Williams RPD Site Quality Control App Privacy Policy
**Last updated: 28th August 2026**
## 1. About this privacy policy
This privacy policy explains how Williams RPD Ltd collects, uses, stores and protects personal information when the Williams RPD Site Quality Control App is used.
The app is designed for authorised Williams RPD employees, site supervisors, inspectors and other authorised construction personnel. It is used to complete site-quality surveys, record snagging items, attach supporting photographs and produce quality-control reports.
For data protection purposes, the data controller is:
**Williams RPD Ltd**
Trevithick Manor Farm
Newquay
Cornwall
TR8 4QD
Telephone: 01637 800276
Email: [office@williamsrpd.co.uk](mailto:office@williamsrpd.co.uk)
## 2. Information handled by the app
Depending on how the app is used, it may handle the following information:
* Inspector, site supervisor and contracts manager names.
* Inspector, site supervisor and contracts manager email addresses.
* Site names and plot numbers.
* The date and time of surveys and inspections.
* The type of work being inspected, including rendering and boarding work.
* Checklist answers and quality-control results.
* Comments about defects, incomplete work, remedial work or snagging items.
* Photographs selected by the user as evidence of site conditions, defects or completed work.
* Completion photographs and quality-control records.
* PDF survey and quality-control reports generated by the app.
Users should avoid including unnecessary personal information in comments or photographs.
Photographs should not intentionally identify workers, residents, customers or members of the public unless this is necessary for the quality-control record and the user is authorised to include them.
The app should not be used to record medical information, racial or ethnic information, religious beliefs, trade union membership or other special-category personal information.
## 3. How information is obtained
Information is entered directly into the app by an authorised user.
Photographs are selected by the user through Apple’s system photo picker. The app receives only the photographs selected by the user and does not scan or obtain unrestricted access to the entire photo library.
Some contact information may relate to another person, such as a supervisor, inspector or contracts manager. Users entering another person’s information must ensure that the information is accurate and that they are authorised to use it for the relevant project.
## 4. How we use the information
Williams RPD may use information recorded through the app to:
* Carry out pre-work and completion inspections.
* Identify defects, incomplete work and snagging items.
* Record whether corrective work has been completed.
* Create survey and quality-control reports.
* Send reports to the Williams RPD office and relevant site personnel.
* Maintain evidence of workmanship and project quality.
* Communicate with inspectors, supervisors, contracts managers, contractors and clients.
* Manage contracts, customer queries, complaints, warranties and insurance matters.
* Establish, exercise or defend legal claims.
* Meet applicable legal, regulatory, contractual and health and safety requirements.
Information collected through the app is not used for advertising or unrelated marketing.
## 5. Our lawful basis
Under UK data protection law, Williams RPD must have a lawful basis for using personal information.
Depending on the circumstances, we rely on:
### Legitimate interests
We have legitimate business interests in monitoring workmanship, managing site quality, recording defects, confirming that corrective work has been completed and maintaining accurate project records.
We consider that this use is necessary and proportionate and that it would normally be expected in a commercial construction and quality-control environment.
### Contract
We may use personal information when it is necessary to perform a contract with a customer, contractor or other organisation, or to take steps connected with a contract.
### Legal obligation
We may retain or disclose information where necessary to comply with a legal or regulatory obligation.
We do not use information from the app to make decisions based solely on automated processing or profiling.
## 6. Where information is stored
Survey records, comments, checklist results and selected photographs are stored locally on the device on which the app is installed.
The current version of the app does not create user accounts and does not automatically upload survey records to a Williams RPD cloud database.
The app does not use information for analytics, behavioural advertising or cross-app tracking.
Users are responsible for protecting their device with an appropriate passcode, Face ID or Touch ID and for preventing unauthorised access to the app.
## 7. Emailing reports
When a user selects **Email Survey**, **Email to Office** or **Email Quality Control Report**, the app generates a PDF report containing the relevant survey information and photographs.
The report may be sent to:
* The Williams RPD office.
* The site supervisor.
* The contracts manager.
* The inspector.
* Other authorised project contacts entered by the user.
Email delivery is provided through Williams RPD’s Google Workspace email account. Google may process email addresses, message-routing information, report contents and attachments as necessary to deliver and store the email.
Once a report has been emailed, copies may be retained in Williams RPD’s email system and in the email systems of the authorised recipients.
Recipients are responsible for handling reports securely and must not forward or disclose them to unauthorised people.
## 8. Sharing information
Williams RPD does not sell personal information.
Information may be shared with:
* Authorised Williams RPD directors, employees and contractors.
* Relevant site supervisors, inspectors and contracts managers.
* Customers, principal contractors or other project organisations where necessary.
* Google Workspace, which provides the email service used to send reports.
* IT, legal, accounting, insurance and professional advisers where necessary.
* Regulators, courts, law-enforcement bodies or public authorities where disclosure is legally required.
* Another organisation if Williams RPD is reorganised, sold or transferred, subject to appropriate confidentiality and data-protection requirements.
We require organisations processing information on our behalf to provide appropriate protection for personal information.
## 9. International transfers
Some service providers, including Google, may process information using systems located outside the United Kingdom.
Where personal information is transferred outside the United Kingdom, Williams RPD will take reasonable steps to ensure that an appropriate legal safeguard is in place. This may include a UK adequacy regulation, the UK International Data Transfer Agreement, an approved UK Addendum to standard contractual clauses or another legally permitted safeguard.
Further information about the safeguards used may be requested by contacting [office@williamsrpd.co.uk](mailto:office@williamsrpd.co.uk).
## 10. How long information is retained
Incomplete and saved surveys remain on the device until they are deleted by an authorised user, the app is removed or the device’s app data is erased.
Completed-project records may remain on the device as part of Williams RPD’s quality-control records.
Emailed reports and associated project records will normally be retained for up to **six years following completion of the relevant project**.
Information may be retained for longer where reasonably necessary because of:
* A continuing contract or warranty.
* A customer complaint.
* An insurance claim.
* A health and safety matter.
* A legal dispute or anticipated legal claim.
* A legal or regulatory requirement.
Williams RPD will periodically review retained information and delete or anonymise information that is no longer required.
Deleting a survey from the app does not automatically delete copies of a report that have already been emailed.
## 11. Keeping information secure
Williams RPD uses reasonable technical and organisational measures to protect information against unauthorised access, loss, alteration or disclosure.
These measures may include:
* Device passcodes and biometric security.
* Access limited to authorised personnel.
* Encrypted email connections.
* Password-protected business email accounts.
* Staff confidentiality obligations.
* Appropriate device and software updates.
* Secure disposal or deletion of records when they are no longer required.
No electronic storage or transmission system can be guaranteed to be completely secure. Any suspected loss, unauthorised disclosure or security incident should be reported immediately to [office@williamsrpd.co.uk](mailto:office@williamsrpd.co.uk).
## 12. Your data-protection rights
Depending on the circumstances, individuals may have the right to:
* Ask for a copy of their personal information.
* Ask us to correct inaccurate or incomplete information.
* Ask us to delete personal information.
* Ask us to restrict how personal information is used.
* Object to certain uses of personal information.
* Ask for information they provided to be transferred in a commonly used electronic format.
* Withdraw consent where consent is the lawful basis being used.
* Complain about how personal information has been handled.
These rights are not absolute and may be subject to legal exemptions.
### Your right to object
Where Williams RPD relies on legitimate interests, you have the right to object to the use of your personal information.
We will stop using the information unless we can demonstrate compelling legitimate grounds for continuing to use it or the information is required for legal claims.
Requests should be sent to [office@williamsrpd.co.uk](mailto:office@williamsrpd.co.uk). We may need to request reasonable proof of identity before responding.
## 13. Deleting information
Authorised app users can delete saved surveys from the Saved Surveys section of the app.
Individuals may request access, correction or deletion of personal information by contacting Williams RPD.
A deletion request may apply to information held:
* On an authorised company device.
* In an emailed report.
* In Williams RPD’s email account.
* In project or quality-control records.
We may need to retain some information where there is a legal, contractual, insurance or regulatory reason to do so.
Uninstalling the app removes locally stored app information from that device but does not delete reports that have already been emailed or copied into another business system.
## 14. Children
The app is a business quality-control tool and is not intended as a consumer service for children.
Users should avoid photographing children or recording information about children. Where this is unavoidable, the information must only be recorded where it is necessary, lawful and appropriately authorised.
## 15. Complaints
Concerns should first be raised with Williams RPD using the contact details in this policy.
Individuals also have the right to complain to the UK Information Commissioner’s Office:
**Information Commissioner’s Office**
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
## 16. Changes to this policy
We may update this privacy policy when the app’s features, legal requirements or data-handling practices change.
The latest version will be published on the Williams RPD website. The “Last updated” date at the beginning of the policy will show when it was most recently revised.
## 17. Contact us
Questions, concerns or data-protection requests relating to the app should be sent to:
**Williams RPD Ltd**
Email: [office@williamsrpd.co.uk](mailto:office@williamsrpd.co.uk)
Telephone: 01637 800276
Address: Trevithick Manor Farm, Newquay, Cornwall, TR8 4QD