This policy covers the Elite Blue Gas apps: the office dashboard (admin.elitebluegas.co.uk), the customer portal (portal.elitebluegas.co.uk), the engineer app for Android, and their connection to Xero. It sits alongside our main Privacy Policy, which covers our website and our work for customers generally. The apps are run by Elite Blue Gas, Colchester, Essex, CO5 7JJ, United Kingdom; info@elitebluegas.co.uk; 07872393742. We are the data controller for the information described here under UK data protection law (UK GDPR and the Data Protection Act 2018).

Who uses the apps

Our staff and engineers, through the office dashboard and the engineer app.
Our customers, through the customer portal, to see their own certificates, quotes, invoices and job progress.
Accounts are created by us. Nobody can sign up on their own.

Information the apps handle

Signing in

Your email address and password. The password is stored only as a secure hash, never as text.
For staff, an authenticator app set-up (a shared secret held by our sign-in provider), because staff sign-in needs a second step.
Sign-in records: when you signed in, and the IP address and device used. These are kept for security.

Customer records

Customer names, contact details and property addresses; appliance details; jobs and the days booked for them; quotes, invoices and payments; gas safety certificates and other records; photos taken on site; notes; and finance referral status. Customers can only ever see their own records.

The engineer app

Location: while an engineer is on shift, the app sends the phone's position to the office so jobs can be planned and customers told roughly when to expect us. Customers see an estimated arrival time, never the engineer's position.
Mileage: when an engineer starts recording a business journey, the app records its route, including while the app is in the background, until the journey is finished or discarded. This is used to work out mileage claims.
Camera and photos: photos are only taken or chosen when the engineer does so, for job sheets, quotes and receipts.
On the phone itself, the sign-in session is kept in the Android Keystore (encrypted, and readable only by the app).

Xero

When a member of staff connects our Xero organisation, the apps can:

create and update contacts in Xero for the customers we invoice (name, email, phone and address);
create invoices, and bills for our expenses, attaching the receipt where there is one;
read the amounts owed to and by the business, and the bank account balances, to show a summary in the office.

From Xero we keep only the organisation's identifier, the Xero identifiers of the invoices, contacts and bills we created, and the latest balance summary. The keys that let us connect to Xero (access and refresh tokens) are encrypted with AES-256 before they are stored, and are never shown in any app or sent anywhere except Xero. Xero data is used only to keep our own accounts. It is never sold, never used for marketing, and never sent to an AI service. Disconnecting Xero in the office cancels our access at Xero and deletes the stored keys straight away. You can also remove our access at any time in Xero, under Settings, then Connected apps.

AI estimates

Staff can ask for an estimate of a job's labour and parts. The description of the work typed by staff, and our parts price list, are sent to Anthropic, which provides the AI model. Customer names, contact details and Xero data are not sent. Every estimate is checked by a person before any quote goes to a customer.

Why we use it

To carry out the work customers ask for, and to give them access to their own records (performing our contract).
To keep gas safety, tax and accounting records the law requires (legal obligation).
To plan the day, keep customers informed, record business mileage, keep our accounts in Xero and keep the systems secure (legitimate interests).

Who else handles it

Only services that need it to do a job for us. Each is bound to protect it and use it only on our instructions:

Supabase: hosts the database, file storage, sign-in and server functions, in London.
Amazon Web Services: serves the pages of the office dashboard and portal. It does not hold records.
Xero: our accounting software, as described above.
Anthropic: AI estimates, as described above.
Resend: sends emails such as sign-in links and payment reminders.
Google: the engineer app uses the phone's location services, which Google provides on Android.

We do not sell personal information. We share it with anyone else only where the law requires it, or with your agreement.

Where it is kept

Records are stored in the United Kingdom. Where a service we use is based outside the UK, it is used under the safeguards UK law requires for international transfers.

How long we keep it

Invoices, payments and accounting records: six years after the end of the financial year they relate to, as HMRC requires.
Gas safety certificates and job records: for as long as they may be needed for safety, warranty or legal reasons, and at least six years.
Engineer location: the latest position only; it is replaced as the engineer moves. Mileage journeys are kept with the expense claim they support.
The audit log, which records who did what in the apps: kept permanently, so that it can be relied on if anything is ever questioned.
Accounts: staff accounts are closed when someone leaves. Portal accounts are closed on request, or two years after a customer's last job.

How we protect it

Encryption in transit (TLS 1.2 or later) and at rest, with an extra layer of AES-256 encryption for the Xero connection keys.
Staff sign-in needs a password and a code from an authenticator app.
Every record is protected in the database itself, so a customer login can only ever reach that customer's records.
Actions in the apps, and everything sent to Xero, are written to an audit log that cannot be changed or deleted.
If there is ever a breach that could affect your information, we will act straight away, tell Xero where Xero data is involved, and tell you and the Information Commissioner's Office where the law requires it.

Your rights

You can ask for a copy of the information we hold about you, and ask us to correct it, delete it, or limit or object to how we use it. You can also ask for a copy in a form you can take elsewhere. Some records, such as invoices and gas safety certificates, we must keep by law. To make a request, email info@elitebluegas.co.uk; we will reply within one month. You can also complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113).

Changes

We will update this page when the apps change how they handle information, and change the date at the top.

App Privacy Policy