pro-Forms Privacy Policy
1. Who we are
We are Resource Track UK Limited, trading as pro-Forms®. Our company number is 05781330 and our registered office is at 66 Fellows Lane, Harborne, Birmingham B17 9TX. Our VAT number is 883319108.
We provide a cloud-based field service management and digital forms platform (the Platform), accessible via our website at https://www.pro-forms.co.uk (our Website) and through our mobile applications (our Apps). Our Platform allows our customers to create, manage and process digital forms, manage field service operations, track assets, and manage digital staff profiles.
We take your privacy seriously. This privacy policy explains:
· who we are
· how and why we collect, store, use and share your personal data
· your rights in relation to your personal data
· how to contact us or a relevant regulator if you have a complaint
We will never sell or rent your personal data to any third party for their own marketing purposes. Other than as described in this privacy policy, we will not use or disclose your personal data unless you have specifically approved us to do so.
This privacy policy is divided into the following sections:
· Controller and Processor – our roles
· Personal data we collect about you
· Personal data we process on behalf of our customers
· How your personal data is collected
· How and why we use your personal data
· Marketing
· Who we share your personal data with
· International transfers
· Cookies and similar technologies
· How long we keep your personal data
· Your rights
· Keeping your personal data secure
· How to complain
· Changes to this privacy policy
· How to contact us
2. Our role as a controller or processor
Under the UK General Data Protection Regulation (UK GDPR), we act in two different capacities depending on how you interact with us.
When we are a controller
In most cases, we are the controller of personal data collected through our Website and Platform. This means we decide how and why your personal data is used. We are the controller when:
· you visit our Website
· you sign up for a free trial or contact us with an enquiry
· you subscribe to our marketing communications
· we manage our customers’ business contacts for account administration and billing
When we are a processor
In some cases, we act as a processor on behalf of our customers. Our customers use our Platform to collect, store and process personal data about their own employees, field workers, customers, members of the public and other individuals. When they do this, our customers are the controllers of that personal data, and we are a processor acting on their instructions. The customer – not us – decides what personal data is collected, how it is used, and how long it is kept.
In these cases:
· The customer’s own privacy policy (not this one) explains how your personal data is handled. That policy will normally be available on the customer’s website or within the forms and apps they provide.
· Our processing of that personal data is governed by our agreement with the customer.
· If you have questions or wish to exercise your data subject rights in relation to personal data held on a customer’s account, you should contact that customer directly in the first instance.
Please note that even where we collect personal data directly from you in the course of providing the Platform to our customer (for example, if you enter your details into a form as an employee of our customer), we are still processing that personal data on behalf of our customer. The customer remains the controller, and the bullets above continue to apply.
3. Personal data we collect about you (as controller)
The personal data we collect about you depends on how you interact with us. We may collect and use the following:
Category | Examples |
Identity and contact data | Your name, email address, telephone number, company name and job title |
Account data | Your username, login credentials, account preferences and settings |
Transaction data | Billing information, payment card details (processed by our payment provider), subscription history |
Communication data | Records of your correspondence with us (emails, support tickets, call recordings if applicable) |
Usage data | Information about how you use our Website and Platform, including pages visited, features used, time spent, and navigation patterns |
Technical data | IP address, browser type and version, device type, operating system, screen resolution, time zone setting, and approximate location derived from your IP address |
Marketing data | Your marketing preferences and whether you have opened or interacted with our marketing emails |
We do not intentionally collect any special category personal data about you (such as data revealing racial or ethnic origin, political opinions, religious beliefs, health data, or biometric data). Nor do we collect personal data relating to criminal convictions or offences.
We also collect, use and share aggregated data such as statistical or demographic data. Aggregated data may be derived from your personal data but is not considered personal data in law because it does not directly or indirectly reveal your identity. For example, we may aggregate Usage Data to calculate the percentage of users accessing a particular feature. If we combine or connect aggregated data with your personal data so that it can identify you, we treat the combined data as personal data used in accordance with this privacy policy.
Our Website and Platform are not intended for children under the age of 13, and we do not knowingly collect personal data from anyone under 13.
You should not supply any other person’s personal data to us unless you have their permission or are otherwise authorised to do so. If you provide personal data about another person (for example, if you are an administrator adding users to your organisation’s account), you are responsible for ensuring that you have the right to do so and that the individual is aware of the information in this privacy policy.
4. How your personal data is collected
We collect personal data about you:
· Directly from you, when you:
o sign up for a free trial or create an account
o fill in a form on our Website
o contact us by email, telephone or post
o subscribe to our marketing communications
o provide feedback or respond to a survey
· Indirectly through your use of our Website and Platform, using cookies and similar technologies
· From third parties, such as our payment processor (transaction confirmation data)
5. How and why we use your personal data
Under data protection law, we must have a valid lawful basis for each purpose for which we use your personal data. The lawful bases we rely on are:
Lawful basis | Meaning |
Contract | Processing is necessary for the performance of a contract with you, or to take steps at your request before entering into a contract |
Legal obligation | Processing is necessary to comply with a legal or regulatory obligation |
Legitimate interests | Processing is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights and interests |
Consent | You have given clear consent for us to process your personal data for a specific purpose |
The table below sets out what we use your personal data for and our lawful basis for doing so.
Purpose | Categories of personal data | Lawful basis |
Creating and managing your account | Identity and contact data; Account data | Contract |
Providing our Platform and services to you | All categories as relevant | Contract |
Processing payments and managing billing | Identity and contact data; Transaction data | Contract |
Sending service-related communications (e.g. changes to terms, service updates, security alerts) | Identity and contact data | Contract, or legitimate interests (to communicate important information about the services you use) |
Providing customer support and responding to enquiries | Identity and contact data; Communication data; Account data | Contract, or legitimate interests (to respond to enquiries and provide support) |
Sending marketing communications about our products and services | Identity and contact data; Marketing data | Legitimate interests (to promote our business to existing and prospective customers) |
Understanding how our Website and Platform are used, to improve and optimise them | Usage data; Technical data | Legitimate interests (to improve our services and user experience), or consent |
Protecting the security of our systems and data | Technical data; Usage data; Account data | Legitimate interests (to protect our systems and data), or legal obligation |
Complying with legal and regulatory obligations (e.g. maintaining records, responding to law enforcement requests) | All categories as necessary | Legal obligation |
Business administration, including in connection with a sale, merger or restructuring of our business | All categories as necessary | Legitimate interests (to protect and realise value in our business), or legal obligation |
Where we rely on legitimate interests, we have carried out a balancing assessment to ensure our interests do not override your rights. You can obtain details of this assessment by contacting us.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
6. Marketing
We may use your personal data to send you information about our products, services, special offers and promotions. We will only do this where:
· you have purchased or negotiated to purchase our services and we are marketing similar products or services (relying on our legitimate interests); or
· you have specifically consented to receive marketing communications.
You can opt out of marketing communications at any time by:
· clicking the “unsubscribe” link in any marketing email
· contacting us at contact@pro-forms.co.uk
· updating your preferences in your account settings (if applicable)
We will not share your personal data with any third party for that third party’s own marketing purposes.
7. Who we share your personal data with
We may share your personal data (as controller) with:
Recipient category | Purpose |
Service providers | Third parties who help us operate our business, such as: our CRM provider , our accounting software provider, our payment processor, our email service provider, our website analytics provider, and our cloud hosting provider |
Professional advisers | Our lawyers, accountants, auditors and insurers, where necessary |
Public authorities | HMRC, the Information Commissioner’s Office, law enforcement, or other government bodies, where required by law |
Business transferees | A purchaser or prospective purchaser of all or part of our business, and their professional advisers |
When we process personal data on behalf of our customers, we engage the following sub-processors to as part of our provision of our services to our customers:
Sub-processor | Function | Location / Privacy policy |
UK Dedicated Servers Limited T/A UK Servers | Primary hosting and data storage | UK |
Google (Gemini) or OpenAI | AI assistant feature (“Paige”) – processes page-level data within the Platform interface | See https://policies.google.com/privacy and https://openai.com/policies/privacy-policy |
HubSpot | CRM for trial sign-up data and marketing | |
Xero | Accounting and invoicing | |
Zapier | Multi-app integration connector (at customer’s election) | |
UK Dedicated Servers Limited T/A UK Servers | Email delivery for form-triggered outbound emails | UK |
We will update this list as sub-processors change.
Customers may also elect to connect their account to third-party services (such as Google Drive, Microsoft OneDrive, Dropbox, QuickBooks, Sage 50, and Power BI). Where a customer chooses to integrate a third-party service, the customer is responsible for reviewing that third party’s privacy policy. We process personal data sent to those third parties on the customer’s instructions.
8. International transfers
As controller
We are based in the United Kingdom. Your personal data is generally stored and processed within the UK. However, some of our service providers (such as HubSpot) may process personal data outside the UK. Where we transfer personal data outside the UK, we ensure that appropriate safeguards are in place, such as:
· an adequacy decision by the UK government confirming that the destination country provides an adequate level of data protection; or
· the UK International Data Transfer Agreement or UK Addendum to the EU Standard Contractual Clauses, as applicable.
As processor
Our Platform includes an AI assistant feature (“Paige”) that uses third-party AI models (Google Gemini and/or OpenAI). These AI models are hosted outside the UK. If our customers enable or use the Paige feature, data from the page they are viewing within the Platform may be transmitted to the AI model provider for processing and the response returned to the customer.
9. Cookies and similar technologies
Our Website uses cookies and similar tracking technologies to distinguish you from other users, to improve your experience, and to help us understand how our Website is used.
What are cookies?
A cookie is a small text file that is placed on your device (computer, smartphone or tablet) when you visit a website. Cookies are widely used to make websites work more efficiently and to provide information to the website owner.
How we use cookies
We use the following categories of cookies – you can manage your preferences for each of these categories at any time by clicking on the cookie settings icon which is displayed in the top-left corner of every page:
Category | Purpose | Examples |
Necessary | Necessary cookies help make a website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies. | Session cookies, authentication cookies |
Statistics | Statistic cookies help website owners to understand how visitors interact with websites by collecting and reporting information anonymously. | Google Analytics, Hotjar and similar |
Preferences | Preference cookies enable a website to remember information that changes the way the website behaves or looks, like your preferred language or the region that you are in. | Language preference, region selection |
Marketing | Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third party advertisers. | HubSpot |
Your cookie choices
When you first visit our Website, you will be shown a cookie banner that allows you to accept or reject non-essential cookies. You can view detailed information about the specific cookies we use and manage your settings at any time by clicking on the cookie settings icon which is displayed in the top-left corner of every page. You can also manage cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our Website.
10. How long we keep your personal data
We keep your personal data only for as long as necessary to fulfil the purposes for which we collected it, including to satisfy any legal, accounting or reporting requirements.
Data type | Retention period |
Account data | For the duration of your account, plus 6 years after account closure (for legal and regulatory purposes) |
Trial data (if trial does not convert) | 14 days after trial expiry, then deleted |
Marketing data | Until you unsubscribe or your account has been inactive for 2 years |
Usage and technical data (analytics) | 26 months (anonymised after this period) |
Support communications | 3 years after last correspondence |
11. Your rights
Under UK data protection law, you have the following rights in relation to your personal data:
Right | What it means |
Access | The right to ask us for copies of your personal data (commonly known as a “subject access request”) |
Rectification | The right to ask us to correct any personal data you think is inaccurate or incomplete |
Erasure | The right to ask us to delete your personal data in certain circumstances (also known as the “right to be forgotten”) |
Restriction | The right to ask us to restrict the processing of your personal data in certain circumstances |
Portability | The right to ask that we transfer the personal data you gave us to another organisation, or to you, in a structured, commonly used and machine-readable format |
Objection | The right to object to the processing of your personal data in certain circumstances, including where we are relying on legitimate interests (such as for marketing) |
Withdraw consent | Where we are relying on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before you withdraw consent |
These rights are not absolute and may be subject to exemptions.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We will respond to any valid request within one month. If your request is particularly complex, we may extend this by a further two months, in which case we will let you know.
How to exercise your rights
To exercise any of these rights, please contact us at:
Email: contact@pro-forms.co.uk
Post: Data Protection, Resource Track (UK) Limited, 66 Fellows Lane, Harborne, Birmingham B17 9TX
If our customer is the controller
If your personal data is processed by us as a processor on behalf of one of our customers, and you wish to exercise your data subject rights, you should contact that customer directly. We will assist our customers in responding to data subject requests as required by our Data Processing Agreement.
12. Keeping your personal data secure
We take the security of your personal data seriously. We have implemented appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.
Our security measures include:
· Encryption: 256-bit SSL encryption for browser access; AES 128-bit encryption for mobile app data; encrypted data in transit
· Hosting: UK-based data centre with physical security (key-fob access, CCTV monitoring)
· Backups: Daily database backups with off-site copies
· Access controls: Role-based access permissions; two-factor authentication for administrative users
· Testing: Regular security testing and vulnerability scanning
We also require our sub-processors and service providers to implement appropriate security measures.
13. How to complain
If you have concerns about how we have handled your personal data, please contact us in the first instance so that we can try to resolve the matter.
You also have the right to lodge a complaint with the Information Commissioner’s Office, the UK’s supervisory authority for data protection:
· Website: https://ico.org.uk/make-a-complaint/
· Telephone: 0303 123 1113
· Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
14. Changes to this privacy policy
We may update this privacy policy from time to time to reflect changes in our practices or in the law. If we make any material changes, we will notify you by:
· posting an updated version on our Website with a new effective date
· sending an email notification to account holders (for significant changes)
We encourage you to check this page regularly for the latest version.
15. How to contact us
If you have any questions about this privacy policy or about how we handle your personal data, please contact us:
· Email: contact@pro-forms.co.uk
· Post: Data Protection, Resource Track (UK) Limited, 66 Fellows Lane, Harborne, Birmingham B17 9TX
· Phone: 0330 1242 160 (Monday-Friday, 8:30 AM – 5:15 PM)
Privacy policy last updated: June 2026
Resource Track UK Limited, trading as pro-Forms®. Company number 05781330. VAT number 883319108.