Terms v1.1 — Job Hub

Terms of Service, Privacy Notice and Data Processing Terms

Version 1.1, effective 7 October 2026. Download a copy
# SJAI Job Hub: Terms of Service, Privacy Notice and Data Processing Terms

Version 1.1. Effective date: 7 October 2026

Provided by SJ Developments North West Ltd, trading as SJAI. Questions: support@sjai.uk. Privacy questions: privacy@sjai.uk.

---

## Part 1: Terms of Service (for builders who subscribe)

### 1. Who we are

1.1 SJAI Job Hub ("Job Hub", "the Service") is provided by SJ Developments North West Ltd, trading as SJAI, a company registered in England and Wales with company number 16371408, whose registered office is at 1 Fields End, Liverpool, Merseyside, L36 5YQ ("SJAI", "we", "us", "our").

1.2 Contact: support@sjai.uk. We aim to reply within the times in clause 8.

### 2. Who these terms are for

2.1 These terms are between SJAI and the business that opens a Job Hub account ("the Builder", "you"). Job Hub is only for use in the course of a trade, business, craft or profession. It is not offered to consumers. By opening an account you confirm that you are acting for a business (including as a sole trader acting for your trade), and that the person accepting these terms has authority to bind that business.

2.2 The Builder's workers, supervisors and customers use Job Hub through private links the Builder sends them. They are not parties to these terms. The Builder is responsible for inviting its own people and customers, for what it tells them, and for its relationship with them.

2.3 Job Hub is not intended for anyone under 18. The Builder must not invite a person under 18 to use a link, except a customer's family member viewing the customer's own job with the customer's permission.

2.4 These terms are made up of: Part 1 (these Terms of Service), Part 3 (the Data Processing Terms) and the Annexes to Part 3. The Privacy Notice (Part 2) explains how we handle personal information where we are the controller. If there is a conflict, the Data Processing Terms take priority over the rest of these terms on data protection matters.

2.5 You accept these terms by ticking a box and confirming when you open your account, or when we ask you to accept an updated version. We keep a record of who accepted, for which business, which version of these terms and when. Each version has a version number and date, and we will send you a copy by email or make it available to download from your account at any time.

### 3. The Service

3.1 Job Hub lets a Builder coordinate jobs with its workers, supervisors and customers: job records, photos, documents, messages, materials, extras and payment records.

3.2 What Job Hub is not:
(a) Payment records ("marked as received", "confirmed") record what the Builder has checked and entered. A customer pressing "I've sent this payment" only tells the Builder the customer says they have paid. Job Hub does not connect to any bank and does not verify that money has moved.
(b) Customer acceptance of an extra or a document records a click on a private link. It is not a verified electronic signature and does not prove who clicked.
(c) Photo date and time stamps and preserved photo metadata come from the device and the upload. They are not certified evidence.
(d) Job Hub is not a backup service and is not guaranteed to work without an internet connection. Photos taken on poor signal are kept on the device and retried, but are not safe until the app confirms they have been received. Keep your own copies. The account export (clause 9) is there to help.
(e) Job Hub does not give legal, contractual, tax, CIS, employment, health and safety or building-regulations advice.
(f) Job Hub does not set programmes or completion dates, and nothing in it is a promise to a customer about when work will be done.

3.3 We may change, add or remove features. If a change materially reduces the core Service on your paid plan, we will give at least 30 days' notice, and you may cancel before it takes effect and receive a pro-rata refund of any fees paid in advance for the period after the change.

### 4. Accounts and access

4.1 The owner login is protected by a password. Two-factor authentication, using an authenticator app with single-use backup codes, is available for every owner account and we strongly recommend turning it on, but it is optional, not compulsory. You must keep your password, and if you turn on two-factor authentication your authenticator device and backup codes, secure, not share them, and tell us promptly at the support email if you think someone else has had access.

4.2 A device you mark as trusted stays signed in for up to 30 days. Do not mark a shared or public device as trusted.

4.3 Worker, supervisor and customer access works by private links. Anyone who has a link can open what that link allows, without a password. You are responsible for:
(a) sending links only to the right person;
(b) revoking or reissuing a link if it is lost, forwarded or no longer needed, and removing a worker from jobs they no longer work on;
(c) choosing which documents to publish to customers. Documents, quotes and reports are not shown to a customer until you publish them; and
(d) knowing that site photographs work differently: every photo added to a job is shown automatically to that job's customer, with no publish step. Only add photos you are happy for the customer to see. The original, unstamped photo is kept private to you.

4.4 A supervisor link shows every job in your account. Only give it to someone you trust with all your jobs.

4.5 We may suspend access, in whole or in part, without notice if we reasonably believe the account or a link is compromised, is being used unlawfully, or puts the Service, other builders or anyone's data at risk. We will tell you why as soon as we reasonably can and restore access once the risk is dealt with.

### 5. Plans, trial and fees

5.1 Plans, limits and prices are as shown on our pricing page when you subscribe.

5.2 At the end of a trial, or if a paid plan ends, the account moves to the Free plan. Nothing is deleted. Jobs over the Free limit become read-only until you upgrade or archive jobs.

5.3 Fees are payable in advance, monthly or yearly, plus VAT at the applicable rate. If a payment fails, we will tell you and allow 14 days to fix it before the account moves to Free.

5.4 We will give at least 60 days' notice of any price change. Changes apply from your next renewal after the notice period. We will not move a feature you already use on your plan to a more expensive plan without the same notice.

5.5 Offers: if we make an introductory or founding-member offer, its terms will be set out in the offer. For builders who take it up, those offer terms form part of these terms.

5.6 You can cancel at any time by emailing the support address. Cancellation takes effect at the end of the current paid period. Fees already paid are not refundable, except where clause 3.3 applies or the law requires it.

5.7 If you do not pay an amount due by its due date, we may charge interest on it from the due date until payment at 4% a year above the Bank of England base rate, calculated daily. This does not affect our right to move the account to Free under clause 5.3.

### 6. Your data

6.1 Everything you, your workers, supervisors and customers put into Job Hub (job details, photos, documents, messages, materials, prices and payment records) is "Builder Data". You own it. We claim no ownership of it.

6.2 You give us permission to host, copy, process, transmit and display Builder Data only as needed to provide, secure and support the Service for you, and as set out in the Data Processing Terms (Part 3).

6.3 We may use information about how the Service is used (for example counts of jobs, photos or sign-ins) to run and improve the Service, but only in a form that does not identify you, your customers or your workers.

6.4 You confirm that you have the right to put Builder Data into Job Hub and to share it with the people you invite, including having told your customers and workers how their information will be used (see Part 2, section 12 for wording you can use).

6.5 We will not sell Builder Data, use it for advertising, or use it to train artificial intelligence models. We will not use identifiable Builder Data in marketing without your written permission.

### 7. Acceptable use

You must not use Job Hub to:
(a) break the law, or store or send material you do not have the right to share;
(b) upload malware, or try to get into other builders' accounts or data;
(c) probe, overload, or test the security of the Service without our written permission (if you find a security problem, please tell us at the support email);
(d) resell or white-label the Service, or copy it to build a competing product;
(e) harass, threaten or discriminate against anyone through messages; or
(f) upload special category data (for example health information about a customer or worker) or criminal-offence data, except where it is genuinely needed for the job and you have a lawful basis and condition for it.

### 8. Availability and support

8.1 We aim to keep Job Hub available but do not guarantee it will be uninterrupted or error-free. We may carry out maintenance, and will try to do this outside normal working hours and give notice of planned downtime where we can.

8.2 Support is by email to the support address. Support hours are Monday to Friday, 9am to 5pm UK time, excluding bank holidays. Free plan: best effort. Pro plan: we aim to reply within 2 working days. Team plan: we aim to reply within 1 working day. Response times are targets, not guarantees.

8.3 We will tell you without undue delay about any incident that affects your Builder Data, as set out in the Data Processing Terms.

### 9. Export, ending the account and deletion

9.1 While your account is open you can download an export of your account data at any time from the owner account page. For security, the export asks you to re-enter your password, and we record each export. To close your account or ask us to delete your data, email privacy@sjai.uk; see the Privacy Notice (Part 2, section 9) for how we handle that request.

9.2 If you close your account, or we end it, you can keep signing in and download your export until your Builder Data is deleted. We will permanently delete Builder Data from the live Service within 30 days after the account closes. Our backups are kept for no longer than 60 days, so no copy of your Builder Data remains in our backups later than 90 days after the account closes. We may keep account and billing records as set out in the Privacy Notice.

9.3 We keep a record of each account closure and deletion (the date, the account and the fact of removal). It does not contain your Builder Data. If we ever have to restore the Service from a backup, we will re-apply any deletions made since that backup was taken before the Service is used again.

### 10. Our intellectual property

The Job Hub software, design and branding belong to SJ Developments North West Ltd. You get a non-exclusive, non-transferable right to use the Service for your own business during your subscription. If you send us feedback or suggestions, we may use them without owing you anything.

### 11. Liability

11.1 Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot legally be limited or excluded.

11.2 Neither party is liable to the other for: loss of profit, revenue, business, contracts, anticipated savings or goodwill; or any indirect or consequential loss.

11.3 We are not liable for loss caused by: your own decisions based on information in Job Hub (for example relying on a payment being marked as received, or on a customer's click as acceptance); a link being used by someone you gave it to or who got it from them; or your failure to keep your login, authenticator or backup codes secure.

11.4 Subject to 11.1, our total liability to you arising out of or in connection with these terms in any 12-month period, whether in contract, tort (including negligence) or otherwise, is limited to the greater of: (a) the fees you paid us in that 12-month period; and (b) £100.

11.5 You are responsible for your own work, quotes, contracts, invoices and dealings with your customers and workers.

### 12. Ending these terms

12.1 You may end these terms by cancelling (clause 5.6).

12.2 We may end these terms by giving you at least 30 days' notice, or straight away by notice if you seriously or repeatedly breach them, or fail to pay after the period in clause 5.3. If we end these terms without cause, we will refund any fees paid in advance for the period after the end date.

12.3 Clauses 6, 9, 10, 11, 12.3, 14, 15 and 16, and the Data Processing Terms for as long as we hold Builder Data, continue after these terms end.

### 13. Changes to these terms

We may update these terms. We will give at least 30 days' notice by email or in the app of any material change. If you do not agree, you may cancel before the change takes effect and receive a pro-rata refund of fees paid in advance for the period after the change. Changes needed to comply with the law or to deal with a security risk may take effect sooner, and we will tell you why.

### 14. General

14.1 These terms (including the Data Processing Terms and their Annexes) are the whole agreement between us about the Service. Each party confirms it has not relied on anything not written in them, but this does not limit liability for fraud.

14.2 Neither party is liable for delay or failure caused by events outside its reasonable control, but that does not excuse the Builder from paying fees for any period in which the Service was available.

14.3 You may not transfer these terms without our written permission. We may transfer them to a company that takes over the Service, and will tell you if we do. Your rights under these terms will not be reduced by the transfer.

14.4 If a court finds part of these terms unenforceable, the rest still applies.

14.5 No one other than you and us has any right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.

14.6 Notices to us go to the support email. Notices to you go to the email address on your owner account.

14.7 These terms, and any dispute or claim arising out of or in connection with them (including non-contractual disputes), are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.

### 15. Confidentiality

15.1 Each party will keep confidential any non-public information the other gives it in connection with the Service that is marked as confidential or would reasonably be seen as confidential. For the Builder this includes its prices, quotes, customer list and business information. For SJAI this includes non-public information about how the Service is built and secured, including any security or audit material shared under Part 3 clause 10.

15.2 Each party will use the other's confidential information only to perform or receive the Service, and will share it only with its own staff, contractors and professional advisers who need to know it and are bound by confidentiality.

15.3 This clause does not apply to information that is or becomes public other than through a breach of this clause, that the receiving party already lawfully had, or that it developed independently. A party may disclose confidential information where the law, a court or a regulator requires it, and will tell the other party first where it lawfully can.

15.4 Personal data in Builder Data is also protected by the Data Processing Terms, which take priority.

15.5 This clause continues for 3 years after these terms end, and indefinitely for security information.

### 16. Indemnities

16.1 The Builder will indemnify SJAI against losses, damages, fines where lawfully recoverable, costs and reasonable legal fees arising from a third-party claim (including a claim by a customer, worker or regulator) to the extent it results from: (a) Builder Data the Builder or its people put into the Service without the right or lawful basis to do so; (b) the Builder's breach of clause 7 (acceptable use); or (c) instructions the Builder gave SJAI that breached Data Protection Law.

16.2 SJAI will indemnify the Builder against losses, damages, costs and reasonable legal fees arising from a third-party claim that the Builder's use of the Service in line with these terms infringes that third party's UK intellectual property rights.

16.3 A party claiming under this clause must tell the other promptly, let it control the defence and any settlement, and give reasonable help at its cost. It must not admit liability without the other's written agreement.

16.4 The limits on liability in clause 11 do not apply to the Builder's indemnity in clause 16.1. They do apply to SJAI's indemnity in clause 16.2.

---

## Part 2: Privacy Notice

This Privacy Notice has the same version number and effective date as the Terms of Service above.

### 1. Who we are

SJ Developments North West Ltd, trading as SJAI (company number 16371408, 1 Fields End, Liverpool, Merseyside, L36 5YQ). Privacy contact: privacy@sjai.uk. ICO registration number: ZC045057.

The SJAI Job Hub app on Google Play opens this same hosted service in app form. It collects no extra data beyond what is described in this notice. It may ask for notification permission, to send you job alerts you switched on. If you take a photo inside the app, that uses your device's camera through your browser's own permission prompt, not a separate app permission.

### 2. Two different roles

(a) Controller: for information about builders who hold accounts, people who contact us, people who join our waitlist, and visitors to our website, we decide how it is used. This notice covers that information.

(b) Processor: for information a builder puts into Job Hub about its own customers, workers and supervisors, the builder is the controller and we process it only on the builder's instructions (see Part 3). If you are a builder's customer or worker, the builder's own privacy information applies, and you should contact the builder first. We will help the builder respond to you. If you cannot reach the builder, contact us and we will pass your request on.

### 3. What we collect and why

| Who | Information | Why | Lawful basis (UK GDPR) |
|---|---|---|---|
| Builder account owners | Name, business name, email, phone, password (stored only as a one-way hash), two-factor settings (the authenticator secret is stored encrypted), backup codes (stored only as hashes), account settings | Run the account and keep it secure | Contract |
| Builder account owners | Plan, billing and payment records (once paid plans are available) | Take payment, keep accounts | Contract; legal obligation (tax records) |
| Builder account owners | Records of full-data exports, account closure and deletion | Keep the account secure and prove deletion happened | Legitimate interests (security and accountability); legal obligation |
| All users of Job Hub | Security information: IP address, time, device/browser type, failed sign-in and code attempts, lockouts | Stop break-ins and misuse, investigate incidents | Legitimate interests (security) |
| All users of Job Hub | Push notification subscription (a browser address, not a phone number), if switched on | Send job notifications you switched on | Legitimate interests; consent is asked by your browser before any notification |
| Waitlist and enquiries | Name, business, trade, email, what you tell us | Reply and let you know when Job Hub opens | Consent (waitlist); legitimate interests (enquiries) |
| Support and complaints | Messages you send us and our replies | Help you and handle complaints | Contract; legitimate interests; legal obligation (complaints) |
| Website visitors | IP address and technical request data handled by our website's network provider | Deliver the website securely and protect it from attack | Legitimate interests (security) |

We do not use advertising or tracking technology on our website or inside the Job Hub app.

We do not make decisions about you based solely on automated processing.

### 4. Photos and location

Job Hub keeps original photos as uploaded. Photos from phones can contain metadata, including where and when they were taken. Customers see a stamped display copy, not the original. Job Hub does not ask the browser for your live location.

### 5. Cookies and storage on your device

Job Hub uses only the storage it needs to work:

| What | Purpose | How long |
|---|---|---|
| Sign-in session cookie | Keeps you signed in and protects forms from forgery | Up to 30 days |
| Trusted-device cookie (owners only, if you tick "remember this device") | Skips the two-step code on that device | 30 days |
| Photo upload queue (browser storage on your phone) | Keeps photos taken on poor signal until they have uploaded | Until the upload is confirmed |
| Installed-app files (if you add Job Hub to your home screen) | Opens the right screen for your role | Until you remove the app |

These are strictly necessary for the service you have asked for, so the law does not require consent for them. We do not use analytics, advertising or social media cookies. If we ever add analytics, we will update this notice first and will only use analytics that the law allows without consent where we give you a simple way to object, or we will ask for your consent.

### 6. Who we share it with

We use these service providers:

| Provider | What for | Where the data is |
|---|---|---|
| Railway Corporation | Hosting the Job Hub app and its stored data | EU West (Amsterdam, Netherlands). Railway is a US company; see section 7 |
| SJAI (our own computer in the UK) | Encrypted backup copies of the service | United Kingdom |
| Browser push services (for example Google, Apple, Mozilla) | Delivering notifications you switched on | Various. Notification content is encrypted end to end and the push service cannot read it |
| Zoho | Our business email (support@, privacy@ and hello@sjai.uk), including messages you send us | European Union (Zoho's EU data centre) |
| Cloudflare | Delivering and protecting our website and managing our domain's email settings (not the Job Hub app) | Global network |

A full, current list of the providers that handle builder data is in Annex C to Part 3. Before paid plans start, we will add our payment provider to this notice.

We do not sell personal information. We may share information if the law requires it, to protect people or the Service, or with professional advisers under a duty of confidence. If the business is sold, information may pass to the buyer, who must use it in line with this notice.

### 7. International transfers

Job Hub data is stored in the European Economic Area (the Netherlands), which the UK recognises as providing adequate protection. Railway states that its primary processing operations take place in the United States, so its staff and some of its own providers may access data from the US. Railway is certified under the UK Extension to the EU-U.S. Data Privacy Framework, and its data processing addendum also includes the UK International Data Transfer Addendum as a fallback.

### 8. How long we keep it

| Information | Kept for |
|---|---|
| Builder Data (job records, photos, messages etc.) | While the account is open. Deleted from the live Service within 30 days and from backups within 90 days after the account closes (Terms clause 9) |
| Owner account details | As Builder Data, except the minimum needed to show that the account existed and was closed |
| Closure and deletion record (account id, event and date only) | 6 years, to show deletions were done and re-apply them after any restore |
| Billing and tax records | 6 years after the end of the financial year they relate to |
| Security logs | Up to 30 days, and never longer than our hosting provider's log retention; longer only when needed for a specific investigation |
| Export records | 12 months |
| Waitlist | Until you ask to be removed, or 12 months after Job Hub opens to the public if you have not signed up |
| Enquiries, support messages and complaints | 2 years after the last message, or longer if needed for a legal claim |

### 9. Your rights

You can ask to see a copy of your information, correct it, delete it, restrict or object to how we use it, move it to another provider, or withdraw consent where we rely on consent. Email the privacy address. We will respond within one month. If a request is complex or you send several, we may extend this by up to two further months and will tell you why within the first month. If we need more information to find your data or confirm who you are, the time limit starts once we have it. We will make reasonable and proportionate searches. Requests are free unless they are manifestly unfounded or excessive.

To close your account, or to ask us to delete your data, email privacy@sjai.uk. Builders' customers and workers: see section 2(b) above — contact your builder first, or contact us if you cannot reach them and we will pass your request on.

If your information is Builder Data (you are a builder's customer or worker), we will pass your request to the builder and help them answer it.

### 10. Complaints

If you are unhappy with how we have handled your information, you can complain to us by email to the privacy address, or by post to our registered office. We will:
(a) acknowledge your complaint within 30 days of receiving it (in practice we aim for 5 working days);
(b) look into it properly and keep you updated on progress; and
(c) tell you the outcome without undue delay.

You can also complain to the Information Commissioner's Office: ico.org.uk, 0303 123 1113. The ICO usually expects you to have complained to us first.

### 11. Security

We protect information with encryption in transit, one-way password hashing, optional two-factor sign-in for owners, separation between builders' data, restricted file permissions, rate limiting and lockout on sign-in, and encrypted backups. Annex B to Part 3 has more detail. No system is perfectly secure, and we will tell affected people and the ICO about a serious breach where the law requires.

### 12. Wording builders can give their own customers and workers

Short version (for a quote, invoice footer or first message):

"We use SJAI Job Hub to manage your job. Your name, contact details, the site address, photos, documents, messages and payment records for your job are stored in it. SJAI hosts it for us in the EU and only uses your information to run the service for us. Contact us if you have any questions about your information or want to use your data protection rights."

Longer version for workers:

"We use SJAI Job Hub to share job details, photos and messages with the site team. Your name, the jobs you are assigned to, the photos you upload and your messages in the site-team thread are stored in it and can be seen by us and, for photos, by the customer for that job. We keep them for as long as we need them for the job and our records. SJAI hosts the service for us and only uses your information to run it."

---

## Part 3: Data Processing Terms (UK GDPR Article 28)

These form part of the Terms of Service. Words used here have the meaning given in the UK GDPR and the Data Protection Act 2018 ("Data Protection Law").

### 1. Roles and scope

1.1 For Builder Data that is personal data, the Builder is the controller and SJAI is the processor.

1.2 The subject matter, duration, nature and purpose of the processing, the types of personal data and the categories of data subjects are set out in Annex A.

1.3 Each party will comply with its obligations under Data Protection Law.

### 2. Instructions

2.1 SJAI will process Builder Data only on the Builder's documented instructions, including with regard to transfers of personal data outside the UK, unless UK law requires otherwise. In that case SJAI will tell the Builder of that legal requirement before processing, unless the law forbids telling the Builder on important grounds of public interest.

2.2 The Builder's instructions are: these terms; the Builder's use and configuration of the Service (for example inviting people, publishing documents, sending links, exporting and closing the account); and any other reasonable written instruction the Builder gives that is consistent with these terms.

2.3 SJAI will tell the Builder immediately if, in its opinion, an instruction infringes Data Protection Law.

### 3. Confidentiality

SJAI will ensure that every person it authorises to process Builder Data has committed to confidentiality or is under an appropriate legal duty of confidentiality, and will only give access to those who need it to provide, secure or support the Service.

### 4. Security

4.1 SJAI will take all measures required by Article 32 of the UK GDPR, including the technical and organisational measures in Annex B. SJAI may update those measures, as long as the overall level of security is not reduced.

4.2 The Builder is responsible for the security measures in its own control, including its owner login, two-factor device and backup codes, which links it sends and to whom, revoking links, and the devices its people use.

### 5. Sub-processors

5.1 The Builder gives SJAI general written authorisation to use the sub-processors listed in Annex C and to add or replace sub-processors under this clause.

5.2 SJAI will give the Builder at least 30 days' notice by email before adding or replacing a sub-processor that SJAI appoints directly. Where one of SJAI's providers adds a provider of its own, SJAI will pass on that notice as soon as it receives it.

5.3 The Builder may object on reasonable data protection grounds within the notice period. If SJAI cannot reasonably address the objection, the Builder may end the Service by notice, without penalty, and receive a pro-rata refund of fees paid in advance for the period after the end date.

5.4 SJAI will have a written contract with each sub-processor that gives Builder Data at least an equivalent level of protection to these Data Processing Terms, including sufficient guarantees of appropriate technical and organisational measures. SJAI remains fully liable to the Builder for each sub-processor's performance of its data protection obligations.

### 6. International transfers

SJAI will not transfer Builder Data outside the UK, or allow a sub-processor to do so, unless the transfer is to a country the UK treats as adequate, or is covered by an appropriate safeguard recognised by UK law (for example the UK Extension to the EU-U.S. Data Privacy Framework or the UK International Data Transfer Agreement or Addendum). The current transfers are described in Annex C.

### 7. Helping the Builder

7.1 Data subject requests. Taking into account the nature of the processing, SJAI will help the Builder respond to requests from individuals to exercise their rights, mainly through the export, edit and delete features. If SJAI receives a request directly about Builder Data, it will pass it to the Builder without undue delay and will not respond itself except to confirm it has passed it on, unless the Builder asks it to.

7.2 Security, breaches, impact assessments and prior consultation. Taking into account the nature of the processing and the information available to it, SJAI will help the Builder meet its obligations on security of processing, notifying personal data breaches to the ICO and to individuals, data protection impact assessments, and consulting the ICO where an assessment shows a high risk that cannot be reduced.

7.3 Complaints. If an individual complains to SJAI about the Builder's use of their information, SJAI will pass the complaint to the Builder without undue delay and help the Builder respond.

### 8. Personal data breaches

8.1 SJAI will tell the Builder without undue delay after becoming aware of a personal data breach affecting Builder Data, and will aim to do so within 48 hours.

8.2 The notice will include, as far as SJAI then knows: what happened, the categories and approximate number of people and records affected, the likely consequences, what SJAI has done or proposes to do, and a contact for more information. SJAI may give information in stages.

8.3 SJAI will take reasonable steps to contain the breach and reduce its effects, and will keep a record of it. Telling the Builder about a breach is not an admission of fault.

8.4 The Builder, as controller, decides whether to notify the ICO and individuals. SJAI will not notify individuals about Builder Data on the Builder's behalf unless the Builder asks it to or the law requires it.

### 9. Deletion or return at the end

9.1 At the end of the Service, the Builder may download its export (Terms clause 9.1) until deletion. That is how SJAI returns Builder Data. SJAI will then delete Builder Data as set out in Terms clause 9.2 and 9.3, unless UK law requires SJAI to keep it.

9.2 Builder Data in backups is kept beyond use, not accessed except to restore the whole Service, re-deleted before the Service is used again after any restore, and destroyed when the backup expires (no later than 90 days after closure).

9.3 On request, SJAI will confirm in writing that deletion has been done.

### 10. Records, information and audits

10.1 SJAI will keep the records of processing that Article 30(2) of the UK GDPR requires of a processor.

10.2 SJAI will make available to the Builder all information necessary to show compliance with Article 28, and will allow for and contribute to audits, including inspections, by the Builder or an independent auditor it appoints, on at least 30 days' notice, no more than once in any 12 months unless there has been a personal data breach affecting the Builder or the ICO requires it. The auditor must be bound by confidentiality. Audits will be carried out in a way that does not disrupt the Service or give access to other builders' data. SJAI may first offer written answers and evidence, and a document-based review will normally be enough for a service of this size.

10.3 SJAI will not ask sub-processors like Railway for audits beyond what their own contracts allow. SJAI will pass on their published assurance reports where it is allowed to (for example Railway's SOC 2 report under its non-disclosure terms).

### 11. The Builder's responsibilities

The Builder will: have a lawful basis for the Builder Data it puts into Job Hub; tell its customers, workers and supervisors how their information is used (Part 2, section 12 gives wording it can use); only upload what the job needs; keep its own login secure; and give only lawful instructions.

### 12. Liability

Each party's liability under these Data Processing Terms is subject to Terms clause 11.

---

### Annex A: Details of processing

- Subject matter: providing the Job Hub service to the Builder.
- Duration: the subscription, plus the deletion periods in Terms clause 9.
- Nature of processing: collecting through the app, recording, storing, organising, displaying to people the Builder invites, stamping display copies of photos, sending notifications, exporting, backing up, restoring, deleting, and access for support and security.
- Purpose: to let the Builder coordinate its jobs with its workers, supervisors and customers.
- Types of personal data: names; contact details (email, phone); site addresses; job descriptions and scope; photos and their metadata (which may include location and time); documents such as quotes, reports and invoices; messages; materials orders; prices, extras and payment records; which worker is assigned to which job; link access and security logs; push notification subscriptions.
- Special category data: none intended. The Builder must not upload it unless genuinely needed and lawful (Terms clause 7(f)).
- Data subjects: the Builder's customers and their household members who use a customer link; the Builder's workers, subcontractors and supervisors; the Builder's owners and staff; other people who may appear in photos or documents.

### Annex B: Security measures

These are the measures in place at the effective date of these terms. This is a description, not a security certification.

Access control

- Owner sign-in by password (stored only as a one-way hash), with optional authenticator-app two-factor sign-in that we recommend turning on, backed by 10 single-use backup codes stored only as hashes. The authenticator secret is stored encrypted.
- Sign-in and code attempts are rate-limited, and repeated wrong codes lock further attempts.
- Sensitive actions (such as a full data export) ask the owner to re-enter the password.
- Workers, supervisors and customers use long random private links that can be revoked or reissued. Each link only opens what its role allows. Customer links open only their own job.

Separation between builders

- Each builder's records are held in its own folders, and every request is resolved to a single builder before any data is read.
- Automated tests check that one builder cannot see another builder's data. A live rehearsal on 28 Sep 2026 with a synthetic second builder passed all 13 separation checks and was then deleted and its deletion recorded.

Encryption and transport

- All connections use HTTPS. Cookies are secure, HTTP-only and restricted to the same site.
- Backups are copied from the hosting service over an encrypted connection. They are encrypted in memory on SJAI's computer as soon as they arrive, and only the encrypted copy is written to disk, with a key that is never stored with the backups. Smaller backups downloaded from inside the app are encrypted on the hosting service before they leave it.
- Push notification content is encrypted end to end.

Server and file protection

- The app runs as a non-administrator user, and new files are created readable only by that user. Administrative scripts set the same restrictive permissions.
- Data files are written atomically with locking, to avoid corruption.
- Uploads are checked for type and size. Photos are stored as originals, with separate stamped display copies.
- Error logs are designed not to record private link addresses.

Resilience and recovery

- Data is stored on a persistent volume in Railway's EU West region.
- Encrypted backups are taken by hand, at least weekly, and a real backup was decrypted and restored to a separate scratch location on 25 Sep 2026, with all records read back intact.
- No backup is kept for more than 60 days. The backup tool deletes backups older than 58 days, leaving a margin. It runs on a fixed daily schedule and each time a backup is taken, and each deletion is logged. Deletions of builder accounts are re-applied after any restore.

Organisational

- Code changes are made in a private repository and go live only through a separate release step approved by the company director.
- Testing uses invented data, not real builders' data.
- AI development assistants used by SJAI work only on source code, automated tests and invented data. They do not read, export or run commands against live Builder Data. Where an administrative command must be run on the live service, it is run by the company director, or run so that no Builder Data is shown to the assistant.

### Annex C: Sub-processors

| Sub-processor | Service | Data location | Transfer safeguard | Contract |
|---|---|---|---|---|
| Railway Corporation (US) | Application hosting and data storage | EU West (Amsterdam, Netherlands); support and operations access may be from the US | UK Extension to the EU-U.S. Data Privacy Framework; UK Addendum to the EU SCCs as fallback (Railway DPA section 9.3) | Railway Data Processing Addendum |
| Railway's own sub-processors | Railway lists its current providers (including cloud, network and support tools) at trust.railway.com | As listed by Railway | Railway is responsible for them under its DPA (section 6.4) | Railway DPA |
| Zoho Corporation | SJAI's support email. Builder Data only where a builder includes it in a support message | EU data centre (sjai.uk mail is routed through zoho.eu) | Data stays in the EU, which the UK treats as adequate | Zoho Data Processing Addendum |
| Browser push services (Google, Apple, Mozilla, Microsoft) | Delivering push notifications | Various | Content is encrypted end to end; the push service sees only the delivery address and timing | Each browser's service terms |

Not sub-processors for Builder Data: Microsoft (SJAI's own business records only. Job Hub does not currently send email notifications. If it starts to, we will first add the email provider to this annex, with notice); GitHub (source code and invented test data only); Cloudflare (website only, not the Job Hub app); Microsoft OneDrive (holds SJAI's record of account closures, which contains account ids, event types and dates only, no Builder Data). AI development assistants: see Annex B, Organisational.