TraceNet App Privacy Notice

Last updated: 5 November 2026

This notice explains how Trace Surveys Limited ("Trace", "we", "us") uses personal information in TraceNet (the TraceNet mobile app on Google Play / Apple, and related staff portals such as schedule.tracenet.uk and test.tracenet.uk).

It should be read with the Trace Surveys company privacy policy. It does not replace the website privacy policy for www.tracesurveys.com visitors, and it does not replace the Employee Privacy Notice (EPN-01) for employment / applicant / monitoring data.

1. Who we are

Controller: Trace Surveys Limited, company number 07399494, registered in England and Wales.
Registered / trading address: Unit 4 Kingsmill Business Park, Chapel Mill Road, Kingston upon Thames, Surrey KT1 3GZ.
Phone: 0800 612 0855
Data protection lead: Tim Sanders — tim@tracesurveys.com
No DPO (not required).
ICO registration: ZC107245

Complaints first: office@tracesurveys.com (we aim to acknowledge within 30 days). You can also complain to the ICO: https://ico.org.uk/

2. Who this notice is for

TraceNet is a staff and authorised contractor tool for Trace Surveys work (scheduling, jobs, site records, reports, expenses and related tools). It is not a public consumer app.

If you are a client of Trace and your property or job details appear in TraceNet, that is because we already hold them for the survey or test work. How we keep survey and client-of-record data is covered in the company privacy policy, including indefinite retention of property addresses and technical survey/test data for legitimate interests.

3. Information TraceNet uses

A. Your account and sign-in

• Work email and name from Microsoft Entra / Microsoft 365 (company account).
• Sign-in and access checks through Cloudflare Zero Trust Access (and related Cloudflare services that host or front TraceNet).
• Role or permission (for example technician, office, MD) so the right screens show.

B. Job and survey work (often already in Magic5)

• Job references, client of record, site address / postcode, diary / schedule entries.
• Survey and test records, notes, chat with Trace’s technical assistants, completeness / report review and release records.
• Site photos, video, scans and other files you upload for a job (including large media such as drainage footage or LiDAR, when that feature is enabled).

C. Device and app use

• Device type, app version, and technical logs needed to keep the app secure and working (for example crash or connectivity errors).
• Location (approximate and/or precise): used for work purposes such as showing nearby jobs and supporting site visits. You can refuse or later revoke location permission in the device settings; some job features may then work less well.

D. Expenses and other staff tools in the hub

• Expense receipts and related amounts you submit so finance bots can log VAT / Xero (where that feature is enabled).
• Links into other Trace tools (for example H&S, HR, Asset Ninja, Rope Guru) that have their own notices where needed.

We do not use TraceNet for advertising. We do not sell personal information.

4. Why we use it (lawful bases)

• Contract / employment or contractor engagement — so you can do your Trace work (access jobs, upload site evidence, review reports).
• Legitimate interests — running and securing TraceNet; improving survey methods using technical survey data; keeping property addresses and technical survey/test records (including photos/video) as set out in the company privacy policy.
• Legal obligation — tax, health & safety, accreditation and similar records where the law requires.
• Consent — only where we ask for it and you can withdraw it (TraceNet itself does not use marketing cookies).

We do not make decisions about you that have legal or similarly significant effects based solely on automated processing. AI assistants that help with scheduling, technical assessment or administration work under Trace’s instructions and are reviewed by a person where a significant decision is involved.

5. Who we share it with (processors and others)

TraceNet may involve:

Also, Quartix and HubSpot are Trace processors for other systems; they are not used inside TraceNet for advertising. Public bodies may receive data where the law requires.

6. International transfers

Some providers may process data outside the UK. Where they do, we use UK-approved safeguards (for example UK adequacy / UK–US data bridge, or the ICO’s IDTA / Addendum), as described in the company privacy policy.

7. Retention

• Property addresses and technical survey/test data (findings, methods, site notes, measurements, survey photographs or video): kept indefinitely (legitimate interests), as set out in the company privacy policy.
• Client of record + job reference: kept with the report (Limitation Act long-stop considerations as in the company policy).
• Other contact details: 6 years after the last job unless still a customer.
• Staff account / access logs: kept only as long as needed for security and audit, then deleted or anonymised. Employment monitoring data (if any) follows EPN-01, not this notice.
• Unconverted website enquiries: not stored in TraceNet; website policy applies (2 years).

8. Security

Access is limited to signed-in Trace accounts. TraceNet pages that show real job data sit behind Access login. We use organisational and technical measures appropriate to survey and client data. Report suspected misuse to tim@tracesurveys.com.

9. Your rights

You have the UK GDPR rights of access, correction, erasure, restriction, portability and objection, and rights about solely automated significant decisions, as set out in the company privacy policy. Contact tim@tracesurveys.com. Complaints: office@tracesurveys.com first, then the ICO.

10. Children

TraceNet is not directed at children and is not intended for users under 18.

11. Changes

We may update this notice. The published version will show a “last updated” date. Material changes will be told to staff in the usual way.