Privacy Policy

1. Introduction

Sci-Tech Water Treatment Ltd ("we", "us", "our") operates the Sci-Sch2ool platform — an interactive engineering knowledge base, site reporting and people-management system for water hygiene and water treatment engineers. This Privacy Policy explains how we collect, use, store and protect personal data when you use the platform, and the rights you have over that data.

2. Data We Collect

We process the following categories of personal data:

• •Identity & contact: full name, email address, phone number, home address, date of birth and national insurance number (engineer records).
• •Employment details: job title, employment type, start/end dates, salary band, qualifications and professional certifications.
• •Emergency contact: name and phone number of a designated emergency contact.
• •Time-off & scheduling: holiday requests, absence records and allocated site visits.
• •Site visit data: site reports, photographs, temperature readings, sampling results, signatures and notes created during service visits.
• •Access credentials: engineer portal access codes and, where applicable, account login details.
• •Usage data: device information and analytics events used to improve the platform.

3. How We Use Your Data

We process personal data for the following purposes:

• •Providing and maintaining the engineering knowledge base, calculators and training materials.
• •Scheduling and recording site visits, service reports and compliance documentation.
• •Managing the workforce — directory, holiday planning, certifications and onboarding.
• •Generating professional PDF reports and compliance certificates for clients and regulators.
• •Syncing approved holidays and scheduled visits to connected calendars (e.g. Google Calendar) with your consent.
• •Fulfilling legal and regulatory obligations under health & safety and water hygiene legislation (ACOP L8, HSG274, BSRIA).

4. Legal Basis for Processing

We rely on the following legal bases under the UK GDPR: (a) performance of a contract or to take steps before entering into one; (b) compliance with our legal obligations as an employer and service provider; (c) our legitimate interests in running an efficient and compliant business; and (d) your consent, for example when connecting a third-party calendar. You may withdraw consent at any time without affecting processing already carried out.

5. Data Sharing

Your data is shared only where necessary:

• •With clients receiving site reports and compliance documentation relevant to their premises.
• •With approved third-party services you connect (e.g. Google Calendar) — limited to the data needed for that integration.
• •With regulators or authorities where required by law.
• •We do not sell personal data to any third party.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes above and to meet legal retention requirements. Employment records, certifications and compliance documentation are retained in line with statutory retention periods; site reports and archived documents are kept until their configured retention date. Account data is removed when you delete your account via Settings.

7. Data Security

The platform uses row-level access controls so that engineers only see records relevant to them, and administrators manage company-wide data. Files are stored securely, image generation is restricted to an approved allowlist, and access to sensitive records requires authentication. Despite these measures, no method of transmission or storage is completely secure.

8. Your Rights

Under the UK GDPR you have the right to:

• •Be informed about how we use your data (this policy).
• •Access the personal data we hold about you.
• •Rectify inaccurate or incomplete data.
• •Erase your data, subject to legal retention obligations.
• •Restrict or object to processing.
• •Data portability — receive your data in a structured, machine-readable format.
• •Withdraw consent where processing relies on it.
• •Lodge a complaint with the Information Commissioner’s Office (ICO).

9. Cookies & Analytics

The platform uses minimal analytics to understand feature usage and improve the service. We do not use advertising cookies or share analytics data with third parties for advertising purposes.

10. International Transfers

Where data is processed by cloud providers outside the UK, appropriate safeguards such as Standard Contractual Clauses are in place to ensure a level of protection consistent with the UK GDPR.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date below and, where appropriate, notifying you within the platform.

12. Contact

If you have any questions about this Privacy Policy or wish to exercise your rights, contact the Sci-Tech Water Treatment Ltd data protection lead via your company administrator or the official Base44 support channel.