Privacy Policy

1. What we collect

• Account data — name, email address, organisation name, password (stored as a one-way hash), subscription and purchase history.
• Service data you enter — inspection dates, checklist progress, staff names and training records, evidence files, improvement actions, mock-interview answers and AI assistant conversations.
• Payment data — handled entirely by Stripe. We never see or store your card number; we receive a customer reference, invoice and payment status.
• Technical data — IP address, browser type and essential cookies needed to keep you signed in and protect against fraud.
• Escalations and callbacks — questions you ask us to pass to a specialist, and the contact details you provide.

2. Who is responsible for your data

Controller. Futuregen Innovations Ltd (company no. 17063895, registered in England and Wales, registered office 3rd Floor, 86-90 Paul Street, London, EC2A 4NE) is the data controller for the personal data described in section 1 that relates to you as an account holder, purchaser, newsletter subscriber or enquirer — your account details, payment history, the questions you ask us, your email preferences and the technical data generated when you use the site. Futuregen Innovations Ltd is a separate company from Futuregen Services Ltd; neither owns the other, and each publishes its own privacy notice.

Processor. Where you use the platform to record information about other people — for example staff names, training and supervision records, evidence files, or details of service users you choose to enter — you (or your organisation) are the controller of that data and Futuregen Innovations Ltd acts only as your processor. We process it solely on your instructions to provide the service, keep it confidential, apply the security measures in section 9 and delete it when you delete the record or close your account. Section 5 sets out the processing terms that apply.

Data protection contact. For any question or request about personal data, email hello@futuregenservices.com or write to the registered office above, marked "Data protection". This mailbox is operated by Futuregen Services Ltd and handles enquiries on behalf of both Futuregen Innovations Ltd and Futuregen Services Ltd, which are separate companies. Requests about the app are handled by, and on behalf of, Futuregen Innovations Ltd as controller. We are not required to appoint a statutory Data Protection Officer; the mailbox is monitored by the person responsible for data protection.

3. Why we use it — purposes and lawful bases

The table below sets out each purpose for which we use personal data as controller, the data involved, the lawful basis under Article 6 UK GDPR, and how to object or withdraw where that right applies.

Special category data (Article 9). We do not ask for, and do not need, special category data about you to run your account. The platform is not designed to hold health, care or safeguarding records about service users, children or patients, and our terms ask you not to enter them into the AI assistant. If, as controller, you nevertheless choose to record special category data about staff (for example sickness absence or occupational health notes in a training record), you must have your own Article 9 condition for doing so — typically Article 9(2)(b) (employment law obligations) with an appropriate policy document — and we process it only as your processor under section 2. Where we handle such data incidentally as processor, the Article 9 condition is yours, not ours.

Legitimate interests — your right to object. Where we rely on legitimate interests we have carried out a balancing test and concluded the processing is what you would reasonably expect and has minimal privacy impact. You may object at any time using the route shown in the table. For reminders and digests we will stop immediately; for security processing we will stop unless we can show compelling grounds that override your interests.

4. AI assistant

Questions you ask the AI assistant, and the answers, are processed by our AI provider (Anthropic Claude via our platform provider) solely to generate a response. Conversations are stored in your account so you can revisit and export them. Do not enter identifiable information about service users, children or patients — use initials or anonymised descriptions.

5. Data you hold about others — processing terms

Where you record staff names and training records, or upload evidence, you are the controller of that data and we act as your processor under these terms. We process it only on your documented instructions (your use of the platform); ensure staff with access are bound by confidentiality; apply the security measures in section 9; engage only the sub-processors listed in section 6 under written terms; assist you with data-subject requests and security incidents; delete or return the data when you delete it or close your account; and make available the information you need to demonstrate compliance.

6. Who we share data with

• Stripe (payments and invoicing), our hosting and email providers (secure UK/EU-aligned infrastructure), and our AI provider — each under contractual data-protection terms.
• Sponsored partners — we never share your data with advertisers. Sponsored recommendations in the assistant are shown to you; nothing about you is sent to them unless you click through.
• Regulators or authorities where required by law.

7. International transfers

Some providers may process data outside the UK. Where they do, transfers rely on the UK International Data Transfer Agreement or UK Addendum to the EU Standard Contractual Clauses.

8. Retention

Account and service data is kept while your account is active and for 12 months after closure, then deleted or anonymised. Payment records are kept for 6 years to meet HMRC requirements. Records of marketing opt-outs are kept indefinitely (email address and date only) so that we do not contact you again. You can delete evidence files and conversations at any time.

9. Security

Data is encrypted in transit (TLS) and at rest, passwords are hashed with bcrypt, access is protected by short-lived tokens, and sign-in is locked after repeated failed attempts. No system is perfectly secure; if we become aware of a breach affecting you we will notify you and, where required, the ICO within 72 hours.

10. Your rights

You can access, correct, export or delete your data, object to or restrict processing, and withdraw consent at any time by emailing hello@futuregenservices.com. We respond within one month. You also have the right to complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113).

10a. Marketing emails and unsubscribing

Every reminder, digest or marketing email we send contains an unsubscribe link. Using it marks your address as opted out immediately and the date is recorded; we check this before every optional send. You can also change your preference under Billing & account → Email preferences. Opting out does not stop receipts, invoices, security or account-service messages, which we must send to operate your account.

10b. Deleting your account

You can close your account and have your personal data deleted at any time. Email hello@futuregenservices.com from the address registered to your account with the subject "Delete my account". We confirm within 5 working days and delete or anonymise account data (profile, conversations, evidence files and records) within 30 days, except payment records we must keep for 6 years for HMRC purposes. This applies equally to accounts used through our iOS and Android apps.

11. Cookies

We use only essential cookies. See our Cookie Notice for details.

12. Changes

We will post any changes on this page and, where significant, email account holders.