1.1 Introduction
Voltbase Software Ltd ("Voltbase", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, processes, stores, transfers, and protects personal information in connection with the Voltbase SaaS platform, websites, mobile applications, APIs, and associated services and safeguard your information when you use our SaaS platform designed for electrical businesses.
By accessing or using our services, you agree to the collection and use of information in accordance with this policy.
Voltbase reserves the right to update operational procedures, technical standards, and service controls in response to evolving security, regulatory, and commercial requirements. Customers acknowledge that SaaS services inherently rely upon third-party infrastructure providers, internet connectivity, cloud hosting environments, and integrated APIs.
Customers remain responsible for ensuring compliance with their own regulatory, insurance, employment, contractual, and industry obligations when using the platform. Voltbase does not provide legal, financial, or regulatory advice and platform outputs should be reviewed independently where required.
1.2 Information We Collect
1.2.1 Information You Provide Directly
- Account registration details: name, email address, company name, job title
- Billing and payment information (processed securely via third-party providers)
- Business data you upload or create within the platform (quotes, invoices, job records)
- Communications you send to us via support, email, or in-app chat
1.2.2 Information Collected Automatically
- Log data: IP address, browser type, pages visited, time and date of visits
- Device information: hardware model, operating system, unique device identifiers
- Usage data: feature interactions, session duration, click patterns
- Cookie and tracking technology data (see our Cookie Policy)
1.2.3 Information from Third Parties
- Payment processors (Stripe, GoCardless) for billing verification
- Authentication providers if you use single sign-on (SSO)
- Analytics providers to help us understand platform usage
1.3 Data Categories
Voltbase may process account data, customer operational records, engineer schedules, certification files, uploaded photographs, invoices, quotations, payment records, support communications, analytics information, API usage logs, and authentication metadata.
Voltbase reserves the right to update operational procedures, technical standards, and service controls in response to evolving security, regulatory, and commercial requirements. Customers acknowledge that SaaS services inherently rely upon third-party infrastructure providers, internet connectivity, cloud hosting environments, and integrated APIs.
Customers remain responsible for ensuring compliance with their own regulatory, insurance, employment, contractual, and industry obligations when using the platform. Voltbase does not provide legal, financial, or regulatory advice and platform outputs should be reviewed independently where required.
1.4 Legal Basis
Processing activities are performed under contractual necessity, legitimate interests, compliance obligations, and consent where required under UK GDPR.
Where the UK GDPR or EU GDPR applies, we process your personal data under the following lawful bases:
- Contract: processing necessary to perform the contract with you
- Legitimate Interests: improving our services, fraud prevention, and platform security
- Legal Obligation: compliance with applicable laws
- Consent: where you have given clear consent (e.g. marketing emails)
Voltbase reserves the right to update operational procedures, technical standards, and service controls in response to evolving security, regulatory, and commercial requirements. Customers acknowledge that SaaS services inherently rely upon third-party infrastructure providers, internet connectivity, cloud hosting environments, and integrated APIs.
Customers remain responsible for ensuring compliance with their own regulatory, insurance, employment, contractual, and industry obligations when using the platform. Voltbase does not provide legal, financial, or regulatory advice and platform outputs should be reviewed independently where required.
1.5 Retention
Operational records are retained only for as long as required to deliver services, comply with legal obligations, enforce agreements, resolve disputes, and maintain business continuity procedures.
Voltbase reserves the right to update operational procedures, technical standards, and service controls in response to evolving security, regulatory, and commercial requirements. Customers acknowledge that SaaS services inherently rely upon third-party infrastructure providers, internet connectivity, cloud hosting environments, and integrated APIs.
Customers remain responsible for ensuring compliance with their own regulatory, insurance, employment, contractual, and industry obligations when using the platform. Voltbase does not provide legal, financial, or regulatory advice and platform outputs should be reviewed independently where required.
We retain your personal data for as long as your account is active or as needed to provide you services. We will retain and use your information to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
Upon account closure, we will delete or anonymise your personal data within 90 days unless a longer retention period is required by law.
1.6 Security
Voltbase applies encryption in transit, role-based access controls, backup procedures, logging, monitoring, and infrastructure security controls to protect platform data.
Voltbase reserves the right to update operational procedures, technical standards, and service controls in response to evolving security, regulatory, and commercial requirements. Customers acknowledge that SaaS services inherently rely upon third-party infrastructure providers, internet connectivity, cloud hosting environments, and integrated APIs.
Customers remain responsible for ensuring compliance with their own regulatory, insurance, employment, contractual, and industry obligations when using the platform. Voltbase does not provide legal, financial, or regulatory advice and platform outputs should be reviewed independently where required.
1.7 International Transfers
Where personal data is transferred outside the UK or EEA, appropriate contractual safeguards and security controls shall apply.
Voltbase reserves the right to update operational procedures, technical standards, and service controls in response to evolving security, regulatory, and commercial requirements. Customers acknowledge that SaaS services inherently rely upon third-party infrastructure providers, internet connectivity, cloud hosting environments, and integrated APIs.
Customers remain responsible for ensuring compliance with their own regulatory, insurance, employment, contractual, and industry obligations when using the platform. Voltbase does not provide legal, financial, or regulatory advice and platform outputs should be reviewed independently where required.
1.8 Data Sharing and Disclosure
We do not sell, trade, or rent your personal information. We may share your data with:
1.8.1 Service Providers
Trusted third-party vendors who assist in operating our platform, subject to confidentiality obligations. These include cloud hosting providers, payment processors, email service providers, and analytics tools.
1.8.2 Legal Requirements
We may disclose your information where required by law, regulation, or legal process, or to protect the rights, property, or safety of Voltbase, our customers, or others.
1.8.3 Business Transfers
In the event of a merger, acquisition, or sale of all or a portion of our assets, your data may be transferred as part of that transaction.
1.9 International Data Transfers
Voltbase operates primarily in the United Kingdom. If we transfer your data outside the UK or EEA, we will ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the UK ICO or European Commission.
1.10 Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Right of Access: request a copy of the personal data we hold about you
- Right to Rectification: request correction of inaccurate or incomplete data
- Right to Erasure: request deletion of your personal data (subject to legal obligations)
- Right to Restrict Processing: request that we limit how we use your data
- Right to Data Portability: receive your data in a structured, machine-readable format
- Right to Object: object to processing based on legitimate interests or for direct marketing
- Right to Withdraw Consent: where processing is based on consent, withdraw at any time
To exercise any of these rights, contact us at: privacy@voltbase.software
1.11 Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption at rest and in transit, access controls, and regular security assessments.
However, 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 data, we cannot guarantee its absolute security.
1.12 Children's Privacy
Voltbase services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If you become aware that a child has provided us with personal information, please contact us immediately.
1.13 Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on our website and, where appropriate, by email. Your continued use of the platform after such changes constitutes your acceptance of the updated policy.