ZipCert Privacy notice

Version 2026-10-23 · 23 October 2026
(Same version as the ZipCert Terms.)

ZipCert is a product of ClearDeck Limited, company no. 17475729, registered with the ICO (ref. ZC271080).

Privacy contact: andrew@cleardeck.uk

Who is in charge of your data

• Your account data (you, your business, your engineers, billing): ClearDeck Limited is the controller.
• Your clients' data on certificates (names, addresses, emails, test results): you, the electrician, are the controller. ClearDeck is your processor and only uses it to run ZipCert for you.

What we hold

At sign-up (trial)

• Your name, email, mobile number, company name, postcode, web address name, and scheme and registration number (NICEIC/NAPIT) if you enter it.
• While your account is open we hold these as normal account data. We also keep one-way fingerprints of your email, mobile number, company name with postcode, and scheme registration number, to check for repeat free trials.

In the app

• Your business details, logo and signatures.
• Engineers you invite: name and email.
• Certificates you create, their PDFs, and photos you add.
• Your clients' details that you put on certificates.

Billing

• Your plan, invoices and payment status. Stripe holds your card or bank (Bacs Direct Debit) details; we never see them.

Technical

• A sign-in cookie (see Cookies).
• A short-lived one-way code made from your IP address, to stop abuse such as repeated sign-in attempts.

Why we use it

• To run ZipCert for you (contract): your account, certificates, exports, billing and service emails.
• Trial emails (contract): we email trial users from reminders@zipcert.uk before and when the trial ends.
• One trial per business (legitimate interest, fraud prevention): we check sign-ups against earlier trials and accounts.
• Tax and accounting records (legal obligation).
• We do not sell your data, show ads, or use marketing cookies.

Who else handles it

We use these processors:

• Cloudflare: hosting, storage and sending email.
• Google: If you use Photo board, Google Gemini reads the board photo to fill in your schedule; the photo is not kept.
• Stripe: payments.

The mic button uses your phone or browser's own speech-to-text (for example Apple or Google). Your voice is processed by them under their privacy terms; ZipCert never receives or stores audio, only the text that appears in the box.

Some of these may process data outside the UK. Where they do, they use UK-approved safeguards.

If you email a certificate to a client from ZipCert, we send it on your instruction.

How long we keep it

• While you have an account: everything above.
• If you stop paying or cancel (without deleting): your account is read-only and we keep your certificates so you can download them for at least 6 years after cancelling.
• When you delete your account in the app: we delete your business's data, including certificates, client details and your photos. This cannot be undone.
• What we keep after you delete, and why:
  • Trial fingerprints: the one-way fingerprints of your email, mobile number, company name with postcode, and scheme registration number (legitimate interest, fraud prevention). We delete the details themselves. Trial fingerprints are kept for 6 years, including after the account is deleted, only to stop repeat free trials. They can't be turned back into your details.
  • A record of the deletion: your web address name, the email of the person who deleted the account, and when, for 6 years, so we can show the account was deleted.
  • Sign-in safety markers: your email, for up to 15 days, so that old sign-ins stop working.
  • Billing records (invoices and payments) for 6 years, because tax law requires it.
• Backups may hold deleted data for up to 30 days before it is overwritten.

Keep your own copies

Deleting your account removes your certificates. You are responsible for keeping your own copies. Use Download all or Export first, and keep records as your scheme's rules require.

Your rights

• You can ask to see, correct or delete your data, or object to how we use it. Most of this you can do yourself in the app (Export, Delete account).
• Email andrew@cleardeck.uk. We reply within one month.
• If you are an electrician's client: contact the electrician first. They control your data. We will help them answer.
• You can complain to the ICO: ico.org.uk or 0303 123 1113.

Cookies

• One sign-in cookie so you stay signed in (HttpOnly, Secure, SameSite=Lax).
• No tracking or marketing cookies.

Changes

We will update the version and date here and tell you in the app or by email about important changes.