Last updated: 21 September 2026
This system and the William James mobile app are internal business tools for William James Scaffolding staff, subcontractors and the client contacts we give portal access to. This notice explains how we handle personal information within them, in line with the UK GDPR and the Data Protection Act 2018.
1. Who we are
The data controller is William James Scaffolding Limited, registered in England and Wales under company number 13011882, of 8-10 Queen Street, Seaton, United Kingdom, EX12 2NY. You can contact us about this notice at office@williamjamesscaffolding.co.uk.
2. What we hold and why
We only hold information needed to run our business and meet our legal duties, including:
- Staff details – contact and emergency contact details, employment details, timesheets, pay and holiday records, and qualifications.
- Health and safety records – inspections, PPE, toolbox talks, policy sign-offs and accident reports, which we are required to keep by law.
- Job records – client and site contact details, job notes, documents and site photographs (which may include location data).
- Account information – login details, device notification tokens and basic technical logs used to keep the system secure and working.
We use this information to manage employment and engagements, deliver work for our clients and comply with employment, tax and health and safety law. Where you are an employee, your employee privacy notice and contract of employment give more detail.
3. Sharing and storage
We do not sell your information. We share it only where necessary with our clients (for example on inspection and handover certificates), our professional advisers, and regulators such as HMRC or the HSE where required. The system is hosted by trusted providers, including Amazon Web Services for storage and Google Firebase for push notifications, under contracts that require them to keep your information secure. Access within the system is limited to people who need it for their role.
We keep information only for as long as we need it, which for most employment, job and safety records is up to 6 years after the relevant employment or job ends.
4. Cookies
The system only uses cookies that are strictly necessary to keep you logged in and secure. We do not use advertising or tracking cookies.
5. Your data protection rights
You have the right to ask for a copy of your information, to have it corrected, and in some cases to have it deleted or its use restricted. To make a request or raise a concern, contact office@williamjamesscaffolding.co.uk. If you remain unhappy, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint.