How DRSaaS handles your information

DRSaaS is software for trades and home businesses, run by Peter Roberts as a sole trader in Dorset, England.

Peter Roberts is the person responsible for data protection. Email [email protected].

• Your details. Name, email address, phone number, trading name and business address.
• Your sign-ins. The session that keeps you logged in, and the one-time codes we email you.
• What you make in the product. Your customers, jobs, quotes, invoices, receipts, certificates and photographs.
• Training copies of your photographs and what was read from them, no customer details, kept after deletion to improve our reading models.
• Your outreach lists. Business names, emails and phone numbers of firms you are contacting.
• Support messages. What you send us, and any screenshot you attach.
• Your Google Calendar, only if you connect it. The next fortnight of your diary and the bookings we write into it. The Google data section says exactly what that means.
• Your Google Business Profile, only if you connect it once Google approves us. Your listing, your reviews and the replies and posts you tap to send. Same section.

DRSaaS keeps a pool of business contacts so that an electrician who joins can start work in their area on day one. It holds limited companies only. It holds the company name, the registered office address, the company number, the trade the register lists the company under, and the email address and phone number the company publishes on its own website. Nothing about any individual is looked up or stored on purpose.

Where it comes from: the public register of companies at Companies House, and the company's own public website. We never guess an email address and we never buy a list.

Why we hold it, and the lawful basis: to introduce local electricians to businesses that need electrical safety certificates, which is a legitimate interest of ours and of the electricians who use DRSaaS. DRSaaS is the data controller for the pool. When an electrician contacts you, they are the sender and every email says who they are.

How we keep it right: every row is checked against the register again at least every six months. A company that is dissolved, or whose email no longer works, is removed. Tell us to stop and we remove you from the pool and from every electrician's list within a day, and we keep only your email address on a stop list so you are never added again.

You gave us most of it - when you signed up, and every time you used the product.

Outreach prospects come from public sources: the register of companies at Companies House, and firms' own public websites, through the contact pool described above.

• To give you the service you are paying for. Basis: performance of a contract.
• To bill you and keep our own tax records. Basis: legal obligation.
• To keep the service secure and working. Basis: legitimate interests.
• To email you about the service. Basis: performance of a contract. Marketing email is separate and you can stop it at any time.

Three parts of DRSaaS can connect to your Google account. All are optional. All are off until you tap Connect. This section says exactly what each one reads, writes, stores and shares, and how to switch it off.

DRSaaS's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In plain words: your Google data is used only for the feature you connected it for, is never sold, never used for advertising, never used to train a model, and no person at DRSaaS reads it unless you ask us to look at a problem.

Google Calendar

What you grant. When you tap Connect Google Calendar (Settings, Calendar connection), Google asks you for one permission: to see and edit events on your calendars. Google's name for it is calendar.events. We ask for nothing wider: no access to your email, your contacts, your files, or your calendar's sharing settings.

What we read. The events on the calendar you connect, from one day back to fourteen days ahead, once every thirty minutes. From each event we take its title, its place, its start and end, whether it is all day, and its colour. A blue event counts as personal: it shows as busy time and its title is never offered as a job.

What we write. Only the jobs you book in DRSaaS. Each one carries a hidden DRSaaS tag. We never change or delete an event without that tag. An appointment you typed yourself is read, never edited.

What we store. The key Google gives us to read your calendar, sealed with encryption so it cannot be read from the database; the name of the calendar; and those diary entries for the fortnight window, so the day picker can show what is free when you book a job.

What we use it for. To show your free days when you book a job, to put the jobs you book on your phone, and to match a receipt or a diary entry to the job you were on. Nothing else.

Who we share it with. Nobody. It is not sold, not passed to another business using DRSaaS, not sent to an advertiser, and not sent to Anthropic. Cloudflare hosts the database it sits in, encrypted.

How to switch it off. Settings, Calendar connection, Disconnect. The sealed key is deleted the moment you tap it and we stop reading. The diary entries already read stay in your diary, because they are your jobs; ask us and we delete those too, and they go with everything else when your account is deleted. You can also remove DRSaaS from your Google account at any time at myaccount.google.com/permissions.

YouTube

DRSaaS uses YouTube API Services to put your job films on your own channel. By connecting your channel you also agree to the YouTube Terms of Service, and Google's handling of your account is covered by the Google Privacy Policy.

What you grant. When you tap Connect your YouTube channel (Settings, YouTube channel), Google asks you for one permission: to upload videos to your channel. Google's name for it is youtube.upload. It cannot read, edit or delete the videos already on your channel, and we have not asked for anything wider.

What we read. Nothing from your channel. The only things YouTube tells us are the answer to each upload: the id of the video it made, and the id and name of the channel it landed on, so the HQ can show the film and name the channel it went to.

What we write. One video per film you approve. A film is made from the photographs of your own job and shown to you first. Nothing is uploaded until you tap approve on it, and nothing is uploaded by itself.

What we store. The key Google gives us to upload, sealed with encryption so it cannot be read from the database; the id and name of the channel you connected; and the id of each video uploaded, so the HQ can link to it. The film itself is kept with your job's photographs.

What we use it for. To upload the films you approve to your channel and to show you where they went. Nothing else. Nothing from YouTube is used for advertising, sold, or used to train any model.

Who we share it with. Nobody. The upload is done by our own film-making computer, which is handed the sealed key for that one upload and never writes it down. It is not passed to another business using DRSaaS and not sent to an advertiser.

How to switch it off. Settings, YouTube channel, Disconnect: the sealed key is deleted the moment you tap it and no film can be uploaded again. You can also remove DRSaaS's access from Google's side at any time on the Google security settings page. The films already on your channel are yours and stay there until you delete them on YouTube. Questions or complaints about any of this go to [email protected], the address at the top of this page.

Google Business Profile (when approved)

Google is reviewing our application to use the Business Profile API. Until Google approves it there is no Connect button and nothing is read. When there is, this is what the connection does.

What you grant. One permission: to manage your business listing on Google. Google's name for it is business.manage.

What we read. Your listing's details (name, categories, phone, website, hours, service areas), your reviews with their stars and words and the reviewer's display name, and the posts on your listing.

What we write. Only what you tap to send: a reply to a review, a post about a job, or a listing correction you approved. Nothing posts by itself, ever. A review under four stars is never answered by the machine.

What we store. The sealed key, a copy of each review so the HQ can show it and count it, the draft reply and the draft post until you send or discard them, and what the weekly listing check found.

What we use it for. To draft a reply to each review for you to approve, to draft one post from a finished job's photographs for you to approve, to show your rating and review count in the HQ, and to tell you when your listing no longer matches your business.

Who we share it with. To draft a reply we send the review's words, its stars and the reviewer's first name to Anthropic, which sends the draft back and does not keep it or train on it. Nobody else sees it, and nothing is sold.

How to switch it off. Settings, Google listing, Disconnect: the sealed key is deleted and nothing is read or written again. The reviews already copied stay on your Reviews page until you ask us to remove them. The Google-side switch is the same permissions page.

Simple EICR is our own channel. You type a postcode, we tell you whether an electrician using our software covers it, and you decide what happens next. This is what we hold and who sees it.

• Your postcode, on its own, holds nothing. Asking who covers a postcode writes no record of you at all.
• We name the business before you tick anything. One business, by name, in the sentence beside the box. You are never asked to agree to "a local electrician", because that is not a name.
• What goes to them. Your name, phone number, email address, postcode and anything you typed in the message box. Nothing else, and nobody else sees it.
• They become responsible for it then. From the moment it reaches them it is their customer record, held under their own privacy notice, and they are who to ask about it.
• We keep a copy of what you agreed to. The exact sentence you read, the moment you ticked it, and which business it named. That is how we can show your details only went where you said.
• If nobody covers you, we say so first. Before asking for your name or anything else.
• If nobody covers you, you choose. Say no and we keep only the first half of your postcode, so we can see where people are asking. Say yes and we hold your details for 14 days and email you if an electrician joins near you. Nobody else sees them in the meantime.
• The 14 days are erased by the software, not by somebody remembering. On the day, your name, phone number, email address, message and full postcode are wiped. The first half of the postcode stays.
• We never email an electrician your details to tout for you. Only the one business you named ever receives them.

Simple Heat Pumps is our own channel, and it works exactly like Simple EICR above. You type a postcode, we tell you whether a heat pump installer using our software covers it, and you decide what happens next. Everything in the section above applies here word for word. These are the two differences.

• We ask two questions and the installer reads the answers. Do you own the home, and what heats it today. They go to the one business you named, with the rest of your details, so the installer knows what they are coming to before they ring you.
• The two answers stay behind when the rest is erased. If nobody covers you and you asked us to keep your details, then after 14 days your name, phone number, email address, message and full postcode are wiped. The two answers are kept alongside the first half of your postcode, because on their own they say nothing about who asked: they tell us how many people in an area want to replace an oil boiler.

Nothing on that page claims a grant, a scheme or a price, and we do not check whether you qualify for anything. That is between you and the installer.

This one is for the electricians and installers using our software, not for homeowners. A business can tick Feed the DrSaaS channel in its own settings. Ticking it is a permission, and we keep the sentence that was ticked, the moment it was ticked and who ticked it.

• A business that ticks the box lets its job footage appear in DrSaaS channel films. Those films are made by us, carry DrSaaS branding and not the business's own, and go on a DrSaaS channel.
• By ticking it the business confirms it may use that footage. The work and the property in it are its customer's, so it is the business that has to be allowed to hand the footage over, and ticking the box says it is.
• What it gets back. Enquiries that channel brings in from the postcode areas the business listed come to that business, in its own HQ, free while we are growing.
• The business stops approving those films. We decide what goes on our own channel, so they no longer appear on its Today's film page.
• Untick it any time. New films go back to the business. Films we already approved stay where they are, and the record of what was agreed is kept.

We do not sell anything to anybody. We use a small number of suppliers to make the product work:

• Cloudflare. Hosts the site, the database and the files. Data is held in Cloudflare's European region.
• Anthropic. Reads the photographs you upload and sends back what it saw, and drafts words for you to approve (a review reply, a Google post) from what you give it. Not used to train their models.
• Brevo and Zoho. Send the emails.
• Google. Only if you connect your Google Calendar, your YouTube channel or, when approved, your Google Business Profile: we read from and write to your own Google account, as the Google data section says. Google's own privacy policy covers what Google does with your account.

Some of these suppliers are outside the United Kingdom. Where they are, the transfer relies on the standard contractual protections the United Kingdom recognises.

• Invoices, receipts and the jobs behind them: six years. Tax law requires five years past the 31 January filing deadline, and we allow room for a late return.
• Certificates: the life of the installation. A certificate is the evidence the next inspector reads. Deleting one leaves a property with no history.
• Customers and quotes that never became work: two years.
• Outreach prospects: two years from the last activity, or straight away if they ask us to stop.
• The business contact pool: re-checked every six months and removed when a company is dissolved, its email stops working, or it asks us to stop.
• Support messages: two years.
• The sealed key to your Google Calendar or Google listing: until you disconnect, then deleted at once. Diary entries read from your calendar stay with your jobs until you ask, or until your account is deleted.
• If you leave: we give you everything we hold, and delete it ninety days later.

• You sign in with a code sent to your email. There is no password to steal.
• Your data is fenced off from every other business's. Every request is checked against the account it belongs to, and that check is tested against real attacks, not just written down.
• Photographs are private. They are not on a public web address and cannot be guessed.
• The database is backed up every night to a second place, and the restore has been rehearsed.

You can ask us to:

• Show you everything we hold about you.
• Correct anything that is wrong.
• Delete it, where we are not required to keep it for tax.
• Hand it over in a file you can take elsewhere.
• Stop using it for something, or object to how we use it.

Email [email protected]. We answer within one month, and it is free.

Tell us first, so we can put it right. If you are still unhappy you can complain to the Information Commissioner's Office at ico.org.uk, or on 0303 123 1113.

We set one cookie, and only when you sign in. It keeps you signed in. There is no advertising cookie and no third-party tracking on this site.

The date at the top changes with it. If a change matters to you, we email you about it rather than hoping you check this page.