Privacy Policy

Last updated on February 20, 2026.

This Privacy Policy explains how we collect, use, store, and protect personal information when you use our websites, applications, and related services (collectively, the "Services") in United Kingdom.

The Services are provided by Jon Simpson, trading as Duty Room, a sole proprietorship based in Alberta, Canada. Email: privacy@dutyroom.com.

Information We Collect and How We Use It

We may collect information you provide directly when you register interest, create an account, invite team members, upload records, contact support, or otherwise interact with the Services. This may include contact details, account information, site information, and compliance records you choose to store.

We may also collect limited technical and usage information automatically, such as browser type, device details, IP address, and activity logs needed to provide and secure the Services.

We use information for purposes such as:

Providing, maintaining, and improving the Services
Supporting customer onboarding and account administration
Generating operational and compliance records at your direction
Protecting platform security and preventing abuse
Meeting legal and regulatory obligations

Jurisdiction-Specific Basis and Rights

For users and organizations in United Kingdom, we process personal information in line with UK GDPR and the Data Protection Act 2018. Depending on your role and location, you may have rights to request access, correction, deletion, portability, restriction, or objection, subject to legal exceptions.

If you have concerns about how your information is handled, you may also contact your local supervisory authority, including the Information Commissioner's Office (ICO) where relevant.

Sharing

We don't sell personal information. We may share information with service providers acting on our behalf (for example, infrastructure, analytics, and support tooling) only where needed to operate the Services and under appropriate contractual safeguards.

Retention

We keep your information for as long as your account is active and as needed to provide the Services. When you cancel, your data is deleted from active systems within 30 days and from backups within 60 days. We may retain limited information (such as billing records and support correspondence) longer where required for legal or accounting purposes.

Security and Breach Notification

We use reasonable technical and organizational controls designed to protect information against unauthorized access, alteration, disclosure, or destruction. No system can guarantee absolute security.

In the event of a data breach involving personal information that creates a real risk of significant harm, we will notify affected individuals and the relevant privacy commissioner without unreasonable delay, as required by applicable law.

Policy Updates

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date on this page and, for significant changes, notify you by email. Continued use of the Services after updates means the revised policy applies.

If you have questions about this Privacy Policy or how your information is handled, contact us at privacy@dutyroom.com.