jobnoted

Privacy policy

For the Jobnoted website and the Jobnoted app. Last updated 19 October 2026.

Who we are

Jobnoted is a maintenance and compliance system for care homes and other organisations. Each organisation that uses Jobnoted decides who has an account and what is recorded; for that information the organisation is the data controller and Jobnoted processes it on the organisation's behalf. Jobnoted is the controller only for the small amount of information it needs to run the service securely (sign-in and device records).

What we hold

• Account details: name, email address, role and organisation, set up by your organisation's administrator. Passwords are stored only as a secure hash.
• Work records: fault reports, comments, photos, locations, asset registers and test results (PAT and emergency lighting), with who recorded them and when.
• Devices: for each phone signed in to the app, a device name, platform, when it was signed in and last used, and, if you allow notifications, a notification token.
• Security logs: sign-in attempts and an edit history of changes to records.

We do not use advertising, analytics or tracking, and we do not sell or share information for marketing. The app sends crash reports so faults can be fixed; they contain no names or records.

Phone permissions

• Camera: to scan asset QR labels and take photos you choose to attach. Images are only sent when you save them.
• Photos: to attach an existing photo you pick.
• Nearby devices (Bluetooth) and Wi-Fi: only to find and print to a label printer.
• Notifications: to tell you about jobs assigned to you or updated. You can turn these off at any time.

The app keeps a copy of your organisation's records on the phone so it works without signal. This copy is removed when you sign out.

Who else processes it

• Our hosting and network providers, who run the servers and protect the service (including Cloudflare).
• Google Firebase, which delivers app notifications and, if the app crashes or a page fails, a crash report (the phone model, Android version and what went wrong, with no names or records).
• Our email provider, which delivers sign-in invitations, reports and alerts.

These providers act on our instructions and only receive what they need to provide their service.

How long we keep it

Compliance records are kept for as long as your organisation uses Jobnoted, because organisations are often required to keep them for inspection. Deleted items are kept for 30 days so they can be restored, then removed. When an organisation stops using Jobnoted, its records are deleted on request or after the agreed notice period.

Your rights

You can ask for a copy of the information held about you, ask for it to be corrected, or ask for your account and personal information to be deleted. As your organisation controls its records, please contact your organisation's Jobnoted administrator first, or email us at [email protected]. Records your organisation must keep by law (for example, a signed test certificate) may need to be kept with your name on them.

If you are unhappy with how your information is handled, you can complain to the Information Commissioner's Office (ico.org.uk).

Security

All connections are encrypted (HTTPS). Access is limited by role, sign-in attempts are rate limited, and an administrator can remove a person's access at any time.