Engineer Certificate Suite – Privacy Policy
Last updated: 26 August 2026
Engineer Certificate Suite (“ECS”, “we”, “us” or “our”) respects your privacy and is committed to protecting personal information.
This Privacy Policy explains what information we collect, why we collect it, how it is used and stored, and the rights you have regarding your personal information.
1. Who we are
Engineer Certificate Suite provides online software that allows engineers and trade businesses to manage customers, properties, appliances, job records, photographs, certificates and related business information.
For questions about privacy or your personal information, contact:
Engineer Certificate Suite
Email: admin@engineercertificatesuite.co.uk
2. Our role when processing information
The role ECS has under UK data protection law depends on the information being processed.
ECS account information
When you create an ECS account, purchase a subscription, contact us or otherwise deal directly with ECS, we generally act as the data controller for that information.
This may include your name, business details, email address, telephone number, account information and subscription information.
Information entered by engineers about their customers
Businesses using ECS may enter information about their own customers and jobs, including customer contact details, property information, photographs, signatures and certificate information.
For this information, the engineer or business using ECS will generally be the data controller, because they determine why the information is collected and used.
ECS generally acts as the data processor, providing the software and infrastructure used to store and process that information on behalf of the business.
The ICO explains that controllers determine the purposes and means of processing, whereas processors handle information on behalf of controllers.
3. Information we may collect
Depending on how ECS is used, information processed through the service may include:
- Name, email address and telephone number
- Business name and business contact information
- Engineer details
- ECS account and login information
- Subscription and billing information
- Customer names and contact details
- Property addresses and property information
- Appliance and equipment information
- Job and inspection records
- Certificate information
- Customer and engineer signatures
- Photographs uploaded by engineers
- Notes and remedial-work information
- Technical information required to operate and secure the service
We do not intentionally require businesses to enter information that is unnecessary for providing the ECS service.
4. How we use personal information
We may use information to:
- Create and administer ECS accounts
- Provide the ECS application and certificate services
- Store customers, properties, appliances and engineering records
- Generate certificates and PDF documents
- Allow engineers to email certificates to customers
- Store private job photographs and records
- Manage engineer/team access
- Process and administer subscriptions
- Provide customer support
- Maintain security and prevent misuse
- Diagnose technical problems
- Maintain backups and recover information following technical problems
- Meet legal, regulatory and accounting obligations
The ICO requires organisations to clearly explain the purposes for which personal information is processed.
5. Payments
ECS uses Stripe to provide payment and subscription services.
Payment card details are handled through Stripe’s payment infrastructure. ECS does not need to store your complete payment-card number within the ECS application.
Stripe may process personal information in accordance with its own privacy policy and may act as a controller and/or processor depending on the particular processing activity.
6. Sharing information
We do not sell personal information.
Information may be shared with trusted service providers where necessary to operate ECS, such as providers involved in:
- Website and application hosting
- Payment processing
- Email delivery
- Data storage and backups
- Security and technical services
Service providers are only given access to information where reasonably necessary for the services they provide.
Where ECS uses another organisation to process personal information on behalf of ECS or its customers, appropriate data-protection arrangements should be maintained. UK GDPR places specific requirements on controller/processor relationships.
7. Customer records and certificates
Information entered into ECS by a subscribing business remains associated with that business account.
ECS uses account separation and access controls designed to prevent one business from accessing another business’s customers, properties, appliances, certificates and other private records.
Businesses are responsible for ensuring that they have an appropriate lawful basis for collecting and entering their customers’ personal information into ECS.
8. Photographs and signatures
ECS allows engineers to store photographs associated with properties, appliances and jobs and to capture signatures when completing certain certificates.
These records may contain personal information.
Photographs stored within ECS are intended for the engineer/business’s records and are not automatically included on the final customer certificate unless a particular ECS feature specifically provides otherwise.
Businesses should only capture photographs and signatures where they have an appropriate reason to do so.
9. How long information is kept
We keep information for as long as reasonably necessary to provide ECS, meet contractual and legal obligations, maintain appropriate business records and resolve disputes.
Businesses using ECS are responsible for determining appropriate retention periods for the customer and job information they control.
When an ECS account is closed, information may remain temporarily within secure backups before being removed through normal backup-retention processes.
The ICO identifies retention periods as information that should be explained to individuals as part of transparent data processing.
10. Security
We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure or loss.
These measures include account authentication, access controls, separation of business accounts, restricted administrative access and regular backups.
However, no internet-based service can guarantee absolute security.
Users are responsible for protecting their ECS login credentials and should not share passwords with unauthorised persons.
11. Your data protection rights
Depending on the circumstances, UK data protection law may give you rights including the right to:
- Request access to your personal information
- Ask for inaccurate information to be corrected
- Request deletion of information in certain circumstances
- Request restriction of processing
- Object to certain processing
- Request transfer of information where applicable
- Withdraw consent where processing relies upon consent
If your request relates to information held in ECS by an engineer or trade business — for example, a certificate or property record — you should normally contact that business first because it will generally be the controller of that information.
If your request relates directly to your ECS account or ECS itself, contact us at:
admin@engineercertificatesuite.co.uk
12. Cookies
ECS may use cookies and similar technologies that are necessary for login, security, account sessions and operation of the website and application.
If we introduce optional analytics, advertising or other non-essential cookies, appropriate information and consent mechanisms will be provided where required.
The ICO distinguishes privacy information and cookie obligations and recommends explaining clearly how cookies and personal information are used.
13. International transfers
Some service providers may process information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps to ensure that applicable data-protection requirements and safeguards are followed.
14. Children’s information
ECS is a business service intended for engineers, tradespeople and businesses and is not intended for use by children.
15. Changes to this Privacy Policy
We may update this Privacy Policy as ECS develops or where legal or regulatory requirements change.
The latest version will be published on this website with the date it was last updated.
16. Complaints
If you have concerns about how we handle your personal information, please contact us first so we can investigate.
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s data-protection regulator. The ICO specifically recommends that UK organisations tell individuals about this right in their privacy information.