Privacy notice
Who we are
OnTrack O&M produces operation and maintenance manuals for building services contractors, and aftercare services for the buildings they hand over. Our company and Information Commissioner's Office registration details will be added here once registration is complete. Contact us about privacy at sam@ontrackoandm.co.uk.
What we collect and why
| Who | What | Why |
|---|---|---|
| People who email us | Name, company, email, phone and your message | To reply to your enquiry and send a quote |
| Clients | Contact and billing details | To deliver our services and invoice |
| Supply chain contacts on our clients' projects | Name, job title, business email and phone | To request O&M information on our client's behalf. Our client controls this information and we process it for them. |
| Building teams using aftercare (online repository, Ask This Building, maintenance reminders) | Name, business email, sign in and Mark done records, and questions asked through Ask This Building | To give access, answer questions from the building's manual and send maintenance reminders. Our client controls this information and we process it for them. |
Feedback. If you send us feedback, through our feedback page or a link in one of our emails, we use it to reply and to improve our service. If you give us contact details for someone else, for example the person who holds the documents we've asked you for, we use them only to request the O&M documents on that job and keep them for the same period as the job records.
How we use AI
We use AI (Anthropic's Claude, under business terms that don't allow our data to be used to train models) to read and file documents, draft text and chasing emails, and answer Ask This Building questions from the building's manual. An engineer checks every manual before it is issued. AI is never used to make decisions about you. Ask This Building answers come from the manual only, show the page they came from, and should be checked against that page before anyone acts on them.
Who we share it with
We use trusted providers for email and storage (Google), hosting of this website, our client portal and aftercare services (Cloudflare) and AI document processing (Anthropic, under business terms that don't allow our data to be used to train models). We never sell personal information.
How long we keep it
- Enquiries that don't lead to work: 12 months.
- Client and billing records: 6 years after the end of the contract, for tax purposes.
- Project data, including supply chain contacts: 12 months after final issue of the manual, unless our client asks us to delete it sooner.
- Where our client has aftercare: kept while aftercare runs, then deleted 90 days after it ends. Our client can export everything free for the first 30 of those days.
Your rights
You can ask for a copy of your information, and ask us to correct, delete or restrict it, or object to how we use it. Email sam@ontrackoandm.co.uk. If we hold your details on behalf of a client, we'll pass your request to them. You can also complain to the Information Commissioner's Office at ico.org.uk.
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