Privacy Policy
Last updated: 19 September 2026. This explains what personal data Formzapp collects, why, and what rights you have over it.
1. Who we are
Formzapp is provided by Dan Wallace, trading as Formzapp, of Lytchett House, 13 Freeland Park, Wareham Road, Poole, Dorset, BH16 6FA. For data protection purposes, Formzapp is the "data controller" of the personal data described below. You can contact us at hello@formzapp.co.uk.
2. What personal data we collect
- Account data: your name, email address, company details, and login information.
- Job and certificate data: information you enter into job forms and certificates, which may include your customers' names, addresses, signatures, and photos taken on site.
- Billing data: your subscription and billing history. Card and payment details are collected and processed directly by our payment processor, Stripe — we don't store your card details ourselves.
- Usage data: basic technical and log data needed to run and secure the service.
3. Why we process this data, and our legal basis
- To provide the Formzapp service to you and your team — necessary to perform our contract with you.
- To process subscription payments — necessary to perform our contract with you.
- To help you meet record-keeping requirements for regulated trade work (for example gas or electrical compliance records) — our legitimate interest in supporting your compliance obligations, and/or your legal obligation as the tradesperson.
- To send marketing communications — only where you've given us your consent, which you can withdraw at any time.
4. Where your data is stored
Your data is stored using Supabase, hosted in the EU region, with regular backups.
5. Who we share data with
We share data with the service providers who help us run Formzapp, including Stripe (payments), Supabase (hosting and database), and Resend (sending emails such as job PDFs, password reset codes, and team invites). We don't sell your data, and we only share it with other third parties where we're required to by law.
If you choose to set up a webhook (Settings → Webhook), Formzapp will send job and invoice data to the web address you provide, the moment a job is completed or an invoice is created. This is entirely optional and off by default. You control which address it's sent to, and once that data reaches your chosen destination (for example Zapier or Make), how it's handled there is governed by that service's own terms and privacy practices, not ours — please only connect webhooks to services you trust.
6. How long we keep your data
- Account data is kept for as long as your account is active.
- Compliance-related job records (for example F-Gas records, retained for 5 years, or Gas Safety Records, retained for 2 years) are kept for their applicable legal retention period, even if your account is later closed, where the law requires this.
- Invoices and quotes are kept for 6 years, in line with UK tax record-keeping requirements. If you close your account, we remove the customer's personal details (name, email, phone, address) from these records first, keeping only the invoice/quote number and amounts.
- If you close your account, we remove your personal account data (login, profile, marketing preferences, job records not subject to the retention periods above), but anonymised invoices/quotes and any compliance-related job records are kept as described above.
7. Your rights
Under UK data protection law, you have the right to access the personal data we hold about you, ask us to correct or delete it, restrict or object to how we use it, and ask for a copy in a portable format. You can also withdraw consent for marketing at any time. To exercise any of these rights, email hello@formzapp.co.uk. You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk) if you're unhappy with how we've handled your data.
8. Marketing
We only send marketing communications if you've opted in. This consent is kept separate from accepting our Terms of Service, and you can withdraw it at any time.
9. Cookies
Formzapp uses only the essential cookies or local storage needed to keep you signed in and the app working. We don't currently use tracking or advertising cookies.
10. Security
We use reasonable technical and organisational measures, including encrypted connections and access controls, to protect your data.
11. Children
Formzapp is a business tool and isn't intended for use by children.
12. Changes to this policy
We may update this policy from time to time. If we make a significant change, we'll let you know.
13. Contact us
Questions about this policy or your data? Email hello@formzapp.co.uk.