Privacy policy

Last updated 29 October 2026

This explains what personal information FitterMate holds, why, who else sees it, and your rights. FitterMate is run by Simon Benson, a sole trader trading as FitterMate, of Kidlington, Oxfordshire, UK, has applied to register with the Information Commissioner's Office (ICO). Contact us about privacy through our contact form or [email protected].

What we hold

Your account: name, business name, email, phone number, password (stored scrambled, never readable), the business details you put on quotes, your price lists, when you last signed in, and your support code.
Estimator logins your business adds: name, email and role.
Jobs: what you enter, which usually includes your customers' names, addresses, postcodes and phone numbers, plus measurements, notes and prices. For these customer details your business is in charge (the controller) and we handle them for you (see section 8 of our terms).
Payments: Stripe takes card payments. We only keep a reference to your Stripe customer and subscription and whether it is paid. We never see or store card numbers.
Messages you send through the contact form.
Security logs: IP addresses and pages visited, kept by our server to stop attacks and repeated sign-in attempts.

Why we use it (lawful basis)

To provide FitterMate and take payment: contract.
To keep it secure, prevent fraud and answer support requests: legitimate interests.
To keep payment records for tax: legal obligation.

We don't send marketing emails unless you've asked for them, we don't sell your information, and we don't use it for advertising.

Who else handles it

Hetzner Online GmbH (Germany) runs the server and its daily backups. Your data is stored in Germany, in the EU.
Cloudflare, Inc. sits in front of the site to protect it from attacks and speed it up. Traffic passes through its network, which can include the USA.
Stripe processes card payments. Stripe also uses payment information to prevent fraud, as a controller in its own right.
Brevo (Sendinblue SAS, France) sends account emails such as password resets. It sees your email address and the message.

Where information goes outside the UK, it is protected by UK adequacy rules or the UK's approved contract terms.

How long we keep it

Account and job information: while your account is open, and for 12 months after your subscription or trial ends, unless you ask us to delete it sooner. Daily backups are kept for 7 days, so deleted information is gone from them within a week.
Payment records: 6 years, because tax law requires it.
Contact messages: 2 years after we last dealt with them.
Security logs: up to 30 days.

Cookies

FitterMate uses one cookie, to keep you signed in. It lasts 30 days, or until you sign out. Your browser also remembers a few screen settings (like the job list filter) until you close the tab. Cloudflare may set a short-lived security cookie to tell people from bots. We don't use analytics, tracking or advertising cookies, and our fonts come from our own server, so no cookie banner is needed.

Your rights

You can ask us for a copy of your information, to correct it, to delete it, to limit or object to how we use it, or to have it in a form you can take elsewhere. Ask through our contact form or [email protected]; we'll reply within a month. If your details are in a fitter's job, it's quickest to ask that fitter, and we'll help them.

If you're unhappy with how we've handled your information you can complain to the ICO: ico.org.uk/make-a-complaint or 0303 123 1113. We'd appreciate the chance to put it right first.

Changes

If we change this policy in a way that matters, we'll email account holders. The date it was last changed is at the top.