's API. We do not use your data to train AI models, and OpenAI does not use data sent through its API to train its models.

5. Connected Microsoft 365 and Xero Accounts

If you connect a Microsoft 365 account, PPMdesk accesses your email, so that emails with your clients and contractors are linked to the right jobs and sites and turned into drafts; the ability to send email on your behalf, used for emails you write or approve and automated emails your firm has switched on; and your calendar, so that booked visits appear in it.

We store the access tokens needed to keep your account connected and, so that your inbox loads quickly, the subject, sender and first line of the last 90 days of email. Full messages are read from Microsoft when you open them. Emails linked to a job, client or contractor stay with that record.

You can disconnect at any time in Settings, or revoke access from your Microsoft account. Disconnecting deletes the access tokens and the stored copy of your inbox. If your firm connects Xero, PPMdesk exchanges contacts, quotes, invoices and payments with it.

6. Data Sharing

We do not sell personal information. We share data only with:

• Service providers who help us run PPMdesk: hosting, database and file storage, email delivery, text messaging, payment processing, and travel-time and address lookups
• OpenAI, to deliver AI features
• Services you choose to connect, such as Microsoft 365 and Xero
• Professional advisers, including lawyers, accountants and insurers
• Law enforcement or regulators when required by law

7. Data Retention

We keep your data while your account is active. Your firm can set retention periods in PPMdesk. When an account is closed we delete its data within 90 days unless the law requires us to keep it. You can export your data at any time.

8. Your Rights

Under UK GDPR you have the right to access, correct and delete your personal data, to object to processing, to data portability, and to withdraw consent at any time. Where your firm is the controller, we will help it respond to requests.

9. Security

We protect data with encryption on every connection, extra encryption for stored credentials and sensitive fields, two-factor sign-in, and separation between firms enforced on every request. See our security page for more.

10. Contact Us

For privacy questions or to exercise your rights, email privacy@atspro.co.uk.

You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.