Privacy Policy

Introduction

Thanks for using OpsPal; please read this Privacy Policy carefully. By using OpsPal in any way, you are agreeing to this Privacy Policy and our Terms and Conditions. Our commitment to user privacy is evident in this policy, which outlines our approach to handling your personal information.

Collecting personal information

We may collect, store, and use the following kinds of personal information: (a) information about your computer and your visits to and use of this system, including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, and website navigation paths. (b) information that you provide to us when registering with our system, including your name, email address and password;

(c) information that you provide when completing your profile and sites on our system (including your name, email, password and all connected site data, examples including data recorded within risk assessments, procedures, and tasks);

(d) information that you provide to us when using the services on our system, or that is generated during the use of those services (including the timing, frequency and pattern of service use);

(e) information that you post to our systems.

(f) any other personal information that you choose to send to us or input to OpsPal.

(g) precise geographical location data when completing tasks where this optional feature has been enabled by your organization’s administrator, including GPS coordinates, timestamps, and associated task completion data. OpsPal advises using this feature for specific tasks rather than on all tasks.

Using personal information

Administration & Personalisation

(a) administer our system and business;

(b) personalise our systems for you;

(c) enable your use of the services available on our system;

(d) verify that tasks are completed in appropriate locations as determined by your organisation’s requirements;

Communications

(d) send you non-marketing system communications;

(e) send you email notifications that you have specifically requested;

(f) send you marketing communications relating to our business, which we think may be of interest to you.

System Management

(g) provide third parties with statistical information about our users (Google Analytics);

(h) deal with enquiries and complaints made by or about you relating to our system;

(i) keep our system secure and prevent fraud; and

(j) Verify compliance with the terms and conditions governing the use of our system.

If you submit personal information for publication on our system, we will publish and otherwise use that information in accordance with the licence you grant to us.

Your privacy site settings can be used to limit the publication of your information on our system and can be adjusted using controls on the system.

We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party’s direct marketing.

 

Location Data for Task Completion

Location-Based Task Verification

Where your organisation has enabled location tracking for task completion, we collect and process precise location data for the following purposes:

Data Collection

GPS coordinates at the time of task sign-off

Timestamp of task completion

User identity completing the task

Associated task and site information

Purpose and Use

Verify tasks are completed in correct physical locations

Provide audit trail for compliance and quality assurance

Enable organisations to identify discrepancies in task completion locations

Support workplace safety and operational efficiency requirements

Control and Consent

This feature is entirely optional and controlled by your organisation administrator

Individual users cannot enable or disable this feature independently

Organisations may choose to enable this feature for some or all tasks.

Location data is only collected when completing tasks, not for general system use, and can be added to problems

Data Retention

Location data for task completion is retained for the same period as the associated task data

This data forms part of your organisation’s operational records

Location data may be retained longer where required for legal, audit, or compliance purposes

Disclosing personal information

Internal Disclosure

We may disclose your personal information to any of our employees, officers, insurers or professional advisers insofar as reasonably necessary for the purposes set out in this policy.

We may disclose your personal information to any member of our group of companies; this means our subsidiaries, our ultimate holding company and all its subsidiaries insofar as reasonably necessary for the purposes set out in this policy.

Legal Requirements

We may disclose your personal information:

(a) to the extent that we are required to do so by law;

(b) in connection with any ongoing or prospective legal proceedings;

(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);

Business Transactions

(d) to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling; and

(e) to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.

Except as provided in this policy, we will not provide your personal information to third parties.

Retaining personal information

Retention Policy

This section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.

Duration Limits

Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

Exceptions

We will retain a small amount of personal data (name, email, encrypted password):

– (a) to the extent that we are required to do so by law;

(b) if we believe it may be relevant to any ongoing or prospective legal proceedings; and

(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

(b) Security of personal information

Technical Precautions

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

Secure Storage

We will store all the personal information you provide on our secure password- and firewall-protected servers.

Internet Limitations

You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

Password Security

You are responsible for keeping the password you use for accessing our system confidential; we will not ask you for your password (except when you log in to our system).

Changes

Policy Updates

We may update this policy from time to time by publishing a new version on our system.

Regular Verification

You should check this page occasionally to ensure you are happy with any changes to this policy. As a user there will be a copy of this in the knowledgebase, and you will be notified in the product when we make any updates.

Your rights

Access to Information

You may instruct us to provide you with any personal information we hold about you or your sites; provision of such information will be subject to:

(a) the payment of a fee and

(b) the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor).

Legal Limitations

We may withhold personal information that you request to the extent permitted by law.

Marketing Preferences

You may instruct us at any time not to process your personal information for marketing purposes.

In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.

Location Data Rights

Where location tracking is enabled, you may request details of location data we hold about your task completions. However, this data forms part of your organisation’s operational records and cannot be deleted whilst relevant to ongoing business operations.

Third-party websites

No Control

We have no control over third-party policies

Hyperlinks

Our systems allow hyperlinks to third parties

Not Responsible

We are not responsible for third-party practices

Our system allows hyperlinks to, and details of, third-party websites. We have no control over and are not responsible for the privacy policies and practices of third parties.

Updating information

Review

Check your personal information

Identify

Find outdated or incorrect data

Contact

Let us know about needed updates

Please let us know if the personal information that we hold about you needs to be corrected or updated.

Cookies

Our website uses cookies.

Cookie Information

What are cookies?

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

Types of cookies

Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

Our usage

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

We use both session and persistent cookies.

Most browsers by default require you to enable cookies. Please refer to this link for your preferred browser choice on how to enable cookies.

Cookie Management

Impact of Blocking

Blocking all cookies will have a negative impact upon the usability of our system. If you block cookies, you will not be able to use all the features on our system.

Deletion Option

You can delete cookies after your session on OpsPal, which does not have a negative impact on your future use of OpsPal.

Browser Settings

Most browsers allow you to manage cookie settings through preferences

Our Details

Company Registration

This system is owned and operated by OpsPal Ltd

We are registered in England under registration number 10607674, and our registered office is at Mold Business Park, Mold, Wales, CH7 1XP.

Principal Place of Business

Our principal place of business is at OpsPal Ltd, Mold Business Park, Mold, Wales, CH7 1XP.

Contact Us

Contact Method

Email us with any questions; please contact contact@opspal.com

Support Hours

We aim to respond promptly

Last updated 12th december 2025 by Craig Campbell