Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

• means a unique account created for You to access our Service or parts of our Service.
• means an entity that controls, is controlled by or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.
• means the software program provided by the Company downloaded by You on any electronic device, named Checkfirst
• (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to Checkfirst LTD, Flat 35 Molasses House, Clove Hitch Quay, London, England, SW11 3TN.
• refers to: United Kingdom
• means any device that can access the Service such as a computer, a cellphone or a digital tablet.

Personal Data is any information that relates to an identified or identifiable individual.

• refers to the Application.

Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.

Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

• means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Legal Basis for Processing

We process your personal data for the following purposes and based on the following legal bases:

• Client and Company Data: We process your email address and company name to provide you with our service and fulfill our contractual obligations with you (contract fulfillment).
• Employee Data (if identifiable): We may process employee data (e.g., email addresses) if necessary for the performance of the service you have requested. We will only do this with a clear legal basis, such as consent from the employees themselves or another lawful justification.
• Inspector Data:
  • Name and Signature: We process your name and signature when you sign a report submitted through our service. This processing is based on your consent to sign the report.
  • GPS Location: We will only collect your GPS location with your explicit consent for each collection. We will clearly explain the purpose of collecting your GPS location at the time of collection (e.g., mandatory for location-based inspections). We will explore alternative methods whenever possible if GPS location is not strictly necessary.
  • Device Information: We may collect device information such as device type and operating system. We will only collect this information if it is essential for the functionality of the service (e.g., to distinguish between mobile and desktop usage). We will anonymize this data wherever possible.

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

First name and last name

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

Information Collected while Using the Application

We may collect, with Your prior permission:

* Information regarding your location while submitting a report to make sure the report is filled where it should be filled

* Pictures and other information from your Device's camera and photo library

* We use this information to provide features of Our Service, to improve and customize Our Service. The information may be uploaded to the Company's servers and/or a Service Provider's server or it may be simply stored on Your device.

* You can enable or disable access to this information at any time, through Your Device settings.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

To provide and maintain our Service, including to monitor the usage of our Service.

To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.

For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.

To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.

To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.

To manage Your requests: To attend and manage Your requests to Us.

For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.

For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.

We may share Your personal information in the following situations:

• With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, to contact You.
• For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.
• With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.
• With business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.
• With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside.
• With Your consent: We may disclose Your personal information for any other purpose with Your consent.

Your Rights under GDPR

You have certain rights under the GDPR regarding your personal data. You can exercise these rights at any time by contacting us using the following email address:

dataprotection@checkfirst.ai

These rights include:

• Right to Access: You have the right to request a copy of the personal data we hold about you.
• Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
• Right to Erasure (Right to be Forgotten): You have the right to request that we erase your personal data, subject to certain limitations (e.g., legal obligations to retain data).
• Right to Restriction of Processing: You have the right to request that we restrict the processing of your personal data.

Retention of Your Personal Data

We will retain your personal data only for as long as necessary for the purposes for which it was collected, as set out in this Privacy Policy. Once the purpose is no longer relevant, we will either delete your personal data or anonymize it, so that it can no longer be linked to you.

Here are some examples of typical retention periods:

• Client and company data: We will retain this data for as long as you are a subscribed user of our service. Once you terminate your subscription, we will anonymize this data after [insert specific timeframe, e.g., 1 year] unless we are required by law to retain it for a longer period (e.g., for tax purposes).
• Employee data (if identifiable): We will only retain employee data added by you for as long as they require access to our service functionalities. Once their access is no longer required, we will anonymize this data upon your request.
• Inspector Data:
  • Name and Signature: This data is intrinsically linked to the inspection report and will be retained for the same duration as the report itself (see below).
  • GPS Location and Device Information: We will handle this data with the following options depending on its relevance to the report:
    • If directly relevant to the inspection: This data will be retained as part of the inspection report for as long as you request (see Inspection Reports below). We will anonymize this data if you instruct us to delete the report.
    • If not directly relevant to the inspection: This data will only be retained for 10 years after the inspection is completed, unless required for legal reasons or troubleshooting purposes. We will then anonymize this data.
• Inspection Reports: We will retain inspection reports for as long as you request. You can instruct us to delete or anonymize the reports at any time by contacting us at dataprotection@checkfirst.ai After a period of inactivity (e.g., 10 years of no access to the report), we may contact you to confirm your wish to retain the reports. If we do not receive a response within a reasonable timeframe (e.g., 3 months), we will then securely delete or anonymize the reports, including any GPS location and device information included.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law enforcement

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other legal requirements

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

• Comply with a legal obligation
• Protect and defend the rights or property of the Company
• Prevent or investigate possible wrongdoing in connection with the Service
• Protect the personal safety of Users of the Service or the public
• Protect against legal liability

Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.

Children's Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take steps to remove that information from Our servers.

If We need to rely on consent as a legal basis for processing Your information and Your country requires consent from a parent, We may require Your parent's consent before We collect and use that information.

Links to Other Websites

Our Service may contain links to other websites that are not operated by Us. If You click on a third party link, You will be directed to that third party's site. We strongly advise You to review the Privacy Policy of every site You visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Changes to this Privacy Policy

We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the "Last updated" date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us:

• By email: contact@checkfirstapp.com

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