P3S – Privacy Notice
1. Who we are
P3S is provided by Platinum 3Sixty Ltd ("we", "us", "our"), registered in England and Wales, company number 11592029. Our trading address is Bullockstone Road, Herne Bay, Kent CT6 7NL, England. Our director is Jake Leyser.
Contact for privacy questions: enquiries@p3s.app. Website: https://p3s.app. App: https://app.platinum3sixty.com.
This notice explains what personal information is handled through P3S and our website, why, and the rights people have. It applies in the UK under the UK GDPR and the Data Protection Act 2018, and in Australia under the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
2. Who is responsible for your information
P3S is used by contractor companies (our "customers"). Who is responsible depends on the information:
- Information entered into the app about a customer's staff, subcontractors, drivers and clients: the customer company is the controller. It decides what is recorded and why. We are its processor and handle the information only on its instructions. If you work for, or are a client of, one of our customers, please contact that company first about your information.
- Account and billing contact details for our customers, and enquiries made through our website or by email: Platinum 3Sixty Ltd is the controller.
3. Information collected through the app
Depending on the features a customer uses, P3S may hold:
- names, work email addresses, phone numbers and job roles;
- sign-in records (for example when someone logged in);
- timesheet hours;
- signatures and acknowledgements with time stamps (for example RAMS / SWMS briefings and toolbox talks);
- photos taken on site, for site reports, defects and receipts. These may incidentally show people or vehicle number plates;
- GPS location, as explained in section 4;
- vehicle and plant check results, defects and repair costs;
- fuel fills and fuel receipts;
- material load tickets;
- contact details of the customer's clients, used for enquiries, estimates and quotes.
4. Location – when it is and is not recorded
P3S does not track people in the background. It records a GPS position only when a user taps an action, such as:
- starting or ending a material load;
- dropping a site pin on the map;
- taking a site photo.
The one exception is while a load is being laid: location is recorded while that load is in progress and the app is open on screen. It stops when the load is ended or the screen is closed.
GPS positions come from the user's own device and are typically accurate to around 3–5 metres. Site pins can be shared with drivers through a link that does not need a login, so anyone with that link can see the pinned site location.
5. How app information is used
We use information in the app only to provide the service to the customer, including to:
- run job sheets, timesheets, checks, reports, load tickets, maps and stock records;
- send emails the customer has set up, such as defect emails, restock emails and quotes to clients (with an online accept link);
- show weather warnings for planned shifts;
- keep the service secure, fix problems and provide support.
We do not sell personal information, and we do not use customers' app information for our own marketing.
6. Information we handle as controller
| Information | Why we use it | Lawful basis (UK) |
|---|---|---|
| Account and billing contacts: name, work email, phone, role, company details, billing records | To set up and manage the customer's account, provide support, send service messages and (for paid plans) invoice | Contract; legitimate interests in running our business; legal obligation for financial records |
| Website and email enquiries: name, contact details and your message | To reply to you and, if you ask, arrange a trial or demonstration | Legitimate interests in responding to business enquiries |
We only send marketing emails to people who have asked to hear from us, and every marketing email includes a way to opt out.
7. Who we share information with
We use the following service providers to run P3S. They handle information only to provide their service to us.
| Provider | What it does | Location |
|---|---|---|
| Supabase | Database, sign-in and file storage (including photos) | EU – Frankfurt |
| Vercel | Web hosting | Global network (US company) |
| Resend | Sending emails | USA |
| OpenStreetMap and Esri | Map tiles (your device requests map images for the area being viewed) | UK / EU and USA |
| what3words (optional) | Three-word addresses, if the customer uses them | UK |
| Google Maps | Directions links – when a user opens one, Google Maps handles it under Google's own privacy terms | USA |
We may also share information if the law requires it, to protect people's safety, or with a buyer if our business or P3S is sold (in which case this notice would continue to apply).
8. International transfers
Our main database and file storage is in the EU (Frankfurt), which the UK recognises as providing adequate protection. Where any provider handles information outside the UK or EU, we rely on an adequacy decision or appropriate safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
For Australian customers, this means information is stored outside Australia. We take reasonable steps to make sure overseas providers handle it in line with the Australian Privacy Principles.
9. How long information is kept
- App information: kept while the customer's account is active and for as long as the customer instructs. Timesheets and safety records often need to be kept for several years, so each customer sets its own retention.
- When an account ends: the customer can ask for an export of its data. We delete it 30 days after the account ends, unless the law requires us to keep it.
- Backups: rolled off within 35 days.
- Account, billing and enquiry information we control: financial records are kept for 6 years; enquiries that do not lead to an account are deleted after 2 years.
10. Keeping information secure
We use appropriate technical and organisational measures to protect personal information, including access controls so each company only sees its own data, encrypted connections, encryption at rest by our database host, sign-in links sent by email and regular backups. Each customer controls who in its business has a login, and logins must not be shared.
11. Cookies and device storage
P3S does not use advertising or analytics cookies. The app stores your sign-in, and any work not yet sent, on your device so it keeps working in poor signal. The p3s.app website does not set cookies.
12. Your rights
In the UK, you have the right to:
- ask for a copy of your personal information;
- ask for it to be corrected;
- ask for it to be deleted;
- ask for its use to be restricted;
- object to its use (including where we rely on legitimate interests);
- ask for it to be transferred to you or another organisation.
In Australia, you can ask to access your personal information and to have it corrected.
For information in the app, please contact the company you work for or deal with, as it is the controller. We will help it respond. For information we control, email enquiries@p3s.app. We will respond within one month (UK) or within a reasonable time, usually 30 days (Australia).
13. Complaints
Please contact us first at enquiries@p3s.app so we can try to put things right. You also have the right to complain to the regulator:
- UK: Information Commissioner's Office (ICO) – ico.org.uk
- Australia: Office of the Australian Information Commissioner (OAIC) – oaic.gov.au
14. Changes to this notice
We may update this notice from time to time. The latest version will always be available at https://p3s.app/software/privacy.html. We will tell customers about important changes.
15. Contact us
Platinum 3Sixty Ltd, Bullockstone Road, Herne Bay, Kent CT6 7NL, England. Email: enquiries@p3s.app. Website: https://p3s.app