Legal Compliance
Privacy Policy
How ProbationWatch handles account, site, and customer data in line with UK GDPR.
Last updated: 29 March 2026
ProbationWatch ("we", "us", "our") provides a UK-focused probation compliance SaaS platform. This policy explains how we collect, use, store, and share personal data in line with UK GDPR, the Data Protection Act 2018, and ICO guidance.
1. Controller and Processor Roles
For account, subscription, support, and site consent data, ProbationWatch acts as the data controller. For employee records uploaded by customers, the customer acts as controller and ProbationWatch acts as data processor.
2. Personal Data We Collect
- Account data: name, work email, company details, user role.
- Billing data: Stripe IDs and plan status. Card details are handled by Stripe.
- Employee data: names, job title, start date, and probation records (processor scope).
- Technical data: IP address, browser logs, and cookie preference state.
3. Lawful Bases
We process data under Contract (to provide the service), Legitimate interests (security and product improvement), and Legal obligation.
4. How We Use Data
- Provision and maintenance of your account.
- Probation timeline calculations and review generation.
- Security controls and audit ledger events.
- Aggregated usage measurement through privacy-friendly Vercel Analytics.
5. Sharing and Sub-processors
We share data only where necessary to provide the service (hosting, database, email). We use contractual protections for all sub-processors.
6. International Transfers
Where data is transferred outside the UK, we rely on appropriate safeguards such as adequacy decisions or UK addendum-based contractual protections.
7. Retention
We retain account data only as long as necessary for service delivery. Customer-controlled records are deleted in line with account deletion workflows.
8. Security
We apply technical measures including encryption in transit, access controls, and environment segregation. No system can be guaranteed 100% secure.
9. Your Rights
Subject to law, you may have rights to access, rectify, or erase your personal data, and to complain to the Information Commissioner's Office (ICO).
10. Cookies and Browser Storage
- Essential cookies: authentication, session security, and legal update alert state.
- Analytics: we use privacy-friendly, cookieless Vercel Analytics.
You can reset site preferences at any time using the control below:
11. Contact
Privacy requests: privacy@probationwatch.co.uk