Legal
Privacy notice
SchemeReady keeps your assessment in your account so that your colleagues can pick it up on any device, and a copy on each device so that it works with no signal. This notice says exactly what we hold, who can see it, why, for how long, and what you can do about it.
1. Who is responsible
Denver House Consultancy Ltd, trading as SchemeReady, company number 15473342, registered office 82a James Carter Road, Mildenhall, Suffolk IP28 7DE, is the controller for your account (section 3): your name, your work email address, your sign-in and the record of what your account has done. For what you type into an assessment, which is often personal data about your own workers, you are the controller and we are your processor (sections 2 and 10): we hold it, keep it available to your firm, and do nothing else with it. Contact us at info@denverhouse.co.uk. We do not have a data protection officer; the director handles privacy questions.
If the template pack is ever sold by card, the payment provider named at checkout is a separate controller for that purchase (section 4). You are the controller for anything about your own workers that you type into the app or upload for review (section 10).
2. Your assessment: your account and your devices
Your organisation details, profile, answers, notes, evidence locations, site visit records, logo, action plan and the reports you generate are saved in two places.
- On the device you are using, first, in the browser's own storage. That is what lets the site walk work with no signal. Anything you type while offline reaches your account when you are next online.
- In your account, held for you in our database so that anyone you have invited to your firm sees the same assessment on any device. Our database is Cloudflare D1; section 5 says where it runs.
Nobody at Denver House can read your answers. Our administration tools have no screen that shows a firm's answers, notes or evidence locations, and there is no bulk export from them. Staff can see that an assessment exists, how far along it is and when it was last touched. The one exception is a share that you open yourself from Settings, for support, for the length of time you choose; every time a member of staff opens it, a line is written into your account's own history, which you can read.
If you accept an invitation from an assessment body (a consultancy or certification body you work with), it can see the redacted report described in the consent wording you agreed to: your score, band, section scores, stop items and action plan, and never an answer, a note or a site visit. Every time it opens the report you see that it happened, and you can end the arrangement yourself at any time.
A copy you export is written to your device and goes only where you send it. It is a copy to keep, not the only copy.
The free check on this site is different: its answers are scored in your browser and are not sent anywhere.
You can delete an organisation and its assessments from within the app, which removes them from your account and from your devices. Closing your account (section 11) removes everything.
3. What reaches Denver House
Four things involve personal data about you, as a person, reaching us, and we want to be precise about them.
- Your account. When your account is set up we hold your name, your work email address, a one-way hash of your password (never the password), which firm you belong to and with what role, the devices you have signed in on, and a history of what your account has done: sign-ins, invitations, changes to who can see what, and any occasion staff or an assessment body opened something you shared. We use it to sign you in, to keep your firm's people and their access straight, and to tell you when something has changed. Lawful basis: performance of the contract. We keep it for the life of the account and for thirty days after you close it, then delete it.
- The support inbox. When you email us you give us your name, your email address, and whatever you write, which for a refund or a lost key includes your order number. We use it to answer you, to process refunds and to reset activations. Lawful basis: performance of the contract, and our legitimate interest in running the product. We keep support mail for two years after the last message, then delete it.
- Your invoice. Your firm's name and address, the email address we send the invoice to, and what was bought, kept with our accounting records for six years, which the law requires. Lawful basis: performance of the contract, and our legal obligation to keep accounting records.
- Cloudflare request logs. Our host records the IP address, browser type and requested page of every visit for security and to keep the service running, in the way any web server does. We can see aggregate figures and, for a short time, individual request logs. Lawful basis: our legitimate interest in keeping the site secure and available.
We do not buy, sell, rent or share personal data for marketing, and we do not send newsletters. We will only email you in reply to something you sent us, or if we have to tell you something about your licence.
4. Payment
We invoice you ourselves. The invoice carries your firm's name, the address you gave us and the email address we send it to, and we keep it with our accounting records for six years, which the law requires. We never see card details: if you pay by bank transfer, your bank handles it; if the template pack is ever sold by card, the payment provider named at checkout takes the payment under its own privacy notice and we see the order, not the card.
Nothing about your assessment is involved in payment. What your account holds is set by us when the invoice is paid, and the app reads it from your account when you sign in; there is no licence key and nothing is checked with anybody else.
5. Hosting and Cloudflare
The site and the app are hosted on Cloudflare Pages, a service of Cloudflare, Inc. of San Francisco, United States, which serves them from data centres around the world including the United Kingdom. Cloudflare processes request data (IP address, browser type, requested page, timing) as our processor for hosting and security. The Pro review runs on a Cloudflare Pages Function, which is also our processor for the moments the data passes through it. Cloudflare's own privacy notice and data processing addendum apply to what Cloudflare does with the traffic.
6. The Pro evidence review
The Pro review is the one feature that sends your content off your device, and you choose every time whether to use it. Here is the path it takes.
- You choose up to twelve documents, the questions they relate to and, in effect, your answers to those questions. Your browser sends them, from your signed-in account, to a small server function that we run on Cloudflare.
- Our function checks that your account includes the review, then passes the documents, the selected questions and those answers to the AI provider, Anthropic, PBC of San Francisco, United States, through its API, for the duration of one request. Nothing else from your assessment is sent.
- The provider returns the review, our function streams it back to your browser, and the request ends. The files are removed from the provider's file store at the end of the request; each one is also sent with a one hour expiry, and a nightly check by us removes anything left behind, so a file cannot outlive the hour.
- Our function does not store your documents. It records the run against your account: the date, the names of the documents, which questions were chosen, the findings, and what the run cost. The findings are kept for twelve months so that you and your colleagues can read them and the report can print them, then they are removed; the counts stay with the accounting record.
- Anything in a document that reads as an instruction to the reviewer is ignored and reported to you, and card numbers, National Insurance numbers, web addresses and email addresses are removed from the findings before they are saved.
The provider's own API terms govern what it keeps of the request itself. At the time of writing they say that inputs and outputs may be retained for a limited period for safety and abuse monitoring. Check the provider's current policy before you upload if that matters to you; we will update this section if it changes.
Because the documents go through two other companies for the length of a request, please leave out what the review does not need. Dates of birth, National Insurance numbers, home addresses, bank details and photographs of people are never needed to check a training matrix or a method statement. Redact them, or upload a version without them. You are responsible for having the right to share what you upload.
7. Cookies and analytics
The website sets no cookies. When you sign in, the app sets one cookie that holds your session and one that protects the forms you submit; both are strictly necessary to keep you signed in, so no consent banner is needed for them, and both are cleared when you sign out. The app also uses your browser's own storage for the on-device copy described in section 2. At launch no analytics run at all. If we later turn on Cloudflare Web Analytics, it is a cookie-free service that reports page views and performance timings to Cloudflare without identifying you, and we will say so here and in the change log.
8. Transfers outside the UK
Cloudflare and the AI provider are United States companies. The data that reaches them under sections 5 and 6 therefore leaves the United Kingdom. For each of them we rely on the data protection terms in their contracts with us, which include the standard data protection clauses that UK law recognises for transfers to the United States, together with the safeguards described above: request logs are short-lived, review documents are held only for the length of a request, and your account and assessment are held by Cloudflare as our processor under its data processing addendum. If the template pack is sold by card, the payment provider is also a United States company and its own terms cover that purchase. If you would like a copy of the relevant terms, ask us.
9. How long we keep things
| What | Where | How long |
|---|---|---|
| Your answers, records and reports | Your account, and your devices | Until you delete them, or 24 months after your last licence ended, with an export offered before then; and never past the closure of your account |
| Your account, your sign-in, your devices | Our database | The life of the account, then 30 days after you ask to close it, then deleted |
| Your account's history | Our database | 24 months online, then an encrypted archive, then destroyed at six years |
| Records of what was bought | Our database | Six years, which the law requires; the buyer's address is removed when the account is deleted |
| Email we sent you, as a log of address and subject | Our database | 24 months |
| Support email | Our mailbox | Two years after the last message |
| Invoices and what was bought | Our accounting records | Six years, which the law requires |
| Request logs | Cloudflare | A short period set by Cloudflare's own retention |
| Pro review documents and results | Our function and the AI provider | Length of one request on our side; the provider's abuse monitoring retention on its side |
| Pro review usage count | Our function's storage | Until the licence has expired, then deleted; it holds a hash of the key, not your name |
10. Personal data about your workers
The training register, the site visit record and several questions ask about named people: who holds which card, who walked which site, who signed what. That is personal data about your workers. You decide what to type and how long to keep it, so you are its controller; we hold it in your account and keep it available to your firm, so we are your processor, and the terms of licence set out what we do and do not do with it. Keep what you export, and the registers workbook, as carefully as you would keep the paper versions, tell your workers that you hold the records, and delete them when you no longer need them. If you upload a training register to the Pro review, section 6 applies to it.
11. Your rights
For the data we hold about you (section 3) you have the right to ask for a copy, to have it corrected, to have it deleted, to object to our use of it, and to ask us to restrict it. You can export any assessment from within the app at any time. To close your account, ask us: everything stops at once, every owner is emailed, and thirty days later it is permanently deleted, which cannot be undone; any owner can cancel within the thirty days. Email info@denverhouse.co.uk and we will answer within one month. For data held by Polar, Polar's privacy notice tells you how to exercise your rights with it, and we will help if you get stuck. If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk, though we would rather you told us first.
SchemeReady is a business product and is not intended for use by children.
12. Changes and contact
If we change how data is handled, for example by turning on analytics or changing the AI provider, we will update this notice, change the version and date at the top, and note it in the change log. Questions: info@denverhouse.co.uk, or write to Denver House Consultancy Ltd, 82a James Carter Road, Mildenhall, Suffolk IP28 7DE.