Privacy Policy

Freddies Construction Solutions

Last updated: 01/05/2026

Freddies Construction Solutions ("we", "us", "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect personal information when you use the FredConSol platform ("the Service"), which includes RAMS Creator, Site Diary, Training Matrix, COSHH Creator, and additional products in development (including Induction Forms, Programmes, and inspection tools for PUWER and LOLER).

We operate in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1 Who We Are

Freddies Construction Solutions provides the FredConSol platform — construction document management software covering RAMS Creator (guided risk assessment and method statement generation), Site Diary (daily site record keeping), Training Matrix (worker qualification tracking), COSHH Creator (COSHH assessment generation), and further compliance tools in development.

Data Controller:

Freddies Construction Solutions

Email: contact@fredconsol.co.uk

2 Information We Collect

2.1 Account Information

When you create an account, we collect:

  • Name
  • Email address
  • Company name

This information is required to provide access to the Service.

2.2 RAMS Creator Data

When using RAMS Creator, you input project and task information to generate construction documents. This may include:

  • Job numbers, project names, and site addresses
  • Client and principal contractor names
  • Names of subcontractor or site personnel
  • Task descriptions, trade, and methodology information

You are responsible for ensuring that any personal data entered into documents is appropriate, accurate, and lawful.

2.3 Site Diary Data

When using Site Diary, we store daily site records on your behalf. This may include:

  • Daily records, progress notes, and site observations
  • Labour details (operatives on site, hours worked)
  • Plant and equipment information
  • Weather conditions
  • Site photographs
  • Signatures and sign-off records

Site diary records may contain personal data relating to individual workers. You are responsible for ensuring a lawful basis for recording this information.

2.4 Training Matrix Data

Where organisations use the Training Matrix, we store worker qualification records on behalf of the organisation. This may include:

  • Worker names, trades, and company names
  • Qualification types and card numbers
  • Certificate expiry dates
  • Certificate photographs

This data is stored solely for workforce compliance management purposes on behalf of the organisation (data controller). See Section 14 for your responsibilities as a data controller for worker data.

2.5 COSHH Creator Data

When using COSHH Creator, we store assessment records on your behalf. This may include:

  • Substance names and product identifiers
  • Safety Data Sheet (SDS) information
  • Assessment records and control measures

COSHH assessment data is not typically personal data but is commercially sensitive. We treat it with the same care as personal data.

2.6 Project Data

Across all products, we store project-level information including:

  • Job numbers and project names
  • Site addresses
  • Client names and principal contractor names

2.7 Uploaded Files

Files you upload to the Service are stored in Firebase Storage. This may include:

  • PDF documents
  • Images and photographs
  • Qualification certificates
  • Company logos

Uploaded files are deleted when you delete them within the Service or when your account is closed.

2.8 Payment Information

Payments are processed securely by Stripe.

We do not store or have access to:

  • Credit card numbers
  • Bank details

Stripe acts as an independent data processor and handles payment information in accordance with its own privacy policies.

2.9 Usage and Analytics Data

We may collect limited technical and usage information, such as:

  • Pages visited
  • Browser type
  • Device information
  • Approximate location (UK only)

This data is used solely to improve the performance and usability of the Service.

We do not use data for advertising or profiling.

2.10 AI Processing Data

The Service uses Google Gemini AI to assist with document generation and certificate scanning. When using AI features:

  • Document descriptions and project details may be processed by Gemini
  • Certificate images uploaded for scanning are processed by Gemini Vision
  • We transmit only the minimum data required to fulfil each request

No special category personal data should be submitted to AI features. Generated outputs are always subject to user review before being used or saved.

3 How We Use Your Information

We use your information to:

  • Provide access to the Service
  • Generate and manage construction documents
  • Process payments
  • Communicate with you regarding your account or support queries
  • Improve and maintain the Service
  • Meet legal and regulatory obligations

We only collect data that is necessary for these purposes.

Legal basis for processing (UK GDPR Article 6):

  • Account creation and payment processing — Performance of a Contract (6(1)(b))
  • RAMS documents — Legitimate Interest (6(1)(f)); construction businesses hold a legitimate interest in maintaining compliant RAMS documentation under CDM Regulations 2015
  • Site Diary — Legitimate Interest (6(1)(f)); organisations hold a legitimate interest in maintaining contemporaneous site records
  • Training Matrix — Legitimate Interest (6(1)(f)); employers hold a legal obligation to maintain worker training records for compliance with CDM Regulations 2015, PUWER 1998, and LOLER 1998
  • COSHH Creator — Legitimate Interest (6(1)(f)); organisations hold a legal duty to assess and record COSHH risks under the COSHH Regulations 2002
  • Worker personal data (Training Matrix) — Legitimate Interest (6(1)(f)); employers hold a legal obligation to maintain training records; you are the Data Controller for worker data entered into the Training Matrix
  • Analytics and service improvement — Legitimate Interest (6(1)(f)); we use minimal, non-identifying data to improve performance and usability

4 Automated Processing and AI Assistance

The Service uses automated processing tools to assist users in generating draft construction documents based on the information they provide.

Important clarifications:

  • All generated content is fully editable by the user
  • Users retain full control over final document content
  • Users are responsible for reviewing, amending, and approving documents before use
  • The Service does not make automated decisions that produce legal or safety effects without human review

5 Data Retention

  • RAMS documents — deleted 7 days after the project end date
  • Site Diary entries — retained for 3 years (industry standard for contemporaneous site records)
  • Training Matrix worker records — retained for 3 years after a worker is deactivated, to support compliance audit trails
  • COSHH assessments — retained for the duration of substance use plus 5 years (in line with HSE guidance)
  • Uploaded files — deleted when you delete them within the Service or when your account is closed
  • Account information — retained while your account remains active
  • You may request deletion of your account and associated data at any time

6 Data Sharing

We do not sell or rent your personal data.

We may share data only with:

  • Trusted service providers (Firebase/Google Cloud, Stripe, Google Gemini AI)
  • Regulatory or legal authorities if required by law

All third parties are required to process data securely and lawfully.

7 Data Security

We take reasonable technical and organisational measures to protect your data, including:

  • Secure hosting via Google Firebase
  • Encrypted connections (HTTPS)
  • Restricted access to systems

No system is completely secure, but we take appropriate steps to minimise risk.

7.5 Breach Notification

In the event of a personal data breach that poses a risk to individuals' rights and freedoms, we will notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware. Where the breach is likely to result in a high risk to affected individuals, those individuals will also be notified without undue delay.

8 Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request deletion of your data
  • Restrict or object to processing
  • Request data portability

To exercise your rights, contact:

contact@fredconsol.co.uk

9 Cookies

The website may use essential cookies and limited analytics cookies to ensure proper functionality and improve the Service.

You can control cookies through your browser settings.

10 UK-Only Service

The Service is intended for users based in the United Kingdom.

All data processing is governed by UK data protection law.

11 Changes to This Policy

We may update this Privacy Policy from time to time.

Any changes will be posted on this page with an updated revision date.

12 Contact Us

If you have any questions about this Privacy Policy or how we handle data, contact:

contact@fredconsol.co.uk

13 Data Processing Agreement

Where organisations use features such as the Training Matrix or Site Diary that involve the storage of worker personal data, the following data controller/processor relationship applies:

  • Data Controller — The organisation (your company) that collects and determines the purpose of processing worker records
  • Data Processor — Freddies Construction Solutions, acting on your instructions to store and manage those records within the Service

A Data Processing Agreement (DPA) is available on request and sets out the obligations of each party in line with UK GDPR Article 28. To request a DPA, contact:

contact@fredconsol.co.uk

14 Worker Data — Training Matrix

When using the Training Matrix, you are acting as a Data Controller for your workers' personal data. FredConSol acts as your Data Processor. As the Data Controller, you are responsible for:

  • Obtaining appropriate consent or establishing a legitimate interest for processing worker data
  • Informing workers that their data is held within the Service
  • Responding to workers' data subject access requests and other rights requests under UK GDPR
  • Ensuring the accuracy of worker qualification records entered into the Training Matrix

FredConSol will process worker data only on your instructions and in accordance with applicable data protection law.

15 AI Processing

FredConSol uses Google Gemini AI to assist with document generation and certificate scanning. When using AI features, please note:

  • Document descriptions and project details may be processed by Gemini
  • Certificate images uploaded for scanning are processed by Gemini Vision
  • No special category personal data (as defined by UK GDPR Article 9) should be submitted to AI features
  • AI-generated content is a starting point only — it must be reviewed by a competent person before use
  • We transmit only the minimum data required to fulfil each request

Google's data processing terms apply to data transmitted to Gemini. We do not use your data to train AI models.

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