This notice is for people who use one of our customers’ portals, pages or links without having a Construct Software account of their own: for example a contractor completing a compliance or application portal, someone reporting a problem through a QR code on a building system, or someone invited to a meeting. It explains the terms that apply and how your personal data is handled. It applies from 22 October 2026.

1. Who is involved

1.1 The portal, page or link you are using is provided by Construct Software Ltd (“we”, “us”) for one of our customers: the organisation that invited you, or that owns the building or system you are reporting on (“the organisation”).

1.2 The organisation decides what information to ask you for and what it does with it. For that information, the organisation is the controller and we are its processor: we store and process it only on the organisation’s instructions, under our Data Processing Agreement with them.

1.3 We are the controller only for the small amount of information we need to run the portal securely, such as your sign-in details for the portal and security records.

1.4 The section for each portal at the end of this notice gives the details for that portal.

2. Using a portal or page

2.1 By using the portal or page, you agree to use it only for its purpose, for example to supply the information the organisation has asked for, to apply to work with it, to respond to a meeting invitation, or to report a genuine problem.

2.2 You must:

  • give information that is true, accurate and up to date, and only upload documents you are entitled to share;
  • keep any link, code or password you are sent private, as it gives access to your submission;
  • not try to get into information that is not yours, upload harmful files, or interfere with the portal; and
  • not submit anything false, misleading, offensive or unlawful. Misuse may be reported to the organisation and, where appropriate, to the authorities.

2.3 Your relationship with the organisation, for example whether you are approved as a contractor, is between you and them. We do not make those decisions.

2.4 We provide the portal “as is”. To the extent the law allows, we are not liable to you for any loss arising from your use of it. Nothing in this notice limits liability that cannot be limited by law.

3. Personal data

3.1 What is collected. The organisation decides what you are asked for. Typically this includes your name, company, job title and business contact details, and may include documents such as insurance certificates, accreditations, qualifications, policies and method statements, your signature, and photographs. The section for each portal gives more detail.

3.2 Security records. Most portals and pages also record your IP address, browser details and the date and time of your actions, to keep them secure and prevent misuse. The section for each portal says what it records.

3.3 How it is used. Your information is passed to the organisation and kept in its records, so that it can do what the portal is for, such as checking your compliance, assessing your application, managing a building system or arranging a meeting. We use it only to provide the portal to the organisation. We do not sell it, use it for marketing, or use it to train artificial intelligence models.

3.4 Who else sees it. We use carefully chosen providers to host the service, store files and send emails, listed in the section for each portal. Your information is stored in the United Kingdom and the European Union, and is sent outside them only where the section for a portal says so.

3.5 How long it is kept. The organisation decides how long it keeps your information. When it deletes your information, it is permanently deleted within 90 days. If the organisation stops using our service, its portals, pages and links stop working for it (a contractor’s ContractorCompliance portal account keeps working for any other organisations it works with), and we delete its information, including yours, 90 days after we have told it that its subscription has ended, as our Data Processing Agreement requires. Deleted data remains in our backups for a limited period, normally no more than 90 days. Security records are kept for 2 years. These periods apply unless the section for a portal says otherwise.

4. Your rights

4.1 You have rights over your personal data under UK data protection law, including to see it, to have it corrected or deleted in some cases, and to object to how it is used.

4.2 For information you gave the organisation, please contact the organisation first: it is responsible for it. If you contact us, we will pass your request on and help them respond. If you were invited to a meeting through MeetingScheduler, you can ask us directly for a copy of your details or for them to be deleted, as the MeetingScheduler section explains.

4.3 For our own security records, or if you cannot reach the organisation, contact us at compliance@constructsoftware.co.uk.

4.4 You can complain to the Information Commissioner’s Office: ico.org.uk, telephone 0303 123 1113.

5. Cookies

Portals and public pages use only cookies that are strictly necessary for them to work, such as a cookie that keeps your session open while you complete a form. They do not use analytics or advertising cookies.

6. Changes

We may update this notice. The current version, with the date it took effect, is always available on this page. If a portal asks you to accept this notice, it will ask again after a significant change.

7. Contact us

Construct Software Ltd, registered in England and Wales, company number [COMPANY NUMBER]. Registered office: [REGISTERED ADDRESS]. ICO registration number: [ICO NUMBER]. Data protection contact: compliance@constructsoftware.co.uk.