Privacy Policy

Effective Date: 23/05/2025

1. Introduction

ENTASKO ("we", "us", or "our") is committed to protecting the privacy and security of your personal data. This Privacy Policy outlines how we collect, use, share, and protect your information when you use our services, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to:

• Visitors to our website (www.entasko.com)

• Business customers using our cloud-based SaaS platform

• Individuals whose data is entered or processed through our systems by our clients

• Employees and subcontractors interacting with ENTASKO

• Suppliers, consultants, and contractors

2. Who We Are

ENTASKO is a UK-based software provider offering digital compliance and business management solutions through our SaaS platform.

• Business name: ENTASKO

• Legal status: Sole trader, based in the United Kingdom

• ICO Registration Number: ZB892623

• Contact Email: hello@entasko.com

• Website: www.entasko.com

3. Our Services

ENTASKO provides a digital platform for businesses to:

• Manage and assign work orders

• Track audits and workplace inspections

• Digitise health & safety processes

• Maintain fire safety and asset logs

• Communicate internally

• Ensure compliance with UK regulatory standards

We provide these services via our secure, cloud-based SaaS platform.

4. What Personal Data We Collect

We may collect and process the following categories of personal data depending on your interaction with us:

a) From website users:

• Name, email, and phone number (via contact forms)

• IP address and browser information

• Cookie and usage data
  
  

b) From business clients and users:

• Names, email addresses, and job roles

• Company name, business address, and user permissions

• Login credentials (encrypted)

• Location data (if audits involve location stamping)

• Files, Forms, photos and documentation uploaded via the platform

• Notes, messages, or reports generated within ENTASKO
  
  

c) From employees and contractors:

• Contact information

• Contract and payment data

• Background documentation (if required by role)

5. How We Collect Your Data

We collect personal data from:

• You directly, when you fill in a form, register for services, or communicate with us

• Our clients, who may upload your details when using our platform

• Cookies and analytics tools on our website

• Partners or third-party tools integrated with ENTASKO

• Publicly available data (e.g. business directories)

6. Purpose and Legal Basis for Processing

We process personal data to operate and improve the Entasko platform in accordance with applicable data protection laws, including the UK GDPR. The primary purpose for collecting your information is to fulfil our contractual obligations—such as providing you with access to the platform, managing your user account, and delivering essential features like safety audits and compliance logging. We also use your data to communicate important updates, offer support, and handle billing matters, which are necessary either to fulfil our contract with you or because we have a legitimate interest in doing so. Additionally, we process payment information to issue invoices and meet legal and financial obligations. Where required, we process data to help care providers maintain accurate audit trails and meet safety regulations, based on both contractual necessity and legitimate interest. We may use certain data to improve the platform, enhance user experience, and maintain security, all of which are processed under our legitimate interests. If you opt in—or where permitted under soft opt-in rules—we may send you marketing communications, relying on either your consent or our legitimate interest as an existing service provider. Finally, we may process your data when required to meet legal or regulatory obligations, such as compliance with tax laws or safety standards. --- Let me know if you'd like this adapted further for inclusion in a full policy or website.

7. Cookies and Tracking

Our website uses cookies to enhance your browsing experience and gather usage data. You can manage or reject cookies in your browser settings.

We may use:

• Essential cookies (e.g. login sessions)

• Analytics cookies (e.g. Google Analytics)

• Performance and preference cookies

A full Cookie Policy is available here (if hosted separately).

8. How We Share Your Data

We do not sell or rent your personal data.

We may share it with:

• Cloud hosting providers

• Payment processors

• IT and security service providers

• Legal, accounting, or compliance consultants

• Regulatory authorities (if legally required)

• Sub-processors listed in our Data Processing Addendum (provided on request)
  
  

All third-party providers are required to comply with strict data protection terms.

9. International Data Transfers

Where data is transferred outside the UK or EEA, we ensure:

• Standard Contractual Clauses (SCCs) or equivalent safeguards are in place

• The destination country offers adequate protection

• Contracts with providers include UK GDPR-compliant clauses
  
  

10. Data Security

We implement appropriate technical and organisational measures including:

• Encryption (at rest and in transit)

• Secure login with role-based access control

• Regular vulnerability assessments

• Data backups and disaster recovery planning

• Staff training on data protection
  
  

11. How Long We Keep Your Data

How Long We Keep Your Data We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to comply with legal, regulatory, and contractual obligations. Customer account data is kept for the duration of your subscription with Entasko and for up to six years afterward, to address any post-contractual obligations or legal requirements. Data related to audits and compliance is typically retained for six years, in line with standard UK regulatory practices. Financial records, including invoices and payment details, are stored for six years as required by HMRC. Contact form submissions are retained for between 12 to 24 months, depending on the nature of the inquiry. Analytics data is stored for 14 to 38 months, varying based on the analytics tools in use. Upon termination of your service, clients have the option to export their data or request its permanent deletion, subject to any legal retention obligations we must meet. 

12. Your Rights

Under UK GDPR, you have rights including:

• Access – Request a copy of your personal data

• Rectification – Request correction of inaccuracies

• Erasure – Request deletion (where applicable)

• Restriction – Request we limit how we process your data

• Portability – Receive a copy in machine-readable format

• Object – Stop us from using your data for direct marketing

• Withdraw consent – If previously given
  
  

To exercise these rights, email: hello@entasko.com

13. Children’s Data

Our platform is intended for business use only and is not designed for children. We do not knowingly collect personal data from anyone under the age of 16.

14. Third-party Links

Our site may contain links to other websites. This Privacy Policy does not apply to those third-party sites. Please review their privacy notices independently.

15. Complaints and Regulatory Contact

If you are unhappy with how we handle your data:

• First, contact us at hello@entasko.com 

• If unresolved, you may lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk  Tel: 0303 123 1113
  
  

16. Updates to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be posted on our website and, where appropriate, sent to you by email.

17. Contact Us

Questions or concerns?
📧 Email: hello@entasko.com
📍 Postal: 10 Pinfold Crescent, Hyde, SK14 3GX