1. Who we are
MachSafe is a trading name of Mach Global Ltd, registered in England and Wales. We are registered as a Data Controller with the Information Commissioner's Office (ICO). Our ICO registration number is ZC116041.
Our contact details: support@machsafe.co.uk
2. What data we collect
We collect the following categories of personal data:
- Account data: Name, email address, job title, organisation name, and telephone number when you register or contact us.
- Building data: Information about the buildings you manage, uploaded safety documents, and compliance records. This may include details about residents and dutyholders.
- Usage data: How you interact with the MachSafe platform, including log data, browser type, and pages visited.
- Payment data: Billing information processed through our payment provider. We do not store card details directly.
3. How we use your data
We use your personal data for the following purposes:
- Providing the MachSafe compliance platform and related services
- Sending service communications including compliance alerts and product updates
- Responding to your enquiries and providing customer support
- Improving the MachSafe platform through anonymised usage analysis
- Complying with our legal obligations
4. Legal basis for processing
We process your personal data on the following legal bases under UK GDPR:
- Contract: Processing necessary to provide the MachSafe service under our Terms and Conditions.
- Legitimate interests: Improving our platform, preventing fraud, and sending relevant service communications.
- Legal obligation: Complying with applicable laws and regulations.
- Consent: Where we have obtained your explicit consent, such as for marketing communications.
5. Data sharing
We do not sell your personal data. We may share data with:
- Cloud infrastructure providers: For platform hosting and database storage. All providers are contractually bound to protect your data.
- AI model providers: When you use AI features, building data is processed to generate outputs. We do not use your data to train third-party models without consent.
- Legal authorities: Where required by law or to protect our legal rights.
6. Data retention
We retain your data for as long as your account is active. Following account closure:
- Account data is deleted within 30 days of account closure
- Building and compliance records are deleted within 90 days unless you request earlier deletion
- Audit logs are retained for 7 years to comply with regulatory requirements
7. Your rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Correct inaccurate personal data
- Request deletion of your personal data
- Object to or restrict processing of your data
- Request a portable copy of your data
- Withdraw consent at any time where consent is the legal basis
To exercise any of these rights, contact us at support@machsafe.co.uk.
8. Cookies
MachSafe uses essential cookies to operate the platform and analytical cookies to improve our service. You can control cookie preferences through your browser settings. A full cookie notice is displayed on your first visit to machsafe.co.uk.
9. Security
We implement appropriate technical and organisational measures to protect your personal data, including encryption at rest and in transit, access controls, and regular security reviews.
10. Complaints
If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office at ico.org.uk or by calling 0303 123 1113.
11. Changes to this policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by email. The latest version is always available at machsafe.co.uk/privacy.
12. Contact
For any privacy-related queries, contact us at:
support@machsafe.co.uk
Mach Global Ltd, London, United Kingdom