PinPoint privacy policy

Who we are and who this policy covers

PinPoint is provided by Simpli-Fi Cloud Ltd. This policy explains how PinPoint handles information about the businesses and staff who use it, customers who receive a location request, and people who contact support. For privacy enquiries, contact support@simpli-fi.cloud.

For account administration, support, service security and PinPoint billing, Simpli-Fi Cloud Ltd determines how the relevant personal information is used. For client, site, job and location information handled on a service business's instructions, that business determines why the information is collected and used and Simpli-Fi Cloud Ltd processes it to provide PinPoint. ServiceM8 and other providers also have their own responsibilities for their services.

If you received a location request, the requesting business is your first contact about its use of your information. You may also contact us for help identifying the appropriate contact or exercising rights relating to our own processing.

Information from ServiceM8

When a business authorises PinPoint, it receives access through ServiceM8's OAuth connection. Depending on the action being used, PinPoint reads the business identity and region, the selected job and address, the linked site/client and its contacts, and the identity and active status of the staff member using PinPoint. Contact details include names, mobile numbers and email addresses.

To send a personal reply alert, PinPoint reads the requesting staff member's mobile number and clock-off records. It compares clock-off records at request creation and before dispatch; it does not continuously track the engineer or edit timesheets. It reads and writes the relevant diary notes and attachments to record requests, save customer replies and display photos.

Connection tokens allow this authorised access without giving PinPoint the user's ServiceM8 password. PinPoint records the business and staff identities needed to keep different businesses' information separate, attribute actions and manage company settings.

Information provided by customers and users

A customer may share precise work coordinates, an optional entrance point, the device-reported accuracy and whether the point came from device location or manual selection. The customer can also provide a note and a photo. The submitted point is associated with the requesting business and its job/site/client, with a confirmation time.

The browser asks permission to use the device's location. Permission is optional: a customer can select the location on the map instead or contact the requesting business directly. A note, entrance and photo are optional. Sharing a device location is a point-in-time action; PinPoint does not provide continuous customer tracking.

Where entrance checking is enabled, the selected work point and accuracy are sent to PinPoint for a nearby-road check before Send location is pressed. The check uses a local road index; it does not send that point to an external geocoding or road-analysis service. The point becomes a saved customer confirmation after submission. Map tiles are obtained separately as described below.

Staff provide message templates and navigation preferences. The billing manager may provide payment setup information directly to Stripe and explicitly accept the billing agreement. Support messages contain the details the sender chooses to include. Avoid sending unrelated personal details or sensitive documents in a note, photo or support request.

Usage, diagnostics and browser information

PinPoint records staff and account activity, request outcomes, customer completions, diary/photo processing, usage credits and billing events. It measures server response times and error counts to diagnose faults and assess performance. Business and staff records include first and last observed use. A separate account-activity record counts deliberate staff actions and successful customer submissions. Polling, background processing, payments and customer-link previews do not reset that record. This does not reconstruct activity before tracking began.

Application diagnostics exclude message bodies, GPS coordinates, notes, photos, contact details, credentials and raw customer-link URLs. Identifiers and event timings may still relate to a business or staff member; these are not described as anonymous data. Hosting and other infrastructure providers also receive network information such as IP addresses when serving requests.

PinPoint uses a short-lived security cookie during ServiceM8 connection and browser session storage for billing authentication. Navigation preferences are saved against the staff account on the server. The PinPoint application does not load Google Analytics or advertising trackers. The separate Simpli-Fi Cloud marketing website has its own cookie arrangements.

How we use information

Information is used to send the requested location link, associate the reply with the correct site/client, show the engineer where to go, provide the optional requester alert, maintain diary records and display the customer photo. It is also used to administer the service, record the billing agreement and usage, collect authorised charges, resolve support requests, prevent misuse and investigate errors.

For our own processing, we rely on performance of a contract where the individual is a party to it; legitimate interests in operating and securing the service, helping business users and managing their accounts; and legal obligations for records that we are required to keep. The service business is responsible for identifying and explaining its basis for processing its customers' and staff members' information. Browser location permission does not replace that responsibility.

PinPoint automatically applies usage credits, the monthly cap and payment-access rules. It does not use customer locations to make employment, lending or similar decisions. If you believe a usage or account-access result is wrong, contact support for review.

Where information is stored and shared

PinPoint's application is currently hosted by Render in Frankfurt, Germany. Sensitive application content and connection credentials are encrypted in storage, connections use HTTPS, and off-host database backups have a separate encryption key. Access to the application is scoped to the business and authorised user. These measures reduce risk; no service can guarantee absolute security.

PinPoint does not sell personal information. Information may also be disclosed where legally required, to protect rights or security, or in a business transfer subject to applicable protections. Customer links should be shared only with their intended recipients.

For background on the connected services, see the ServiceM8 privacy policy and OpenStreetMap Foundation privacy policy.

International processing

Hosting in Frankfurt and email processing in Stockholm do not mean that all provider processing is confined to Europe. Backup storage, payment processing, provider support and navigation services may involve other countries.

Providers publish data-processing and transfer terms, including Render's data-processing addendum, Cloudflare's data-processing addendum, AWS's data-protection information and Stripe's data-processing agreement. These describe contractual protections and the circumstances in which transfer mechanisms apply. Contact us for information about the arrangements relevant to your data. We do not represent all processing as UK-only or EU-only.

How long information is kept

Account activity is separate from spending. A business may remain an active PinPoint user while owing £0. Neither a zero invoice nor the absence of a payment is a reason to classify it as inactive.

After 12 months without meaningful use, we send an inactivity notice to the current billing contact or business email supplied by ServiceM8. We allow at least 30 days from acceptance of that notice by the email service and send a reminder seven days before the end of that period. Resuming use cancels the process. Accounts with no use after the notice period go to support for closure review; the system does not automatically delete them. Support must check the contact, notice delivery and latest activity before acting. Missing contact details or failed/uncertain notices do not authorise closure.

You can request a data copy, account closure or deletion under Account → Add-ons → PinPoint → Account and data, or by email. We verify business ownership before company-wide disclosure or deletion and confirm the outcome, deletion arrangements and any limited retention exceptions. Sending a request does not itself stop billing or delete data. A request about an individual's own information does not require closing the company account.

At present, PinPoint does not automatically delete live location or usage records on a fixed schedule. Unused customer links stop accepting submissions after seven days; link expiry does not delete the underlying request. Cancellation of billing is also not data deletion.

Photos are retained temporarily in PinPoint while upload to ServiceM8 is pending. Once PinPoint verifies the saved attachment, it removes the local image and retains its reference. If verification fails, it retains the temporary copy for recovery. Pending uploads are included when we review a deletion request.

Routine encrypted PinPoint backups use a seven-day retention target. Old backups are purged after a new backup has been successfully verified; failures can delay pruning. Separate recovery-drill copies and provider-managed snapshots require their own review and removal.

Where accounting, tax or legal obligations require certain records to remain, we retain only the relevant billing, agreement or dispute records and explain the applicable period when handling the request. This is not a reason to retain unrelated location history or photos. The final schedule for production billing is being settled before real payments begin. Account-linked analytics are personal information where they identify people; they are not treated as anonymous simply because a name is absent.

Deleting PinPoint data does not automatically remove notes, photos or messages already saved in the business's ServiceM8 account, or records held by another provider under its own obligations. Those records require the appropriate business/provider process. Restoration from backup must reapply completed deletions before normal service resumes.

Your choices, rights and responsibilities

Depending on applicable law and the processing involved, you may be entitled to access, correct, delete, restrict or obtain a portable copy of your personal information. Where processing relies on consent, you can withdraw that consent. You can decline device location permission and use a manual pin instead; after submission, contact the business about correction or deletion.

You may object to processing based on legitimate interests. Send your request to support@simpli-fi.cloud. We may need to verify your identity and authority, and some rights have limits where records must be kept or another business controls the information.

Businesses using PinPoint are responsible for informing their staff and customers, choosing appropriate recipients, keeping contact and site details accurate and using the data only for authorised purposes. A person's ability to edit company message templates does not give them authority to delete the business's account.

You can raise a concern with the UK Information Commissioner's Office or the relevant regulator in your jurisdiction. Contact us if you need help exercising a right or understanding our response.

Changes and contact

The policy will show its revision date when updated. Material changes will be brought to account contacts' attention using the available service contact arrangements. Contact Simpli-Fi Cloud Ltd at support@simpli-fi.cloud for privacy enquiries or use PinPoint help.

Adapted for PinPoint from the Simpli-Fi Cloud privacy policy dated 18 September 2026. This notice describes PinPoint specifically; features and retention arrangements of other Simpli-Fi Cloud products may differ.